Administrative Assistant

About the role

Provides office services by implementing administrative systems, procedures, and policies, and monitoring administrative projects. Provides administrative, clerical and project support in a professional and confidential manner. Organizes, directs and/or supervises departmental functions including reception, telephone communication system and mail distribution.

Responsibilities

• Attends and/or participates in meetings and/or events and may transcribe and prepare minutes or summaries
• Accumulates, maintains, verifies and reports data, statistics and research
• Assists with collection of rent and execution of monthly certification process of resident
• Composes, prepares, monitors and responds to correspondence
• Directs and assists residents, families, business invitees and staff
• Schedules and maintains appointments and calendars
• Creates and maintains filing system
• Responds to inquiries and provides information regarding the Village
• Schedules and conducts Village tours
• Establishes and maintains resident (and prospect) records including but not limited to: filing, revising and updating records, charts, etc.; gathering required data and documentation; data input
• Assists with information gathering, including scheduling and conducting admission interview with potential residents and families
• Evaluates need for and/or requisitions adequate supplies, equipment and follow-up regarding assurance issues
• Evaluates need for and/or requests maintenance work orders
• Coordinates special events
• Creates newsletters, flyers and other documents utilizing various software programs and desktop publishing
• Creates and maintains a positive customer service atmosphere, including continuous quality improvement, teamwork, mutual respect, professionalism and accountability
• Attends and participates in all appropriate departmental/Village meetings, training and development opportunities
• Embraces, upholds and promotes Presbyterian Villages of Michigan's mission, vision, beliefs, values, strategic goals, objectives and Servant Leadership
• Follows established policies and procedures including but not limited to: employment policies and procedures, departmental policies and procedures, safety policies and procedures, and federal, state and local regulations
• Performs any and all other duties and/or tasks as assigned or requested

Qualifications

• High School Diploma or General Education Diploma (GED)
• Must be able to follow oral and written instructions, generally commensurate with some college level education or equivalent experience
• Computer literate (word processing, spreadsheets and desktop publishing)
• Trained as Certified Occupancy Specialist at HUD or MSHDA villages
• Affordable housing property management software if working at a HUD or MSHDA governed village
• Math aptitude generally commensurate with some college level education or equivalent experience
• HUD or MSHDA Villages: Certified Occupancy Specialist certificate required at hire, or within 6 months of position. Inability to obtain and sustain required certification will cause ineligibility for the position

Skills

• Ability to communicate professionally and effectively with all levels of staff and visitors
• Efficient computer knowledge and use of Microsoft products, word processing, spreadsheets, database systems and email
• Affordable housing property management software (for HUD or MSHDA governed villages)

Experience

• One to three years' related professional business office experience or equivalent combination of educational experience
• Experience working with one of the following subsidized programs: tax credit/MSHDA, low income, or HUD