Website Community Housing Network

ADMINISTRATIVE ASSISTANT

Department: Operations

Reports to:  Administrative Coordinator

Employment Status Classification: Full Time Hourly                                            

Job Description Summary:

The Administrative Assistant is a key member of Community Housing Network’s Operations team. The position requires exceptional organizational and prioritization skills, as well as advanced understanding of various computer applications and the ability to mult-task in a fast-paced, ever-changing environment.

Essential Functions:   

  • Open and close visitor reception area; locking doors and turning off lights.
  • Greet and direct visitors and connect them with the appropriate party.
  • Answer telephones and direct the caller to the appropriate associate. 
  • Process outgoing and incoming mail 
  • Maintain postage machine with postage refill and uploads and downloads as needed
  • Assist with logging incoming checks as needed.
  • Assist with processing papersave for incoming invoices and special entities i.e. HUD rent rolls, short term fin etc. 
  • Process mailings such as invoices and leases
  • Process general e-mail/voice mail from outlook
  • Communicate with landlord when facility/building maintenance is needed.
  • Coordinate scheduling of conference rooms in conjunction with the organizer through MS Outlook Calendar. 
  • Assume responsibility for maintenance of office equipment
  • Registrations for conferences, workshops, hotels and travel arrangements as needed.
  • Assist with program related hotel/motel reservation requests as needed.
  • Complete facility safety inspection worksheets on a quarterly basis and report out any tile/light issues.
  • Manage ordering, stocking and distribution of office supplies.
  • Keep the common areas of the office clean, neat and well stocked 
  • Schedule annual office cleaning, carpet cleaning and fire inspections.
  • Assist with administrative duties such as filing, photocopying, faxing, collating and scanning.
  • Develop and maintain updated filing systems.
  • Pull and distribute Ricoh faxes 4 times day or as requested.

Qualifications/Requirements:

  • Must be punctual and on time.
  • Exceptional customer service skills and professional phone manner
  • Independent judgment and ability to simultaneously plan, prioritize, and organize 
  • Daily work requires continual attention to detail in composing, typing and proofing materials.
  • Must have high level of interpersonal skills to handle sensitive and confidential situations.
  • Experience with daily use of various forms of technology, both with hardware such as computers, laptops, tablets, and smartphones; and with Microsoft applications to create documents, spreadsheets, and presentations.
  • Must be able to work in a fast-paced environment and demonstrate ability to prioritize multiple competing tasks and seek supervisory assistance as appropriate.

CHN reserves the right to require a motor vehicle record check with respect to any employee where driving is an essential function of the position.  

Physical Demands:

While performing the functions of this job, the position is both sedentary and at times requires the ability to be active including standing, bending, lifting and/or arranging files and office products and supplies and may require employee to periodically stand on a short step stool to access files and lift up to 25 lbs.

To apply for this position OPEN HERE: https://workforcenow.adp.com/mascsr/default/mdf/recruitment/recruitment.html?cid=3aa7a5be-ba3e-4943-9815-6be640408aaa&ccId=19000101_000001&jobId=271307&source=CC2&lang=en_US

To apply for this job please visit workforcenow.adp.com.