Administrative Assistant

Job Description

Job Description

POSITION SUMMARY:

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

Essential Job Duties and Responsibilities may include but not limited to:

• Organizes, directs and/or supervises departmental functions including reception, telephone communication system and mail distribution.
• Attends and/or participates in meetings and/or events and may transcribe and prepare minutes or summaries.
• Accumulates, maintains, verifies and reports data, statistics and research.
• Assists with collection of rent and execution of monthly certification process of resident.
• 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 system.
• Responds to inquiries and provides information regarding the Village.
• Scheduled and conducts Village tours.

• Establishes and maintains resident (and prospect) records including but not limited to:

  • Filing.
  • Revising and updating records, charts, etc.
  • Gathering required data and documentation.
  • Data input.
• Assists with information gathering, including scheduling and conducting admission interview 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 utilizing 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.
• Embrace, uphold and promote Presbyterian Villages of Michigan's mission, vision, beliefs, values, strategic goals, objectives and Servant Leadership.

• Follows established policies and procedures including but not limited to:

  • Presbyterian Village employment policies and procedures.
  • Departmental policies and procedures.
  • Safety policies and procedures.
  • Federal, state and local regulations.
• Performs any and all other duties and/or tasks as assigned or requested.

Education/Formal Training:

• High School Diploma or General Education Diploma (GED).
• Must be able to follow oral and written instructions, generally commensurate with some college-level education or equivalent experience.
• Computer literate (word processing, spreadsheets and desktop publishing).
• Trained as Certified Occupancy Specialist at HUD or MSHDA villages.
• 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.

Certificates & Licenses:

• 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 cause ineligibility for the position.
• Communication/Interpersonal Skills: Ability to communicate professionally and effectively with all level of staff and visitors.

Previous Experience:

• One to three years’ 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, & HUD.

Computer Skills:

• Efficient Computer knowledge and use of Microsoft products, word processing, spreadsheets database systems and email.
• HUD or MSHDA governed village: Affordable housing property management software.