OFFICE ASSISTANT (AUTOMATED SYSTEMS) at CITY OF PEEKSKILL

City of Peekskill, New York, United States -

Full Time

Start Date

Immediate

Expiry Date

20 Mar, 26

Salary

54589.0

Posted On

20 Dec, 25

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Clerical Support, Office Procedures, Microsoft Outlook, Scheduling, Mail Merge, File Management, Customer Service, Data Entry, Communication, Attention to Detail, Record Keeping, Inventory Management, Problem Solving, Teamwork, Time Management, Discretion

Industry

Government Administration

Description

Job Details Job Location: Peekskill, NY 10566 Salary Range: $54,589.00 - $54,589.00 Salary/year POSTING DATE: DECEMBER 19, 2025 POSTING END DATE: DECEMBER 31, 2025 JOB SUMMARY Provide clerical and office support of a routine nature associated with the functions of the Section 8 Department or office. Incumbents are required to operate a variety of computer applications, as responsibilities involve maintenance of both automated and manual files and records, and producing various document formats for finished copy using automated systems. Other typical duties include providing information to the public or visitors regarding office procedures and services, either in person or over the phone; answering telephones and taking messages; processing forms and collecting fees related to office activities; and other related clerical tasks. Independent judgment is exercised when routine matters or clearly defined policies are involved. Supervision is not a responsibility of this position, unless assigned by authorized personnel. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. Use Microsoft Outlook calendar to manage and maintain the work calendar for the department head; Schedule all rental inspections for clients (e.g. annual, re-certification, initial, complaint, and emergency); Use Microsoft Outlook calendar to schedule all client briefing and annual re-certification appointments; Use pre-formatted templates and mail merge to generate and mail all correspondence related to re-certifications, inspections, landlord correspondence; Create re-certification packets, move from rental packets and briefing packets for clients; Answer all general mailbox phone calls and intercom calls; Update Waiting List Applicants information in the HAPPY Software and mail out updates or notifications to the waitlist applicants; Scan client and landlord files and paperwork into E-File Cabinet Software; File office paperwork in corresponding tenant and landlord files; Distribute any third-party verifications needed from the case workers; Maintain records of walk-in clients and answer general client inquires/concerns; Collect and distribute departmental incoming/outgoing mail using departmental vehicle; Maintain inventory of office supplies and notify Section 8 Director of need and use; Maintain inventory of Department of Housing and Urban Development resources, brochures and flyers, and ensure information is displayed on bulletin boards and waiting area for clients; Enter vouchers in KVS software for invoices to pay outside entities; Maintain spreadsheets for tenants who are paying recoupments; Send direct deposit statements to landlords to inform them of their rental payments; Collect client payments received at Section 8 Office and generate detailed spreadsheet to be reviewed by Finance Department; Be familiar with Section 8 policies and procedures to effectively communicate with participants and/or outside agencies; Use Microsoft Excel to maintain attendance records for Section 8 staff. Qualifications MINIMUM QUALIFICATIONS (As adopted by the Westchester County Human Resources Department) Possession of a high school or equivalency diploma. REQUIRED KNOWLEDGE, SKILLS, ABILITIES, ATTRIBUTES Good knowledge of office terminology, procedures, equipment and business English; knowledge of proper grammatical usage, punctuation and spelling; familiarity with the capabilities of computer software applications to produce various document formats such as correspondence, reports, tables. charts and file storage; ability to plan, organize and efficiently perform clerical functions; ability to manipulate a standard alphanumeric keyboard at rate of 35 words per minute; ability to effectively use computer applications such as spreadsheets, word processing, calendar, e-mail and database software to produce a variety of formats for correspondence, records, reports and maintenance of files; ability to read, write, understand and communicate in English sufficiently to perform the essential functions of the position; ability to operate a variety of office machines; ability to understand and carry out oral and written instructions; ability to deal effectively with the public; ability to get along well with others; discretion; tact; courtesy, accuracy; good judgment. PHYSICAL REQUIREMENTS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit, use hands to finger or grasp, reach with hands and arms. The employee is frequently required to talk and hear. The employee is occasionally required to stand and walk. The employee must participate in programs where physical exertion is needed through demonstration of skills involved in the program. The physical requirements of this position also require the ability to exert up to 10 pounds of force occasionally, and/or a negligible amount of force frequently or regularly to move objects. ENVIRONMENTAL CONDITIONS The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly exposed to inside and outside environmental conditions. EMPLOYER’S DISCLAIMER: All requirements are subject to possible modification to reasonably accommodate individuals with disabilities. This job description in no way states or implies that these are the only duties to be performed by the employee holding this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties as required by the applicable Department Head/supervisor and/or City Manager. This job description is intended for the internal use by the City of Peekskill and does not replace the job specification that has been adopted by the Westchester County Human Resources Department. This job description does not create a contract of employment, express or implied.

Responsibilities

The Office Assistant will provide clerical and office support for the Section 8 Department, including managing schedules, processing forms, and maintaining records. The role requires effective communication with the public and handling various office tasks.