Lead Dispatcher

Lead/Dispatcher Department: Facilities Management

Date: July 2012 Supervises: No Staff

Supervisor: Chief of Administration

Job Description

Purpose:

To perform dispatch and telephone answering tasks in conjunction with 24-hour service.

Coordinates all requests for maintenance service, emergency action or general inquiries from

staff, residents and the public. Monitors dispatch activities, performs quality control checks, and

reports on accuracy. Assists in the coordination and scheduling of the multi-shift dispatch

operation.

Essential Tasks of the Position:

Performs dispatch services and coordinates all action required to bring satisfactory services

and information to residents, staff, police/fire departments and general public.

Receives and accurately records all incoming calls

Responds through prompt and accurate action in order to bring effective coordination

of appropriate personnel, i.e., PHA personnel, police, fire or other outside agencies in

accordance with agency policies, practices and procedures

Records all calls, work orders, inquiries and information received and files accordingly

Maintains current and accurate list of all emergency personnel and contact telephone

numbers

Keeps track of the location of maintenance personnel who are on duty

Coordinates activities of maintenance and/or administrative personnel throughout the

day

Monitors energy management computer

Performs responsible tasks associated with the work order system

Accepts telephone requests for maintenance services, operates automated work order

system and records work orders into system

Generates work order data suitable for inclusion into PHMAP reporting system

Adds, changes, closes, and voids work order records consistent with departmental

policies

Performs quality control reviews and generates appropriate reports

Examines the activities of the multi-shift dispatch operation, reviews data input records

for accuracy and completeness

Assists with the training of dispatchers and fill-in dispatchers on the automated work

order system

Responsible for maintaining the DPS work order system data files, including adding,

changing and deleting appropriate scheduled maintenance, employee, and service

code records

Designs report queries as directed by supervisor, generates daily, weekly, and monthly

reports

Performs duties as required or assigned

Covers for other support personnel on leave, vacations, unfilled vacancies including

shift changes, as assigned

Assists in the scheduling of personnel assigned to the dispatch operation, as required

Troubleshoots system problems and recommends solutions to immediate supervisor

Maintains a high degree of confidentiality, as mandated

PROVIDENCE HOUSING AUTHORITY

Position Description

Secondary Tasks of the Position:

Works on special projects, as assigned

Performs other duties as assigned within the job classification

Position Requirements and Qualifications:

Education Level

High school diploma, required

Ability to understand English language to an acceptable level, required

Ability to speak Spanish, preferred

Experience in Related Field

Previous clerical experience required

Minimum of 3 years' experience as a dispatcher for a public housing agency or related

organization

Knowledge, skills, abilities, licenses and certifications

40 WPM typing from rough draft/telephone messages

Working knowledge of word processing

Ability to work harmoniously with other agency personnel

Ability to relate to and interact with elderly/disabled and family residents in low and

moderate income housing settings

Ability to be flexible and perform work under time pressure

Ability to give directions to others

Ability and willingness to learn appropriate skills, accept responsibility and to complete

assignments, as directed

Environmental Parameters

Ability to work in office environments throughout the agency

Physical Demands

Strength: Not applicable

Type: Ability to perform clerical duties, typing, filing, bending over to low files, reaching

high files

Ability to exert up to 50 pounds of force occasionally and/or a negligible amount of

force frequently or constantly to lift, carry, push, pull or otherwise move an object

Work involves sitting most of the time but may involve walking or standing for brief

periods of time

Work Schedule:

Ability to work a 40 hour week including Saturdays, Sundays and holidays. The normal eighthour

shifts are:

8:00 a.m. to 4:30 p.m.

4:00 p.m. to 12 Midnight

12 Midnight to 8:00 a.m.

Must have the ability to work flexible hours including ability to be on-call 24 hours a

including nights, weekend days and holidays and overtime, as assigned

Must have the ability work other than their assigned shift in order to coordinate and assist

with the multi-shift dispatch operation

Equipment Used:

Competency in operating word processor, computer, printers and general office

equipment, 2-way radio, beeper system, intercom and other equipment including

multi-line telephone and fax

PROVIDENCE HOUSING AUTHORITY

Position Description

Aptitude Requirements:

Cognitive

Analytical:

Ability to collect data, establish facts and draw conclusions

Ability to solve practical problems and deal with a variety of concrete variable

Ability to interpret a variety of instructions furnished in written, oral, or schedule form

Communication:

Ability to log in data and draft data summaries

Ability to record and deliver information

Ability to answer inquiries from others including residents/public

Ability to converse with disgruntled residents and the general public

Mathematical:

Ability to deal with system of real numbers

Ability to compile, compute and present mathematical information

Ability to use practical application of fractions

Administrative Detail:

Ability to complete forms, record and locate data accurately

Ability to pay close attention to detail and accurately distinguish data

Manual

Motor Coordination:

Ability to accurately reach, feel or handle equipment used in daily routine

Finger Dexterity

Ability to pick, pinch or otherwise work with fingers to operate above equipment

Manual Dexterity:

Ability to seize, hold, grasp, turn or otherwise work with hands to operate above

Visual

Near Vision:

Clarity of vision at 20 inches or less

Mid-range Vision:

Clarity of vision at distance of more than 20 inches and less than 20 feet

Far-range Vision:

Clarity of vision at a distance of more than 20 feet

Disclaimer

The above statements are intended to describe the general nature and level of work being

performed by people assigned to this classification. They are not to be construed as an

exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All

personnel may be required to perform duties outside of their normal responsibilities from time to

time, as needed.

The requirements for this position are indicative of the physical and mental capacities needed

to satisfactorily perform the duties for the position. Reasonable accommodations, as required

by the Americans With Disabilities Act will be granted wherever possible