Administrative Assistant

General duties:

The administrative assistant supports the executive director and all staff of Twin Pines Housing Trust in various capacities ranging from office administration to clerical duties as assigned.

• Organize and maintain in conjunction with other employees, all office correspondence, files, legal documents, meeting minutes, policies, employee and all other records.
• Direct telephone calls and walk-in visitors to appropriate staff member, answer general questions, and take messages on telephone notepads.
• Collect rents, issue receipts and make daily deposits.
• Create and maintain databases for fundraising, residents, and other purposes as needed; write reports as requested from the databases, including mailing labels.
• Maintain waiting list databases for rental properties; write reports as requested from the databases, including mailing labels.
• Assist Homeownership Coordinator with marketing of available affordable homeownership opportunities as requested.
• Update and maintain website, social media and paypal accounts.
• Assist Property Manager with Tenant Income Certifications, notices, billing statements, and other tasks as needed.
• Sort and deliver mail to appropriate staff.
• Attend and record staff, Board and community meetings as requested.
• Change the backup tape in the server room daily; inform finance manager if there is a tape error message.
• Prepare mass mailings of newsletters, fundraising drives, and community functions.
• Maintain a cooperative attitude when interacting with customers and staff.
• Organize work time well and work efficiently, while maintaining flexibility and changing priorities as needed, sometimes unexpectedly.
• Schedule vacation time and absences when convenient for the organization; request scheduled absences in advance.
• Cross training on application process.
• Add and schedule work orders for maintenance.
• Clean upstairs kitchen and restock items.
• Answer phone calls and voicemails and respond in a timely manner
• Inventory and order supplies for office.
• Send out Doodle Poll and email for board meetings.
• Clean meeting room and set up room for meetings.
• Send out emails to staff regarding meetings, important company-wide information.
• Order food for board meetings and other events.
• Mail out and accept housing applications from mail, walk-ins, fax.
• Schedule appointments and enter into the appropriate staff member’s calendar.
• Produce and mail postcards for property management and maintenance.
• Other special projects and duties as assigned.

Requirements:

• Minimum of high school diploma; college degree or some college experience preferred.
• Minimum three years’ experience working in an office as secretary or office manager.
• Proficiency in Word. Prefer working knowledge of Excel, database creation and management, Access, PowerPoint, and Windows preferred.
• Excellent communication and interpersonal skills, be organized, and have the ability to perform several tasks simultaneously.
• Self-starter preferred.
• Flexibility to assume a workload that necessitates frequent adjustment of priorities.
• Must be able to work well with residents, Trustees, staff and community members.
• Ability to maintain absolute confidentiality of TPHT records and all correspondence.

The administrative assistant position is supervised by the Director of Property Management.

Job Type: Full-time

Pay: $22.00 - $24.00 per hour

Benefits:

• 401(k) matching
• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person