Manzanita Place - Administrative Assistant

VOA Northern California & Northern Nevada Administrative Assistant

We are more than a nonprofit organization. We are a ministry of service that includes nearly 600 paid professional employees dedicated to helping those we serve. We provide compassionate care today for flourishing communities tomorrow. Founded locally in 1911, VOA Northern California & Northern Nevada is one of the largest providers of social services in the region, delivering a broad range of community-based services that transform lives while meeting immediate needs of families, individuals, veterans, seniors, and youth. In fact, VOA-NCNN provides shelter or housing to over 3,500 men, women, and children every night.

VOA puts faith into action by providing compassionate human services to empower individuals and strengthen communities. VOA aspires to create a world in which every person lives a life of emotional, physical, and spiritual well-being, filled with hope across Northern California & Northern Nevada.

VOA, a Certified Great Place to Work, is recruiting for a full-time Administrative Assistant position for Manzanita Place. Manzanita Place is an affordable housing community designed for older adults 62 and older or a person with mobility impairments. Full-time employees (working 30 or more hours a week) are eligible for a benefits package that includes paid holidays, vacation, sick pay, health, dental, vision, life, and short-term disability insurance coverage.

Responsibilities

The Administrative Assistant is responsible for assuring quality service in a safe, non-judgmental manner to all clients, visitors, and employees compassionately and professionally as it relates to the specific administrative job duties. Objectives include clerical support to the Community Administrator and providing professional direction and guidance to residents, visitors, and staff as required. Work is performed in a cost-effective and service-oriented manner related to established organizational standards.

A. Responsible for performing daily work requirements to achieve established objectives of the property site office.

• Greet the public and provide assistance to all walk-in visitors to the property.
• Receive all incoming calls, answer client, visitor, and staff questions, and direct calls as needed.
• Order, distribute and maintain an office supply inventory.
• Open and distribute mail.
• Maintain maintenance contracts and schedule repair of office machines, i.e., copier, printer, fax, and postage machine.

B. Perform daily responsibilities for the needs of the property and residents.

• Process applications, certifications, and recertification, complete lease packet, calculate rent, and prepare all documents in accordance with the regulatory agency's specifications and Fair Housing laws.
• Responsible for collection of rents from property residents.
• Maintain resident and property files and waiting lists.
• Assist with other projects as assigned by Community Administrator.

C. Provide clerical assistance to the Community Administrator.

• Prepare and maintain resident files.
• Enter and record accounts payable invoices.
• Make flight and hotel reservations.
• Create spreadsheets and reports as requested.
• Copy, fax, and distribute documents for Community Administrator as requested.
• Perform other duties as assigned.

D. Responsible for self-development.

• Continually learn and enhance technical and interpersonal skills.
• Attend staff meetings/assigned training and complete required certifications as needed to perform duties.

Qualifications

This position requires demonstrated ability to communicate and comprehend oral and written instructions and to provide services to clients without ethnic or social prejudices. It requires general knowledge of issues and challenges unique to seniors and persons with disabilities. A minimum of a high school degree is required. One year of apartment management experience, knowledge of Fair Housing Laws, and state landlord/tenant rights and obligations is preferred. Necessary office skills include proficiency with computers, especially data entry using Excel and Word Processing. The position requires demonstrated ability in record keeping, mathematical comprehension, good written and verbal communication skills, ability to provide a kind and welcoming environment to all visitors, and a polite telephone demeanor.

Specific skills required include teamwork skills, oral and written communication skills, computer skills, ability to type a minimum of 40 wpm, organizational skills, analytical and decision-making ability.

Physical requirements include lifting and moving up to 25 pounds, physically able to safely maneuver weight distribution of office supplies, stand, walk, bend, stoop, and sit frequently, climb stairs as needed, kneel occasionally.

Pay Range

USD $19.31 - USD $19.31 /Hr.