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Administrative Assistant II
2 months ago
TITLE: Administrative Assistant II
REPORTS TO: Project Analyst
STATUS: Part-time
LOCATION: 232 Eddy, San Francisco, CA
WAGE RANGE: $23 - $26/hour
SUMMARY
Under the supervision of the Project Analyst the Housing Development Administrative Assistant is responsible for maintaining administrative and information systems to support the Housing Development staff. The position directly assists Housing development staff members and requires a responsible individual who pays careful attention to detail, has strong problem-solving skills, verbal and written communication skills and is highly organized. He or she must have a positive attitude about performing varied tasks and be able to thrive in a casual yet professional and fast-paced, team environment.
ESSENTIAL DUTIES
- Collects all project invoices from third party vendors, saves them in respective project folders, enter coding details and uploads to Yardi for payment
- Respond to vendors inquiries, provide invoice payment updates
- Work collaboratively with accounting for invoice payment status and vendors inquiries
- Manages processes to ensure Housing Development Department office is running effectively:
- Orders and maintains department office & kitchen supplies
- Managing incoming/outgoing mail, FedEx shipments, courier services
- Miscellaneous errands, including document routing to/from TNDC offices
- When in office performs office opening/closing duties always maintains organization of front desk and lobby area. Assists in regular organization, and maintenance of all office common areas including copy area, supplies storage, conference room, kitchen, etc.
- Report office facilities and office equipment issues to internal operations department
- Collects Preliminary Lien Notices, saves in project folders and input data in excel spreadsheets
- Assist Housing Development Staff in hardcopy filing; manages off-site document storage and retrieval.
- Assists with monthly Expense/Credit Card reports and Reimbursements
- Set up/clean up after In-person staff meetings/team gatherings
- Assist with group conference registrations
- Assist with other special projects as assigned
Qualifications
REQUIRED SKILLS
- Strong organizational skills and capacity to pay close attention to details.
- Ability to work independently and to follow instructions with minimum supervision.
- Proficient in Microsoft Office 365 (Word, Excel, PowerPoint, Outlook, SharePoint, Microsoft Teams, Zoom)
- Effective written and verbal communication skills.
- Able to provide excellent customer service to internal and external customers from diverse backgrounds.
- Ability to lift and carry objects weighing up to 10-15 pounds
Physical Requirements:
- Ability to operate office equipment such as computer and calculator.
- Ability to coordinate eyes, hands and fingers in performing word processing, writing, reading and similar tasks.
- Ability to exert physical effort involving moving around buildings, climbing stairs, moving from one area to another, or standing/sitting for periods of time.
- Visual acuity necessary to review documents.
- Hearing acuity enough to use telephone and communicate with residents and staff.
Environmental Adaptability:
- Ability to work in an office environment.
Mathematical Ability:
- Exposure to basic accounting practices sufficient to process check requests.
- Ability to perform basic mathematical operations and to use a calculator.
Judgment and Situational Reasoning Ability:
- Ability to reason, review and analyze information.
- Ability to use independent judgment in non-routine situations.
Language and Communication Ability:
- Ability to read, comprehend and correctly use information and documents to perform duties.
- Ability to prepare correspondence and documents as needed conforming to standard rules of punctuation, grammar, diction and style.
- Ability to communicate effectively (verbally and in writing) with co-workers and staff at all levels, tenants, prospective tenants, vendors and other internal and external customers.
- Ability to stay informed of changes relevant to position. This includes policies, FM processes, and systems.
MINIMUM QUALIFICATIONS
- High school diploma or equivalent
- Proven 2 + years of administrative experience
- Excellent written and verbal communication skills.
- Experience with Microsoft Office Suite
- Strong organizational skills.
- Proactive, Resourceful
PREFERRED QUALIFICATIONS
- BA Degree combined with two years of administrative experience or equivalent
- Experience with Yardi invoicing
- Low-income housing development exposure.
- Familiarity with nonprofit sector.
Tenderloin Neighborhood Development Corporation is an Equal Opportunity Employer.
In compliance with the San Francisco Fair Chance Ordinance (August 13, 2014), all qualified applicants with criminal histories will be considered for the position.
