Administrative Assistant

Administrative Assistant

The Administrative Assistant is a key member of the Community Housing Network's Operations team, providing administrative and front-office support to the entire company. This role requires strong organizational skills, attention to detail, and the ability to effectively manage multiple priorities in a fast-paced environment. The ideal candidate is proactive, adaptable, and committed to supporting efficient daily operations.

Essential Functions:

• Open and secure the visitor area, ensuring the space is clean, organized, and ready for daily operation.
• Greet and direct visitors in a professional, courteous, and welcoming manner.
• Respond to incoming telephone calls professionally and direct callers to the appropriate staff member.
• Oversee daily front office mail operations, including receiving, sorting, and distributing incoming and outgoing mail.
• Monitor and update the postage machine to ensure sufficient postage is available for daily use.
• Log all incoming checks on a daily basis, maintaining accuracy.
• Manage and process all incoming invoices for all departments on daily basis.
• Manage conference room calendars, ensuring schedules are accurate, conflict-free, and rooms are reserved as needed.
• Coordinate with vendor for service and or toner issues on all in-house printers and copiers.
• Assists with ordering, stocking and distribution of office supplies.
• Maintain common office areas to ensure they are clean, organized, and well-stocked throughout the day.
• Support all walk-in visitors by addressing needs promptly and directing requests appropriately.
• Prepare, print, and distribute monthly birthday and anniversary cards for staff, ensuring timely recognition of employees.
• Maintain and update the office seating chart to ensure accuracy and alignment with staffing changes.
• Manage the intake, tracking, and organization of office keys, ensuring proper documentation and security.
• Assemble and coordinate welcome kits for new hires.
• Create and update monthly internal TV slides, highlighting employee birthdays, anniversaries, and key organizational communications.
• Small projects as assigned.

Qualifications and Skills:

• High school diploma or equivalent preferred, or equivalent combination of education and experience.
• Maintain dependable attendance.
• Demonstrate strong independent judgment and the ability to effectively prioritize and manage multiple responsibilities.
• Daily work requires continual attention to detail in composing, typing and proofing materials.
• Must have high level of interpersonal skills to handle sensitive and confidential situations.
• Analytical ability is required in order to gather and summarize data for reports and find solutions to various administrative problems.
• Experience with daily use of various forms of technology, both with hardware such as computers, laptops, tablets, and smartphones; and with Microsoft applications to create documents, spreadsheets, and presentations.
• Foster a strong team environment by taking initiative and supporting additional tasks as needed across the organization.
• Reliable transportation, possession of a valid driver's license, and maintenance of automobile insurance coverage that meets organization coverage requirements (Bodily Injury $100,000 each person and $300,000 each occurrence and Property Damage of $100,000 each occurrence.)

Agency Expectations:

• Commitment to confidentiality, integrity, and adherence to organizational values.
• Adhere to agency policies and procedures.
• Demonstrate exceptional communication and organizational skills.
• Maintain a positive and respectful attitude.
• Demonstrate flexible and efficient time management and ability to prioritize workload.
• Consistently report to work on time and prepared to perform duties of position.
• Have a strong work ethic that equally prioritizes the needs of participants and the needs of the organization.
• Proactively and effectively communicate the knowledge gained from education/trainings/conferences to others in the organization through the use of presentations, emails, and conversations.
• Execute all duties within the framework of Housing First and trauma-informed care principles.
• Prioritize cultural understanding, respect, resilience, adaptability, conflict resolution, and resourcefulness.
• Upholds organizations core values of integrity, inclusion, innovation, passion and vision within our organization and the people we serve.

Travel:

Minimal travel required (less than 10%). This position is an on-site office position, working in the Troy office 5 days per week.

CHN reserves the right to require a motor vehicle record check with respect to any employee where driving is an essential function of the position.

Work Environment and Physical Demands:

While performing the functions of this job, the position is both sedentary and at times requires the ability to be active including standing, bending, lifting and/or arranging files and office products and supplies and may require employee to periodically stand on a short step stool to access files.

Disclaimer:

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice.