Administrative Assistant

EHM is seeking a part time administrative assistant to assist the Property Management Office for an elderly housing complex in Fairfield County.

POSITION: Administrative Assistant
REPORTS TO: Property Manager
FLSA STATUS: Non-Exempt
EEO JOB: Category – Office and Clerical

JOB SUMMARY
The Administrative Assistant is responsible for providing general office supportive services, including typing, copying, collating, maintaining computer and hard files, telephone and receptionist duties, ordering authorized office supplies, and special projects related to housing management such as handling applications or updating documentation. The Administrative Assistant works closely with his/her supervisor to communicate with other employees, clients and associates of the office, housing community or company in a way that enhances the housing management services provided by the office.

POSITION RESPONSIBILITIES

• Prepares and edits all type of documents assigned to him/her. This may include correspondence, regulatory forms such as regulatory agreements, management plans and handbooks, reports and proposals, grant materials, meeting minutes, newsletters, memos and public relations materials, lists and data on the properties and personnel documents, forms, files and procedures.
• Develops forms and systems for organization of office documentation, which may include inventories and master lists, computer directories of files, and data bases of statistical and reference information.
• Creates and maintains office files, both hard copies and computer based, which may include housing community documentation, site form files, mailing lists, personnel files, regulatory documentation, Board of Directors records, resident documentation and applications.
• Screens and directs all incoming telephone calls, connecting to proper staff person and taking thorough and accurate messages when necessary. Handles emergency calls in a calm and effective manner.
• Arranges meetings and appointments, as directed by the supervisor.
• Receives, sorts, and distributes mail accurately and timely, and sends out letters, notices, and other documents as requested .
• Arranges for purchase and inventory of office and other supplies as authorized.
• Arranges for repairs and servicing of office equipment, as authorized.
• Provides required forms and reports, such as time sheets and daily logs, to the appropriate staff member.
• May serve as Emergency Contact in the event of after-hours incident
• Is responsible for the accuracy and proper presentation of materials so that information going out of the office is a positive reflection on the company and/or the housing community.
• Handles other tasks assigned by the supervisor as needs may require.

PROFESSIONAL REQUIREMENTS

• High school diploma or equivalency
• Training and/or experience in general office procedures
• Ability to communicate clearly, effectively, and politely on the telephone and in person
• Aptitude for work requiring detail, efficiency, and organization of information and tasks
• Good interpersonal skills for working cooperatively in a team relationship
• Training and/or experience in office procedures, including basic accounting and bookkeeping
• Proficient in MS Office Suite, including Word, Excel, Publisher

PHYSICAL REQUIREMENTS
Minimal physical effort required; normally seated with freedom of movement. Mobility through office to use printer, copier, and access file cabinets, driving occasionally to banks. Normal lifting, carrying, reaching, pushing and pulling of weights up to twenty-five pounds, such as financial statement binders and boxes of printer paper. Constant use of calculator and computer keyboard. Visual activity requiring close attention to paperwork.

This job description is intended as a summary of the primary responsibilities and qualifications for this position. The job description is not intended as inclusive of all duties a individual in this position might be asked to perform or of all qualifications that may be required either now or in the future.

Job Type: Full-time

Pay: From $20.00 per hour

Benefits:

• Flexible schedule

Schedule:

• Day shift

Work Location: In person