Administrative Assistant

Talentify; Newark (NJ); On-site; USD 35,000 - 48,000; Full time

Job summary

Talentify Miami Office is seeking an Administrative Assistant to provide high-level administrative support to the Program Director and managers. The role includes calendar management, meeting prep, and handling inquiries from participants, landlords, clients and vendors.

The position is in-person, Monday–Friday, 8:00 AM–5:00 PM, non-exempt, with data entry duties in SharePoint and Yardi Voyager, and training on Housing Choice Voucher basics within 120 days.

Qualifications

• General office practices and professional English skills required.
• Spanish knowledge preferred but not required.
• Certification in Housing Choice Voucher Basics within 120 days of employment.
• Excellent communication and interpersonal skills to relate to diverse participants and vendors.
• Ability to plan and prioritize duties to support managers and teams.

Responsibilities

• Provide high-level administrative support to Managers/Program Director.
• Provide excellent customer service to participants, landlords, coworkers, clients and vendors.
• Manage calendars, appointment requests and meetings.
• Prepare meeting agendas, minutes, memorandums and other communications.
• Review and prepare reports.
• Answer calls, mail and other communications for the Program Director.
• Provide back-up support for Receptionist.
• Assist operational teams with administrative needs.
• Enter data into SharePoint, Yardi Voyager and other systems.
• Obtain Housing Choice Voucher Basics certification within 120 days.
• Ensure regular attendance and punctuality.
• Perform other duties as assigned.

Skills

Customer service

Calendar management

Communication

Education

Housing Choice Voucher Basics certification

Tools

SharePoint

Yardi Voyager

Job description

POSITION: Administrative Assistant, Miami Office

SUPERVISOR: Team Supervisor or Manager

STATUS: Non-Exempt

SUMMARY: The position duties include a wide range of activities related to providing support to operational and administrative areas.

SUPERVISION RECEIVED AND EXERCISED: Operates under the direct general supervision of the Program Director ; the Administrative Assistant exercises no supervision over other employees.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The below statements are intended to describe the general nature and scope of work being performed by this position. This is not a complete listing of all responsibilities, duties and/or skills required. Other duties may be assigned.

• Provide high-level administrative support to Managers/Program Director
• Provide excellent Customer Service to participants, landlords, co-workers, clients and vendors
• Manage calendars, appointment requests and meetings
• Prepare meeting agendas, meeting minutes, memorandums and other critical communications
• Review and prepare reports
• Answer phone calls, mail and other communications on behalf of Manager/Program Director
• Provide back-up support for Receptionist
• Assist operational teams with administrative needs
• Perform data entry into SharePoint, Yardi Voyager and other software systems
• Obtain certification in Housing Choice Voucher Basics within 120 days of employment
• Ensure regular attendance and punctuality
• Perform other duties as assigned

DESIRED QUALIFICATIONS

• Knowledge of general office practices and procedures, business English and basic mathematics. Knowledge of spoken and written Spanish preferred but not required;
• Knowledge of PHCD and HUD policies, regulations and other Federal, state and local laws, rules and regulations related to the HCV program;
• Certification in Housing Choice Voucher Basics within 120 days of employment;
• Excellent communication and interpersonal skills. Ability to communicate with and relate to persons of diverse backgrounds and abilities and to establish and maintain effective working relationships with participants, landlords, clients, other vendors and other employees;
• Ability to complete complex and detailed tasks in a timely manner;
• Ability to plan and prioritize duties.

Monday-Friday 8:00AM-5:00PM In person