Administrative Assistant

Description

GENERAL SUMMARY:

Under general supervision plan, organize and perform a variety of routine clerical duties in support of Reliant Asset Management Solutions office and staff operations.  Provide responsive and efficient customer service internally and externally.

ESSENTIAL FUNCTIONS: 

1. Performs receptionist duties by answering the telephone referring calls to the appropriate Reliant staff, greets residents, applicants, the general public and other visitors and provides general information regarding Reliant policies and procedures as required.
2. Provides support by typing and proofreading a variety of documents including general correspondence, purchase orders, resident notifications, reports, lease documents, applications and other forms.
3. Provides support by monitoring open Purchase Orders for full approval and submitting orders or vendor work requests.
4. Supports office by ensuring adequate inventory of office supplies and upon approval, procures needed supplies. Ensures supplies are within allowed budget and updates supervisor on status or discrepancies.
5. Sorts and distributes incoming and outgoing correspondence.
6. Enters, updates and closes vendor maintenance requests in computer system. 
7. Reviews invoices and work orders for items considered damage.  Forwards information to appropriate Property Manager for processing of charges to resident ledger and charge notification notices.
8. Coordinates pest control services, arranging service with vendors and maintaining recurring schedule.
9. Reviews mileage for maintenance staff and enters in computer system for approvals.
10. Supports department by monitoring vendor compliance, keeping accurate logs and records, filing closed invoices, and tracking available BPO funds and alerting management when low. 
11. Prepares regular monthly invoices and utility requisitions for approvals and processes.
12. Provides courteous respectful, honest, timely and professional information to all Reliant staff, program participants and visitors for all activities and services in accordance with Reliant Customer Service and Fair Housing policies.
13. Performs other related duties as assigned. (including administrative support for managers and other staff).

Qualifications

KNOWLEDGE, SKILLS AND ABILITIES:

• Must be able to perform each essential duty satisfactorily.
• Possesses excellent customer service skills.
• Knowledge of general office practices (record keeping).
• Proficient in typing, filing, math and computer software programs (Word, Excel, and Power Point).
• Ability to communicate with co-workers, and business contacts in a courteous and professional manner.
• Ability to pay close attention to detail and handle multi-task assignments.
• Ability to prepare clear and concise reports and accurate records.
• Ability to understand and apply fair housing and other applicable laws.
• Good written and oral communication skills.
• Able to write and format routine business correspondence, reports, documents, manuals, and presentations.
• Ability to maintain confidentiality.
• Ability to communicate in both English/Spanish preferred.

CULTURAL COMPETENCIES:

• Uncompromising integrity and ability to maintain strictest confidentiality.
• Champions the mission, culture and objectives of the organization.
• Demonstrates value and respect for all employees.
• High energy and enthusiasm.
• Performs effectively as a team player. Values the ideas and opinions of others and routinely collects their input as part of decision-making process.

EDUCATION AND EXPERIENCE:

High School diploma or equivalent with training in typing, computer software programs, filing and office practices.  Equivalent of 1 year of general clerical experience with direct public contact preferred.

PHYSICAL REQUIREMENTS:                                              0-24%            25-49%         50-74%           75-100%

SEEING:                                                                                                                                                                       X

Must be able to read reports and process documents

HEARING:

Must be able to hear well enough to communicate with co-workers

and general public                                                                                                                                                       X

STANDING/WALKING/MOBILITY:                                                                                    X

Mobility between departments

CLIMBING/STOOPING/KNEELING:                                                                   X

LIFTING/PULLING/PUSHING:                                                                                              X

FINGERING/GRASPING/FEELING:                                                                                                                     X

Must be able to write, type, and use phone system

MENTAL DIMENSIONS:

Must have the ability to read, and interpret complex documents

PHYSICAL DIMENSIONS:

Medium Work: Exerting up to 10 pounds of force occasionally

Salary : $18 - $23