Administrative Support Technician: Work Order Processor

Description:

Open Internally until April 10, 2026\.

Open Externally until April 17, 2026\.

Class Title: Administrative Support Technician

Position Title: Work Order Processor

Accountable To: Maintenance Manager

Department: Maintenance

Band: A

Grade: 1

Subgrade: 3

Come join one of the nation’s highest ranked housing agencies. Be a part of an innovative and creative team of individuals committed to serving the community by providing affordable, quality housing.

The St. Paul Public Housing Agency (PHA) has been serving the community for over 45 years. St. Paul PHA is an independent agency that owns and operates affordable rental housing for low\-income families and individuals throughout the City, with subsidies from the U.S. Department of Housing and Urban Development (HUD). The PHA provides approximately 4,273 affordable rental units in hi\-rise buildings, townhomes, and scattered site single family and duplex homes. The PHA administers 5,242 Housing Choice Vouchers, paying over 45 million annually in federal rent subsidies to private owners who rent units to eligible families and individuals with very low incomes.

Mission Statement:

The PHA helps families and individuals with low incomes achieve greater stability and self\-reliance by providing safe, affordable, quality housing and links to community services.

Employment Benefits:

The PHA offers a generous employee benefits package. The standard package includes paid vacation and sick leave; eleven paid designated holidays and two paid floating holidays; health and dental insurance coverage; and an employer pension contribution equal to 7% of employee's salary (employee contributes 5%). Additional benefits vary by contract or Supervisory and Confidential (S\&C) policies.

Class Summary: Incumbents perform a wide variety of office support activities which require routine decision making and office experience.

Distinguishing Characteristics: The Administrative Support Technician is the second level of a four level administrative support series and is distinguished from the Administrative Support Assistant by its responsibility for performing a variety of office support activities requiring routine decision making and office experience. The Administrative Support Technician is distinguished from the Administrative Support Specialist who is responsible for performing specialized activities related to the assigned area.

Position Summary: Incumbents are responsible for answering and directing calls; answering basic questions regarding procedures or services provided; updating and maintaining daily log files; receiving and processing work orders; maintaining filing systems; maintaining inventory lists; and, inventorying and ordering office supplies.

Duty:

• Receive and initiate work order service requests accurately by answering telephone lines, responding to walk\-in residents, and staff. Transmit to appropriate Maintenance personnel by paging, radio communications or fax. Accurately input work order data from daily and emergency work order logs into the Maintenance Work Order system to maintain an accurate data base of information.
• Respond in a timely and courteous manner to incoming telephone and radio calls.
• Operate word processing equipment (typewriter used only when appropriate for certain documents, i.e., forms) to prepare letters, memos and reports according to established formats in an accurate and timely manner. A. Attend meetings to take minutes and generate typed meeting minutes.
• File and retrieve field maintenance documentation. Maintain field maintenance site file index.
• Handle internal and external mail for the Maintenance sites by picking up the mail, sorting, copying, filing and/or routing as needed.
• Complete all required statistics and reports accurately and on schedule, to maintain an accurate data base reflecting program operations. A. Maintain and submit a monthly summary of vacant unit prep for one of three maintenance areas.
• Must abide by all Board approved policies, policies prohibiting discrimination and harassment, executive communications, administrative procedures, and safety procedures established by the PHA.
• Must travel to various PHA sites and other locations that are required by the nature of the work.
• Performs other duties of a similar nature or level.

Requirements:

Knowledge (position requirements at entry):

Knowledge of:

• Customer service techniques and telephone etiquette;
• Basic record keeping practices;
• English grammar and punctuation;
• Building maintenance terminology.

Skills (position requirements at entry):

Skill in:

• Using a computer and related software applications;
• Preparing clear and concise memos;
• Tracking and monitoring expenditures;
• Operating multiple phone lines and switchboards;
• Filing;
• Using office equipment such as fax machines, telephones, printers, and copiers;
• Maintaining files and records;
• Writing work orders;
• Performing basic mathematical calculations;
• Communication, interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction.

Required Qualifications

Education: Graduation from high school or GED

Experience: 6 months work experience in customer service, general office or data entry.

Preferred Qualifications

Experience: 1 year or more of relevant experience. Demonstrated experience working with ethnically, culturally and economically diverse populations.

Licensing Requirements (position requirements at entry):

Must have a valid Driver’s License and vehicle

Physical Requirements

Light Work (Exerting up to 20 pounds of force occasionally, or up to 10 pounds of force frequently, or a negligible amount of force constantly to move objects. Even though the weight lifted may be only a negligible amount, a job should be rated light work: \[1] when it requires walking or standing to a significant degree; or \[2] when it requires sitting most of the time but entails pushing or pulling of arm or leg controls; or \[3] when the job requires working at a production rate pace entailing the constant pushing or pulling of materials even though the weight of those materials is negligible.)