Administrative Assistant - Part Time

Presbyterian Villages of Michigan; Detroit (MI); On-site; USD 35,000 - 50,000; Full time

Job summary

Presbyterian Villages of Michigan in Detroit seeks a dedicated administrative professional to provide comprehensive support. Responsibilities include organizing reception, managing correspondence, and coordinating special events.

The ideal candidate will have a high school diploma or GED and effective communication skills. A Certified Occupancy Specialist certificate is required within six months of hiring. This role is vital in ensuring a positive atmosphere and adherence to safety policies.

Qualifications

• High School Diploma or GED is required.
• Ability to follow written and oral instructions.
• Experience in managing certified occupancy is a plus.

Responsibilities

• Organize and supervise functions including reception and mail distribution.
• Assist with rent collection and admission interviews.
• Create and maintain filing systems and manage appointments.

Skills

Professional communication

Organizational skills

Customer service

Education

High School Diploma or GED

Certified Occupancy Specialist certificate

Tools

Microsoft Office Suite

Affordable housing 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 & Responsibilities

• 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

• High School Diploma or General Education Diploma (GED); Math aptitude generally commensurate with some college level education or equivalent experience.
• Must be able to follow oral and written instructions, generally commensurate with some college level education or equivalent experience.
• Trained as Certified Occupancy Specialist at HUD or MSHDA villages, a plus.
• Affordable housing property management software; HUD or MSHDA governed village.

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, a plus.