Administrative Assistant - Housing Program

Lutheran Social Services; West Allis (WI); On-site; USD 38,000 - 52,000; Full time

Benefits offered by this job

Public Service Loan Forgiveness (PSLF)

Medical/Dental/Vision Insurance

Flex Spending for Dependent & Health-C

Mileage reimbursement

Paid Time Off

10 Paid Holidays

Ability to Contribute to 403B

Annual raises

Employee Assistance Program

Service Awards and Recognition

Job summary

Lutheran Social Services is seeking an Administrative Assistant to join the Housing team. This role provides clerical and administrative support across programs, handling tasks from document creation to reception duties and billing support.

The ideal candidate will have a High School Diploma (Associates preferred), strong computer skills (Word, Excel, PowerPoint, Outlook) and experience with Yardi Voyager or SMARTSheet. Travel up to 2 days weekly may be required.

Qualifications

• High School Diploma or equivalent.
• Associates Degree in administrative support preferred.
• Minimum 1 year prior administrative experience or bookkeeping preferred.

Responsibilities

• Deliver excellent customer service with a supportive demeanor.
• Maintain accurate information streams for clients and programs.
• Create and edit documents using Word, Excel, PowerPoint, etc.
• Proofread documents for grammar, spelling, punctuation, and content.
• Answer phones, schedule appointments, and greet visitors.
• Post rent payments in Yardi and reconcile tenant ledgers.
• Provide receptionist duties as needed.

Skills

Customer service

Clerical skills

Proofreading

MS Office

Education

High School Diploma or GED

Associates Degree in administrative support

Tools

Yardi Voyager

SMARTSheet

MS Office

Job description

Lutheran Social Services (LSS) is a private, non-profit, human service agency providing a variety of services throughout Wisconsin and Upper Michigan. Over the years, LSS has grown to become one of the largest human service agencies in the two state area serving more than 125,000 clients annually. We are looking for passionate, mission-driven individuals like you to help provide services including outpatient behavioral health management, international, domestic and special needs adoptions, older adult services, support services for children, youth and families, community corrections programs and support services for adults with disabilities and/or mental health concerns.

Motivated by the compassion of Christ, we help people improve the quality of their lives. Does this describe your personal mission statement? Are you motivated to serve by sharing your talents?

Lutheran Social Services of Wisconsin and Upper Michigan is currently seeking an Administrative Assistant to join our growing Housing team. This position provides clerical and administrative support to the agency in a variety of areas which could include clerical, receptionist, project based, and other support tasks.

Essential Duties and responsibilities:

This list of duties and responsibilities is not all-inclusive and may be expanded to include other duties and responsibilities, as management may deem necessary from time to time.

• Deliver excellent customer service while maintaining an understanding and supportive demeanor.
• Maintain an accurate information stream that meets the needs of clients and programs.
• Continue to expand and improve technical knowledge and be an administrative resource for others in the agency.
• Provide guidance, work direction, and support to other administrative employees and volunteers as necessary.
• Create and edit documents (Word, Excel, PowerPoint, etc.).
• Proofread all documents for correct grammar, spelling, punctuation, and content.
• Communicate effectively with program partners regarding tasks, responsibilities, and deadlines.
• Problem-solve and provide suggestions for efficiency and improvement as warranted.
• Make recommendations regarding system changes that foster efficiency and quality.
• General office duties as assigned (e.g. mail, copying, preparation of documents, etc.).
• Troubleshoot and ensure office and facility needs are met and work with vendors as needed (office equipment, safety checks, fire extinguisher inspections, etc.).
• Provide receptionist duties as needed. This will include answering telephones, taking messages, scheduling appointments, and greeting visitors.
• Billing support functions including coding invoices and forwarding for processing, making check requests, maintaining accurate invoice tracking.
• Review rent received batches for accuracy and post rent payments in Yardi
• Reconcile tenant ledgers and lease charges
• Review and post subsidy payments received in Yardi
• Collaborate with onsite housing staff and Housing Authorities to gather data as needed
• Prepare and if applicable, develop/create department forms and maintain supply of paper forms.
• Prepare and mail letters and packages.
• Create, organize, and maintain files. This may be hard copy files, electronic files, and databases.
• Assist in planning, scheduling, and preparing for meeting and trainings.
• Collaborate with other team members and assist with projects. Collaboration may include entities that are working at various locations.
• May have position specific administrative duties that are particular to a certain area(s) or program(s).
• Participate in other projects and other duties, as assigned and needed.

PERKS:

• Public Service Loan Forgiveness (PSLF)
  • By being employed with LSS, which is a non-profit agency, you can be eligible for loan forgiveness under the Public Service Loan Forgiveness program.
  • Loans are eligible to be forgiven after 10 years of on-time and consistent payments through the income-based re-payment plan.
  • LSS Clinical Managers ([e-mail]) and Human Capital employees can assist you in applying for this benefit.
• Medical/Dental/Vision Insurance
• Flex Spending for Dependent & Health Care
• Mileage reimbursement
• Paid Time Off
• 10 Paid Holidays
• Ability to Contribute to 403B
• LSS makes annual raises a priority for employees
• Employee Assistance Program
• Service Awards and Recognition

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Upon offer, candidates must successfully complete the necessary background, caregiver, medical and any other checks required, according to program requirements. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION AND/OR EXPERIENCE:

• High School Diploma or equivalent.
• Associates Degree in administrative support area is preferred.
• Minimum 1 year prior administrative experience or bookkeeping preferred. Associates Degree may be substituted in lieu of prior experience.
• Proficiency in a variety of software programs (Microsoft Word, Excel, PowerPoint, Outlook, or equivalent) is required.
• Previous experience with SMARTSheet preferred
• Previous experience with Housing Software ie: Yardi Voyager, preferred.

TRAVEL: Ability to travel to properties as need to provide support up to 2 days per week. Travel could be statewide.

LSS is an Equal Opportunity/Affirmative Action employer (EOE).

Education

Associate Degree of Other (preferred)

High School Diploma/ GED (required)

Licenses & Certifications

Driver's License (required)

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

This employer is required to notify all applicants of their rights pursuant to federal employment laws.

For further information, please review the Know Your Rights notice from the Department of Labor.