Administrative Assistant

Presbyterian Villages of Michigan; Westbank First Nation #9; On-site; CAD 40,000 - 60,000; Full time

Job summary

An established industry player is seeking a dedicated Administrative Assistant to provide essential office services and support. In this role, you will implement administrative systems, oversee departmental functions, and maintain a positive customer service atmosphere. Your responsibilities will include organizing meetings, managing records, and assisting with resident interactions. The ideal candidate will possess strong organizational skills, effective communication abilities, and a commitment to upholding the organization's values. Join a team that values professionalism and teamwork while making a meaningful impact in the community.

Qualifications

• High School Diploma or GED required; some college education preferred.
• 1-3 years of related professional business office experience.

Responsibilities

• Organizes and supervises departmental functions including reception and communication.
• Maintains records and assists with rent collection and certification processes.

Skills

Communication Skills

Organizational Skills

Data Management

Customer Service

Education

High School Diploma or GED

Some college level education

Tools

Microsoft Office Suite

Affordable housing property management software

Job description

Overview

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.

Responsibilities

1. Organizes, directs and/or supervises departmental functions including reception, telephone communication system and mail distribution.
2. Attends and/or participates in meetings and/or events and may transcribe and prepare minutes or summaries.
3. Accumulates, maintains, verifies and reports data, statistics and research.
4. Assists with collection of rent and execution of monthly certification process of resident.
5. Composes, prepares, monitors and responds to correspondence.
6. Directs and assists residents, families, business invitees and staff.
7. Schedules and maintains appointments and calendars.
8. Creates and maintains filing system.
9. Responds to inquiries and provides information regarding the Village.
10. Scheduled and conducts Village tours.
11. 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.

Qualifications

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