Administrative Assistant

Presbyterian Villages of Michigan; Port Huron (MI); On-site; USD 32,000 - 42,000; Full time

Job summary

Presbyterian Villages of Michigan in Port Huron, MI seeks an organized Office Administrative Specialist to support staff with clerical tasks, data reporting, and resident-related processes.

The role involves coordinating communications, maintaining records, assisting with rent processes, and participating in tours and admissions activities as needed.

Qualifications

• High School Diploma or GED required.
• Ability to follow oral and written instructions.
• Computer literate with word processing, spreadsheets and desktop publishing.
• Certified Occupancy Specialist certification required or achievable within 6 months.
• Experience with HUD or MSHDA-governed villages is preferred.

Responsibilities

• Oversees reception, telephone system, and mail distribution.
• Attends meetings and transcribes minutes or summaries.
• Maintains and reports data, statistics and research.
• Assists with rent collection and monthly certification process.
• Coordinates resident records, scheduling of tours, and data input.

Skills

Microsoft Office

Data entry

Communication skills

Customer service

Education

High School Diploma or GED

Some college coursework or equivalent experience

Certified Occupancy Specialist training

Tools

Microsoft Office suite

HUD/MSHDA property management software

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.