Administrative Assistant

JOB SUMMARY:

The Administrative Assistant Duties include relaying incoming and interoffice calls, handling incoming and outgoing mail, and performing other duties as assigned including scheduling, list management, and overall office administrative support while projecting a positive and professional image as a liaison to employees, tenants and vendors.

ESSENTIAL FUNCTIONS:

General Administrative Assistant responsibilities

1. Responsible for all office clerical duties including filing, answering phone calls and administration of affordable housing paperwork. 
2. Responsible for accurate filing of Section 8 and LIHTC 

Assumes responsibility for coordinating programs and activities for residents on a group basis.

1. Serves as a liaison to community agencies, network with community service providers, and seek out new services available to residents. Identify low-cost service providers and/or negotiate discounts. 
2. Monitors the ongoing provision of services from community agencies and keeps documentation with the progress of the individual. Manages the provision of supportive services where appropriate.
3. Engage all residents in the building(s) to identify areas of need and make referrals to community agencies when necessary.
4. Develops a Resource Directory that includes a listing of state and/or local service providers. Examples include services to families, children, elderly residents, persons with disabilities and emergency assistance. 
5. Sponsors educational events that include subjects relating to health care, agency support, life skills and referral sources. 
6. Implements on-site or mobile health services and screenings. 
7. Organizes and promotes resident involvement in on and off-site programs. 
8. Assists the residents in building informal support networks with other residents, family, and friends. 
9. Engage volunteers within the community and/or property when appropriate based on Policies and Procedures.

Assumes responsibility coordinating services for residents on an individual basis.

1. Provides quality customer service to all residents including, but not limited to, answering questions, addressing concerns and assisting with basic needs. 
2. Assists residents in acquiring and utilizing desired community services such as housekeeping, meals, transportation, personal services, financial assistance, day care counseling and other services requested while in compliance under the policies and restrictions outlined by HUD.
3. Ensures all residents are treated with respect and dignity, reports all complaints made by residents and/or families to the appropriate supervisors, reports all allegations of abuse to the appropriate authority, and any other corporate compliance items immediately.

Assumes responsibility for related duties as required or assigned.

1. Performs miscellaneous and specially requested tasks. 
2. Adheres to all policies, procedures, terms and conditions 
3. Builds rapport with residents, while maintaining appropriate professional boundaries in order to assist residents to age in place successfully. 
4. Manages time independently, completing required tasks and documentation within identified timeframes.
5. Works autonomously and as part of a team to ensure that residents are provided the best opportunity to successfully age in place. 
6. Responds to all communications (phone, email, fax, etc.) in a timely and professional manner.
7. All other duties as assigned.

REQUIREMENTS

1. Knowledge of Section 8 affordable housing process / procedures. 
2. Familiar with One-Site rental program
3. Must be able to work assigned hours as scheduled.
4. Must be able to work in a fast paced environment.
5. Must be able to maintain confidentiality.
6. Must be able to complete tasks in a timely manner.
7. Must be able to meet assigned deadlines.
8. Familiarity with clerical practices, office procedures, and automated equipment.
9. Ability to satisfactorily complete tasks with minimal supervision.
10. Must be a self starter and self motivated.
11. Ability to perform assigned tasks with reasonable speed and accuracy.
12. Excellent verbal and written communication skills.

EDUCATION and EXPERIENCE REQUIRED:

1. High School diploma

PHYSICAL DEMANDS

1. Employee must be able to move/drag/lift at least 15 lbs and up to 40 lbs
2. Employee will frequently utilize their hands and fingers
3. Employee will be frequently required to sit, stand or walk
4. Employee will be required to bend, twist, stoop and or kneel

WORK ENVIRONMENT

1. The employee will be exposed to an indoor and outdoor office environment. The noise level changes on a consistent basis.

DISCLAIMER

This position description is not intended, and should not be construed to be, an exhaustive list of all responsibilities, skills, efforts or working conditions associated with the job. It is intended, however, to be an accurate reflection of those principal job elements essential for making decisions related to job performance, employee development and compensation. As such, the incumbent may perform other duties and responsibilities as required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.