Administrative Assistant

Presbyterian Villages of Michigan; Holly (MI); On-site; USD 32,000 - 48,000; Full time

Job summary

Presbyterian Villages of Michigan is seeking an organized administrative professional to provide office services, records management, and resident support in a multifaceted housing environment.

Responsibilities include coordinating reception, meetings, data reporting, rent collection support, and scheduling. The role requires a Certified Occupancy Specialist certification within 6 months and proficiency with Microsoft Office and housing management software.

Qualifications

• High School Diploma or GED required with ability to follow written and oral instructions.
• Computer literate with word processing, spreadsheets and desktop publishing.
• Certified Occupancy Specialist under HUD or MSHDA required within 6 months of hire.
• Experience with affordable housing property management software if HUD/MSHDA governed.

Responsibilities

• Organizes and supervises departmental functions including reception and mail.
• Attends meetings, prepares minutes or summaries, and reports data as needed.
• Reports data, statistics and research accurately.
• Assists with rent collection and resident certification processes.
• Composes correspondence and maintains filing systems.
• Guides residents, families, visitors and staff; schedules appointments.
• Maintains resident records and conducts admissions interviews when needed.
• Coordinates special events and prepares newsletters and flyers.
• Ensures customer service and professionalism to promote the Village.
• Participates in meetings, trainings and upholds Village mission and policies.
• Performs other duties as assigned.

Skills

Organizational skills

Attention to detail

Data entry

Customer service

Education

High School Diploma or GED

Some college coursework or equivalent experience

HUD/MSHDA Certified Occupancy Specialist

Math aptitude

Tools

Microsoft Word

Microsoft Excel

Desktop publishing

Affordable housing 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