Job Description
Job Description
Hiring Range: $20 to $23 hourly, paid on a biweekly basis
Part Time: Up to 20 hours weekly (Monday - Friday, 8am - 12pm)
The Administrative Assistant is responsible for clerical and reception functions at the St. Albans office. This role also works as part of the Property Management team processing rental applications, and performs other duties as assigned.
Essential Job Responsibilities
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Cover front desk from 8am through 12pm (Monday – Friday) and coordinate all time-off at front desk (vacation, personal, and/or other outside appointments) so that coverage is provided. Notify St. Albans office staff, Associate Director of Property Management, Compliance, and Applications staff via email of schedule and need for substitute coverage.
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Answer phones and greet people in a friendly manner; field and direct calls to appropriate staff, notifying of urgent or time-sensitive requests immediately. Respond to requests and provide information about CHT programs and other housing resources as applicable by phone and/or mail, or in person.
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Open, date, and distribute mail promptly to appropriate individuals daily using standard CHT procedures. Code all invoices for property management. When mail is time sensitive/urgent, deliver to the party's immediate attention.
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Monitor performance of all office equipment (postage machine, printer, appliances, etc.). Coordinate maintenance and/or repairs as needed via IT Help Desk or in coordination with Property Management or Maintenance Department.
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Manage, schedule, and maintain the St. Albans conference room using the Outlook Calendar and procedures.
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Coordinate cleaning and maintenance of office, ensuring trash and recycling are removed on (at minimum) a weekly basis. Order all kitchen, cleaning, and office supplies for St. Albans location. Provide support with other facilities needs including parking permits and supplies in St. Albans office.
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Maintain supply closet/shelves by keeping all items organized, clearly labeled, and accessible. Coordinate requests with maintenance staff to have supplies, furniture, files, etc. (that are not in use or stored off-site) and maintain an inventory of items for future use.
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Provide clerical and administrative support (word processing, copying and collating documents, mailings, and digital faxing for CHT staff, etc.). Send out notices and newsletters.
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Assist Property Manager by taking calls from prospective and current tenants, and answering general rental questions.
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Receive rents and deposit checks into appropriate bank account using the Finance Check Processing procedure as required.
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Processing Property Management Rental Applications, including entry into property management software, in accordance with Compliance policies and procedures under direction of the Compliance Manager.
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Maintain Property Management files.
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Support Appeal Officer (AO) by scheduling appointments for tenants with AO and recording AO’s decision.
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Provide support for Ready Set Rent!, On Track, or other special CHT programs
as required.
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Other duties as assigned.
Qualifications/Skills
- Must have a valid driver’s license and reliable means of transportation.
- Two-year degree in Administrative/Office/Clerical or equivalent.
- Maintain confidentiality, and treat members, tenants, applicants with utmost respect and courtesy.
- Maintain attractive, friendly, and professional office atmosphere.
- Keep current on pertinent office tools, procedures, and methods, and Fair Housing practices.
- Computer/word processing/typing and spreadsheet program skills.
- Data entry and reporting and good telephone manner.
- Record keeping and public relations skills.
- Knowledge of Federal, Vermont, and landlord/tenant laws and regulation and familiarity with real estate loan and closing documents.
- Strong communication skills.
- Organizational and planning skills.
- Active listening skills.
- Must be able to communicate effectively and relate to internal and external parties professionally, representing CHT in a positive, friendly, professional manner.
- Must be able to exercise confidentiality and attention to detail.
Physical and Mental Abilities: Must have the physical and mental abilities to perform the essential job duties listed above. However, reasonable accommodations may be extended to help perform those duties. The job entails long periods of sitting at a desk. There may be prolonged periods of computer work. While performing the essential duties of this job, the Administrative Assistant may have to use hands and fingers, walk, stand, reach, or lift up to 25 pounds.
Work Atmosphere
Champlain Housing Trust is a non-profit, member-based organization. This individual must be committed to CHT’s membership based model of community controlled and permanently affordable housing and must also be committed to delivering exceptional customer service and executing CHT’s mission by focusing on our customers - listening attentively, identifying needs, and making his/her best effort to resolve issues/concerns. The work entails significant self motivation. Travel to rental sites and occasional travel to meetings and seminars may be required.
Equal Opportunity Employer - CHT is committed to a diverse workplace and highly encourages women, persons with disabilities, Section 3 low income residents, and people from diverse racial, ethnic and cultural backgrounds to apply.