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Administrative Assistant

2 months ago

Grand Rapids, United States Dwelling Place Full time

Job Type

Full-time

Description

Job Title: Administrative Assistant (Main Office)

Department: Administration

Reports To: Executive Assistant

FLSA Status: Non-exempt

Approved By: Dwelling Place Officers

Approved Date: April 1, 2015

Summary Gives information to callers and visitors; performs clerical work; and provides complete and accurate administrative support for property and blended management (integration between property management and support services) in accordance with fair housing laws.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

Manages front desk through high-quality customer service to all visitors

Answers incoming telephone calls, retrieves messages and forwards calls and/or messages to appropriate resident, personnel or department.

Provides building access and welcomes residents and visitors, determines nature of business, and directs or announces residents or visitors to appropriate area or personnel.

Performs necessary clerical tasks

Conducts research, and compiles and types statistical reports.

Coordinates and arranges staff and committee meetings.

Organizes and maintains file system.

Makes copies of and/or collates correspondence or other printed materials.

Prepares outgoing mail and correspondence, including e-mail and faxes.

Provides marketing information and assists in application processes.

Keeps calendar for staff or partners on-site community room and/or meeting facilities.

Maintains office equipment; orders, receives, and maintains office supplies.

Coordinates with department staff to maintain a dynamic organizational website and online presence through other social media outlets.

Supervisory Responsibilities This job has no supervisory responsibilities.

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience High school diploma or General education degree (GED) or 2 or more years related experience and/or training.

Language Skills Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization. Bilingual Preferred.

Mathematical Skills Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Reasoning Ability Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Computer Skills To perform this job successfully, an individual should have knowledge of Property Management Software; Database software; Internet software; Excel; Outlook; and Word.

Professional Licenses, Certificates, Registrations Valid Michigan Driver's License

Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is regularly required to sit and talk or hear. The employee is occasionally required to stand; walk; use hands to finger, handle, or feel and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus.

Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this Job, the employee is occasionally exposed to outside weather conditions. The noise level in the work environment is usually moderate.

Requirements

Competencies To perform the job successfully, an individual should demonstrate the following competencies:

Use of Technology/Equipment - Demonstrates required skills; Adapts to new technologies or equipment; Troubleshoots technological problems; Uses technology/equipment to increase productivity; Keeps technical skills up to date.

Job Knowledge - Competent in required job skills and knowledge; Exhibits ability to learn and apply new skills; Keeps abreast of current developments; Requires minimal supervision; Displays understanding of how job relates to others; Uses resources wisely.

Problem Solving - Identifies and resolves problems in a timely manner; Uses reason even when dealing with emotional topics.

Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service ; Responds to requests for service and assistance; Meets commitments.

Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Completes tasks on time or notifies appropriate person with an alternate plan.

General Competency - To contribute to the Dwelling Place mission, each employee must possess skills beyond the technical requirements for the position. An employee must also demonstrate the ability and capacity to work with others in a manner that fosters trust, cooperation and a positive team esprit de corps. Dwelling Place expects each employee to maintain high ethical standards in their interactions with customers, other staff, vendors and the public generally. Dwelling Place employees are also expected to be dependable, to be respectful of others, to use sound judgment, to seek out new opportunities for learning and to communicate effectively with others.

Employees must abide by all Dwelling Place policies including but not limited to the Dwelling Place Code of Ethics and personnel policies.

Salary Description

$17.37 - $20.30 / Hr