Administrative Assistant

LIBRARY LANE SENIOR RESIDENCE

50 LIBRARY LANE

GRAYSLAKE, ILLINOIS 60030

JOB DESCRIPTION

POSITION TITLE: ADMINISTRATIVE ASSISTANT, FULL-TIME, NON-EXEMPT

REPORTS TO: PROPERTY MANAGER

OVERALL PURPOSE

This position’s responsibilities are to perform all necessary secretarial and administrative duties. Job duties involve a considerable variety of clerical tasks and public tasks.Primary responsibility is to provide independent administrative support and act as a "right arm" to the Property Manager resolving a variety of issues and offering high level assistance as required.

QUALIFICATIONS/BASIC JOB REQUIREMENTS

• Must have a High School Diploma or equivalent
• Must be able to read and write English fluently
• Minimum one year clerical experience
• Attend a State of Illinois Leasing License class and achieve a Pass Certificate within 120 days of employment
• Must have knowledge of Fair Housing Laws and follow company policy
• Be able to work closely with Property Manager in completing any task given
• Must be able to handle sensitive documents and files with proper attention to detail and confidentiality
• Excellent written and verbal communication, organizational and time management skills
• Strong customer service orientation
• Ability to multi-task and still maintains attention to detail
• Computer literacy; ability to use Word, Excel, Internet, email and adapt to new computer programs
• Must be able to operate general office equipment
• Requires the ability to work Monday through Friday from 9:00a.m. to 5:00p.m.

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ESSENTIAL FUNCTIONS

• Pre-application interviews and tours of facility
• Submit paperwork (3rd party verifications) to proper entities
• Maintain waiting list-telephone soliciting of waiting list applicants

· Maintain resident files as prescribed by IHDA

· Greet, making appointments for interviews and lease signings and courteous telephone etiquette, answer and direct calls, (manager, maintenance engineer, personnel)

· Act as "front desk filter" for Property Manager, discerning which situations need to be addressed immediately by PM, referring the situation to PM for later intervention, or just handling the situation yourself

• Maintenance request intake from residents, (work orders)
• Accept complaints from residents and/or personnel and direct to manager for resolutions
• Prepare delinquencies and serve 5-day notices
• Work with certifications/re-certifications as needed to fill vacancies, and maintain current tenant files
• W-9's and Certificates of Insurance for Vendors
• Handle emergency situations in the best manner that time and resources will allow
• Encourage resident participation in various social, educational and safety programs within the building's community space
• Remain aware of current management policies and procedures
• Accept and sort daily mail
• Miscellaneous typing, (letter, forms)
• Filing (leases, letters, forms etc.) general office correspondence
• Post notices on bulletin boards
• Assist staff members in answering emergency & fire alarms (call for rescue squad)
• Maintain office supplies and replace accordingly
• Maintain updated lists of tenants for Post Office
• Computer data input

• Coordinate the new tenant welcome packets for delivery
• Deliver and or mail out letters and notices to residents, vendors and clients
• Prepare and distribute monthly tenant newsletter in a timely manner
• Assume manager responsibilities in their absence

PHYSICAL DEMANDS

• Position requires stamina and the ability to work indoors and outdoors year round for extended periods of time. Includes talking, seeing, hearing, smelling, standing, sitting, driving, crawling, stooping, reaching, pushing, pulling, walking, climbing stairs, climbing ladders, carrying, assisting others with holding and gripping, grasping, turning, finger dexterity, need to be capable of safely lifting 40lbs; (heavier lifting may be required)

OTHER FUNCTIONS

• Attend required training courses (IHDA, Management, etc.) and remain updated as to current policies and procedures
• Must have own transportation, current driver’s license and auto insurance to be able to work flexible hours on occasion
• Perform miscellaneous job duties as they arise or assigned

****************Job Description Subject to Change without Notice******************

DISCLAIMER

Grayslake Senior Residence, LP is an EQUAL OPPORTUNITY EMPLOYER

DeBruler Co. is a third party administrator and managing agent, only

Job Type: Full-time

Pay: $18.00 - $19.00 per hour

Benefits:

• 401(k) matching
• Flexible schedule
• Flexible spending account
• Parental leave
• Retirement plan
• Tuition reimbursement
• Vision insurance

Education:

• High school or equivalent (Required)

Experience:

• Customer service: 1 year (Required)

Work Location: In person