Administrative Assistant

Presbyterian Villages of Michigan; Fort Gratiot Charter Township (MI); On-site; USD 35,000 - 50,000; Full time

Job summary

Presbyterian Villages of Michigan is looking for an Administrative Support professional in Fort Gratiot Charter Township, Michigan. This role involves implementing administrative systems, supervising departmental functions, and providing clerical support in a confidential manner.

The ideal candidate must have a High School Diploma or GED, be computer literate, and possess a Certified Occupancy Specialist certification. This position requires strong communication and organizational skills along with 1-3 years of relevant office experience.

Qualifications

• High School Diploma or equivalent; ability to follow instructions generally commensurate with some college education.
• Certified Occupancy Specialist certification required at hire or within 6 months.
• 1-3 years of related professional business office experience or equivalent.

Responsibilities

• Organizes and supervises departmental functions.
• Assists with collection of rent and documentation.
• Creates and maintains filing systems and records.

Skills

Communication skills

Computer literacy

Math aptitude

Organizational skills

Education

High School Diploma or GED

Some college level education or equivalent experience

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

12. Assists with information gathering, including scheduling and conducting admission interview with potential residents and families.

13. Evaluates need for and/or requisitions adequate supplies, equipment and follow-up regarding assurance issues.

14. Evaluates need for and/or requests maintenance work orders.

15. Coordinates special events.

16. Creates newsletters, flyers and other documents utilizing various software programs and desktop publishing.

17. Creates and maintains a positive customer service atmosphere, including continuous quality improvement, teamwork, mutual respect, professionalism and accountability.

18. Attends and participates in all appropriate departmental/Village meetings, training and development opportunities.

19. Embrace, uphold and promote Presbyterian Villages of Michigan's mission, vision, beliefs, values, strategic goals, objectives and Servant Leadership.

20. 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

21. 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