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Administrative Assistant

Employer
Center City Housing Corporation
Location
Duluth
Salary
Competitive

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Description: This is a full-time job with benefits!Health, Dental, Life and Long-Term Disability Insurance, and Paid Vacation, Sick and Personal Time.

Overview:

Center City Housing Corp. (CCHC) develops, owns and manages quality housing opportunities and provides associated services for those most in need. Building site details can vary and most are affordable housing units, some of which may provide supportive housing that serve formerly homeless families or single adults. The Administrative Assistant position actively participates in carrying out the mission of CCHC by providing support for the assigned buildings and offices. The Administrative Assistant is responsible for greeting visitors, answering phones, keeping the building secure, and provides administrative support to the Regional Housing Director, Property Managers and other site staff. This position will function as a member of a team and will understand the "Housing First" and "Harm Reduction" philosophies which the agency embraces in order to carry out our mission.

Duties and Responsibilities:

?? Understand "Housing First" and "Harm Reduction" philosophies and apply as needed to specific management duties.

?? Attend meetings and appropriate trainings.

?? Answer and direct incoming phone calls, visitors, and residents and take phone messages.

?? Answer general inquiries about programs, services, site amenities, and promotes site to general public.

?? Maintain confidentiality of all correspondence or documents.

?? Handle incoming and outgoing correspondence such as email, fax, mail and forward to appropriate recipients.

?? Compile move-in/move out packets.

?? Distribute tenant notices including building notices and holiday/office closures, CRPs, etc.

?? Receive tenant communications/complaints and direct to appropriate staff.

?? Order office supplies as directed by the Regional Housing Director.

?? Assist with all components of rent collection and recordkeeping as directed by the Regional Housing Director.

?? Assist with obtaining invoices and billing.

?? General filing of office documents.

?? Follow all policies and procedures to maintain a safe and secure environment.

?? Maintain resident relations to insure proper image of the site, staff, and Community.

?? Refer residents to services staff and programs as needed.

?? Provide access to building as appropriate for emergency personnel, service deliveries, etc. as needed.

?? Attend to building janitorial needs as directed or in response to emergency.

?? Keep the front lobby area(s) clear, clean, and safe.

?? Respond and document incidents using Incident Reports.

?? De-escalate all emergencies as needed, document issues and results.

?? Monitor activities in the building i.e. stairwells, lobby area, elevators, grounds and parking lot areas. Assist with morning rounds at assigned buildings.

?? Respond to emergency call system in building and document as appropriate and per policy.

?? Assist with recording resident requests for maintenance work orders.

. Requirements:

Preferred Experience:

This position requires a unique combination of social service skills as well as property administration experience. High school diploma or equivalent. Two years' experience working with front desk/property monitoring environment or equivalent. Excellent verbal, written and interpersonal skills. Working knowledge of Microsoft Office, Outlook and Excel. This position requires a valid driver's license and dependable transportation. This person must pass and maintain Minnesota Background Study clearance.

Essential Skills:

?? Ability to read, analyze, and complete documentation required by government agencies and communicate through speaking, listening, and writing effectively with tenants and outside agencies

?? Ability to perform basic mathematical functions such as addition, subtraction, multiplication, and calculating percentages

?? Demonstrated competency using computer programs such as Microsoft Word and Excel as well as ability to learn and use new systems as needed

?? Self-motivation and the ability to work independently including prioritizing job duties

?? Detail oriented; able to manage multiple projects and/or tasks

?? Demonstrated ability to maintain an accurate filing and record keeping system?? Knowledge and ability to work with diverse, economic, racial and cultural population

?? Knowledge of safety and security processes and procedures

?? De-escalation and negotiating techniques

?? Ability to respond to emergency situations in a calm, professional manner

?? Ability to answer a multi-line phone system

?? Ability to maintain confidentiality

?? Skill in establishing and maintaining positive relationships with diverse tenants, and staff

?? Understand and be sensitive to the effects of trauma on an individual and its impact on successful residency, including an understanding of homeless populations

?? Sensitivity and effectiveness when dealing with people from diverse backgrounds and with special needs

?? Regular attendance, reliability, and punctuality?? Ability to manage multiple projects or tasks

Physical Demands:

Must be able to safely navigate stairs, walking, bend, squat, kneel, reach overhead, push, pull and occasionally lift up to 75 pounds. Must withstand external weather conditions, use hands and fingers to grasp, twist, pull, and manipulate machinery and objects. Exposure to cleaning chemicals. Moderate noise level. Ability to sit for extended periods of time. Ability to stand for extended periods of time.

Center City Housing is an Equal Opportunity Employer. We do not discriminate on the basis of race, religion, color, sex, age, national origin, creed, sexual orientation/identity/expression, marital status or familial status.

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