Administrative Assistant

About the role

Provides office services by implementing administrative systems, procedures, and policies, and monitoring administrative projects. Offers administrative, clerical, and project support in a professional and confidential manner.

Responsibilities

• Organizes, directs, and/or supervises departmental functions including reception, telephone communication system, and mail distribution.
• Attends and/or participates in meetings and/or events; may transcribe and prepare minutes or summaries.
• Accumulates, maintains, verifies, and reports data, statistics, and research.
• Assists with collection of rent and execution of the monthly certification process for residents.
• 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 systems.
• Responds to inquiries and provides information regarding the Village.
• Schedules and conducts Village tours.
• Establishes and maintains resident (and prospect) records, including filing, revising, updating, gathering required data, and data input.
• Assists with information gathering, including scheduling and conducting admission interviews 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 using 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 employment, departmental, safety, federal, state, and local regulations.
• Performs any and all other duties and/or tasks as assigned or requested.

Requirements

• High School Diploma or General Education Diploma (GED).
• Ability to follow oral and written instructions, generally commensurate with some college-level education or equivalent experience.
• Computer literacy (word processing, spreadsheets, and desktop publishing).
• Certified Occupancy Specialist training at HUD or MSHDA villages.
• Experience with 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 result in 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, including word processing, spreadsheets, database systems, and email.

Qualifications

• One to three years of 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.