Administrative Assistant - Housing Program

Job Description

Job Description

 

 

Lutheran Social Services of Wisconsin and Upper Michigan is currently seeking an Administrative Assistant to join our growing Housing team. This position provides clerical and administrative support to the agency in a variety of areas which could include clerical, receptionist, project based, and other support tasks.

Essential Duties and responsibilities:

This list of duties and responsibilities is not all-inclusive and may be expanded to include other duties and responsibilities, as management may deem necessary from time to time.

• Deliver excellent customer service while maintaining an understanding and supportive demeanor.
• Maintain an accurate information stream that meets the needs of clients and programs.
• Continue to expand and improve technical knowledge and be an administrative resource for others in the agency.
• Provide guidance, work direction, and support to other administrative employees and volunteers as necessary.
• Create and edit documents (Word, Excel, PowerPoint, etc.).
• Proofread all documents for correct grammar, spelling, punctuation, and content.
• Communicate effectively with program partners regarding tasks, responsibilities, and deadlines.
• Problem-solve and provide suggestions for efficiency and improvement as warranted.
• Make recommendations regarding system changes that foster efficiency and quality.
• General office duties as assigned (e.g. mail, copying, preparation of documents, etc.).
• Troubleshoot and ensure office and facility needs are met and work with vendors as needed (office equipment, safety checks, fire extinguisher inspections, etc.).
• Provide receptionist duties as needed. This will include answering telephones, taking messages, scheduling appointments, and greeting visitors.
• Billing support functions including coding invoices and forwarding for processing, making check requests, maintaining accurate invoice tracking. 
• Review rent received batches for accuracy and post rent payments in Yardi
• Reconcile tenant ledgers and lease charges
• Review and post subsidy payments received in Yardi
• Collaborate with onsite housing staff and Housing Authorities to gather data as needed
• Prepare and if applicable, develop/create department forms and maintain supply of paper forms.
• Prepare and mail letters and packages.
• Create, organize, and maintain files. This may be hard copy files, electronic files, and databases.
• Assist in planning, scheduling, and preparing for meeting and trainings. 
• Collaborate with other team members and assist with projects. Collaboration may include entities that are working at various locations.
• May have position specific administrative duties that are particular to a certain area(s) or program(s).
• Participate in other projects and other duties, as assigned and needed.

PERKS:

• Public Service Loan Forgiveness (PSLF)
  • By being employed with LSS, which is a non-profit agency, you can be eligible for loan forgiveness under the Public Service Loan Forgiveness program.
  • Loans are eligible to be forgiven after 10 years of on-time and consistent payments through the income-based re-payment plan.
  • LSS Clinical Managers (View email address on us.fitly.work) and Human Capital employees can assist you in applying for this benefit.
• Medical/Dental/Vision Insurance
• Flex Spending for Dependent & Health Care
• Mileage reimbursement
• Paid Time Off
• 10 Paid Holidays
• Ability to Contribute to 403B
• LSS makes annual raises a priority for employees
• Employee Assistance Program
• Service Awards and Recognition

 

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Upon offer, candidates must successfully complete the necessary background, caregiver, medical and any other checks required, according to program requirements . Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

EDUCATION AND/OR EXPERIENCE: 

• High School Diploma or equivalent.
• Associates Degree in administrative support area is preferred.
• Minimum 1 year prior administrative experience or bookkeeping preferred. Associates Degree may be substituted in lieu of prior experience.
• Proficiency in a variety of software programs (Microsoft Word, Excel, PowerPoint, Outlook, or equivalent) is required.
• Previous experience with SMARTSheet preferred
• Previous experience with Housing Software ie: Yardi Voyager, preferred.

 

TRAVEL: Ability to travel to properties as need to provide support up to 2 days per week. Travel could be statewide. 

LSS is an Equal Opportunity/Affirmative Action employer (EOE).