Work Order Clerk

POSITION SUMMARY: The Work Order Clerk shall receive maintenance requests from Public Housing and Multifamily residents and assign each work order to the appropriate party. The Work Order Clerk shall also close completed work orders in GHA’s housing software and charge all materials used to the materials inventory.The statements contained herein describe the principal functions of this position, the knowledge and skills typically required, and the scope of responsibility. They are not intended to provide an all-inclusive list of work requirements. Employees may perform other assigned duties, including work in other functional areas, to cover absences, provide relief, equalize peak workloads, or otherwise balance the workload. 1. Answers all incoming calls to GHA in a pleasant, courteous, and professional manner. 2. Gathers information from residents to determine the exact nature of each request. Asks clarifying questions to ensure the appropriate priority is assigned to each work order. 3. Issues the work order to the appropriate Maintenance Mechanic with details from the resident’s call and forwards the work order to the Maintenance Supervisor and/or Maintenance Team Leader, if required. 4. When a completed work order is received from the Maintenance Department, close the order, deduct the materials used from warehouse inventory, and apply any resident charges identified by Property Management. 5. Enter a work order or comment in the activity tab of each resident’s MRI/Lindsey file to document completed work orders and unit inspections. 6. Maintains logs for the following: a. Gas emergencies b. On-Call service reports c. Incoming and outgoing phone calls d. Other logs as required 7. Prepares a weekly report of all outstanding work orders for the Chief Operations Officer of Development & Facilities, Maintenance Supervisor, and Maintenance Team Leader. 8. Maintains personal work area and common areas of the office facility in an orderly and clean manner. 9. Bills the appropriate parties, including residents, for services or materials resulting from damage beyond normal wear and tear, as identified by Maintenance staff. 10. Closes completed work orders within 15 days of receipt. 11. Performs other related duties as assigned by the Chief Operations Officer of Development & Facilities or the Chief Executive Officer. 12. Assists the Chief Operations Officer of Development & Facilities with work-order reports and dashboard tracking and management. 13. Updates the preventive maintenance schedule and records and closes work orders as required. Ø Knowledge of operating office equipment, including a typewriter, copier, and postage meter. Ø Ability to operate a personal computer and perform data entry. Ø Ability to type 55 WPM. Ø Ability to understand, apply, and operate in accordance with GHA maintenance policies and procedures. Ø Ability to develop and maintain harmonious and effective relationships with residents, coworkers, and the general public. Ø Proficiency in operating a personal computer, including word-processing, spreadsheet, database, and presentation applications, as well as the ability to search the Internet. Ø Strong organizational skills and attention to detail. Ø One (1) year of experience handling a high volume of telephone calls. Ø An associate or bachelor’s degree in Business or Public Administration is preferred. This requirement may be waived if the candidate’s experience and other qualifications are deemed satisfactory. Ø One (1) year of clerical training or experience in basic office procedures and business filing. Ø Bilingual skills preferred. Ø This is a safety-sensitive position and therefore requires pre-employment drug screening and a police background check. Ø A valid Florida driver’s license is required and must be maintained throughout the period of employment. To perform the job …

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