What are the responsibilities and job description for the Administrative Assistant - Part Time position at Presbyterian Villages of Michigan?
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:
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:
- 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.