The West Side Federation for Senior and Supportive Housing, Inc. (WSFSSH) is a community-based organization responding to the need for low-cost housing. Our mission is to provide safe, affordable housing with supportive services within a residential setting that enhances the independence and dignity of each person. WSFSSH develops, manages, and provides social services in housing for low-income persons, especially those who are older, who have experienced homelessness and who live with mental illness.
Job Summary
The Administrative Assistant provides support to ensure efficient daily operations to the Property Manager to ensure effective daily operations of our senior residential offices. This key role serves as a key point of contact, supporting staff, leadership, vendors, and our senior residents to promote smooth workflow and operational effectiveness.
Please Note: This is a full-time position (5) days a week on-site.
Job Duties & Responsibilities
Responsibilities include but are not limited to:
Manage general office functions but not limited to filing, faxing, Email/Phone correspondenceAssist manager when responding to building violationsMaintain and distribute all management office lists related to tenants, vendors, staff and miscellaneous documents to tenants or personnelSchedule quarterly maintenance of equipment with vendors, schedule fire drills, and schedule maintenance of office equipment as needed Order supplies when needed: key blanks, appliance parts, office supplies, cleaning Fania and maintenance supplies and equipment if neededDocument vendor repair workMaintain vendor contract filesDocument problems encountered, & propose resolutionsMaintain Certificate Book / Log. Must ensure all inspection certificates and equipment inspections are current and have not expiredAssist manager with maintaining tenants’ files consisting of:
Oversee office space organization and filing system Maintain tenant charts and files Manage office inventoryMaintain working relationship with vendors and process invoicesOversee management of applicant waitlistsAssist in collecting document and reviewing income certifications Document and maintain incident reportsAssist in preparing and managing Legal correspondenceMaintain building work orders and track to ensure completion Cover Front Desk during designated times, including daily lunch breaksParticipate in Post office runs Implement emergency procedures as necessaryAssist in rent collection and check processingWork with residents on personal organization and schedules; recreation, and other activitiesAssist Supervisor with gathering and tracking client statisticsReview and monitor resident work orders, coordinate between resident, social services, and Property ManagementActively engage with tenant and staff to participate in building activitiesAttend training sessions and conferences as required for enhancement of job skillsAssist with other duties as directedRequired Knowledge Skills & Abilities
Establish and maintain high levels of care, respect for, and communication with tenants and staffWork cooperatively with other staff members:Collaborate effectively with colleagues and team members Proficient math and writing skillsProven computer literacy in Microsoft Office (Excel, Word, Outlook)Real Page experience, highly preferredDetailed and organizational skills is requiredEmotionally, mentally, and physically able to perform job responsibilities.bilingual English/Spanish, highly preferredOther tasks or assignments as mutually agreed with supervisor(s)Required and Preferred Education, Experience and Credentials
High School or GED required. Associate or bachelor’s degree preferredMinimum of one-year relevant administrative office experience Minimum of one-year of experience working with the elderly populationPhysical Requirements
Prolonged periods sitting at a desk and working on a computerMust be able to lift or push up to 10 pounds at a timeTravel within our sites, as neededBenefit Overview
Westside Federation of Senior & Supportive Housing offers full-time employees a comprehensive choice of benefits that include Medical, Dental, Vision, 403 (B) retirement savings, Flexible Spending Accounts (FSA), Life & Disability, Short-term and Long- term Disability, Employee Assistance Program (EAP) commuter benefits and more Voluntary benefit options and Time Off that includes 11-12 paid Federal Holidays, accrued Vacation and Sick Time.
EEO Policy or Statement
WSFSSH is an Equal Employment Opportunity Employer (EEO); employment is based upon employees’ qualifications without discrimination, on the basis of race, creed, color, national origin, religion, sex, age, disability, marital status, sexual orientation, military status, citizenship status, genetic predisposition or carrier status, or any other protected characteristic as established by law.
Compensation details: 20-22.5 Hourly Wage
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