Administrative Assistant

 

 

To start, please download the Model Cities Employment Application 2019

 

 

Job Description:                                                                                                    

The Administrative Assistant is the first point of contact by phone or in person setting a welcoming tone and representation of our agency to a diverse group of staff, tenants and guests of all racial, ethnic, and socioeconomic backgrounds on a daily basis. The working environment is fast-paced and supports a variety of service needs. The Administrative Assistant will provide support to meet deadlines, prioritize assignments, perform general clerical duties related to administration, accounting, property management, IT support, and communications. Cross-training will be required to work in two reception areas and the Administrative Assistant will report directly to the Office Manager.

 

 

JOB DUTIES:

This position requires the ability to multi-task in the following areas:

 

Administrative

  • Provides a welcoming atmosphere as a first point of contact to receive in-person contact to greet guests; direct guests to appropriate staff; triage and respond to general agency emails.

 

  • Answers, screens, and directs incoming calls; responds to public inquiries and requests for information related to agency-wide services.

 

  • Creates files and maintains agency filing systems both electronically on the server and physically in the Records Room for organizational documents including corporate documents, grants, and contracts; purges archived records in accordance with established retention guidelines.

 

  • Coordinates and manages meeting space logistics, including schedules, room equipment setup, and cleanup of meeting spaces. Also responsible for meeting room rentals, including invoicing and promoting of the space and availability.

 

  • Supports management staff in scheduling interviews and new hire orientations by phone, email, and or mail.

 

  • Coordinates program and office supply orders and distribution. Manage a quarterly stock inventory of current and needed general office supplies in the work room, Property Management office, and Safe Space Shelter.

 

  • Manages maintenance and upkeep of all office equipment (e.g., copiers, scanners, postage) in Property Management Suite, Main Work Room, Community Services Suite, and Safe Space, making sure each are stocked with necessary supplies and equipment is in working order.

 

  • Keeps all office space common areas in an orderly appearance, including reception areas, storage rooms, and meeting rooms. Maintains work areas in orderly appearance free of clutter and hazards.

 

  • Processes and logs incoming donations into Social Solutions and includes the donation on the daily check log, drafts acknowledgement letters, and develops quarterly donor reports.

 

  • Coordinates and conducts special projects as assigned by Office Manager.

Accounting

  • Processes administrative invoices (e.g. utilities, supplies, IT, and communications) for check approvals, purchase orders, charge card expenses, and any other financial management forms.

 

  • Accepts and processes incoming checks, cash, ACH, and other payment forms by providing a receipt and a record of receivables by completing a daily check log.

 

Property Management

  • Assists Property Management staff with scheduling appointments to complete applications, lease signings, and tenant (re-)certifications.

 

  • Directs tenants and residential concerns to office and building maintenance staff.

 

IT and Communications

  • Provides general support to assist staff with troubleshooting issues related to IT applications and computer needs.

 

  • Posts website and social media content, job postings, and other agency-wide communication as needed.

 

  • Uses online customer relations management systems (CRM) such as Social Solutions, Yardi Breeze, SAP Concur, SharePoint, and other online systems to complete data entries and sends mass communication to residents, program participants, and/or staff.

 

KNOWLEDGE, SKILLS AND ABILITIES:

  • Experience working directly with people from diverse racial, ethnic, and socioeconomic backgrounds.

 

  • Respects and values the diversity of clients, team members, vendors and other guests by contributing to an inclusive working and learning environment.

 

  • Exceptional interpersonal and relationship building skills; ability to collaborate and communicate effectively with staff at all levels across the organization.

 

  • Be reliable, punctual, detail-oriented, organized and comfortable working in a fast-paced environment.

 

  • Demonstrates skills and experience in office application programs (Microsoft Office Suite, Google Docs, Adobe), office equipment, the Internet, and online communication tools (WordPress, Facebook, LinkedIn, MailChimp, etc).

 

  • Have excellent time management skills and ability to multi-task and prioritize work.

 

  • Familiarity with electronic and online data management tools or Customer Relations Management systems.

 

  • Good problem-solving skills; have the ability to work independently and as part of a team and demonstrate initiative and creativity.

 

  • Excellent communication skills, both oral and written, and ability to write clear, concise reports, and communicate with diverse audiences, specifically racially, ethnically, and socioeconomically diverse communities.

 

 

MINIMUM QUALIFICATIONS

Associate’s degree in Business Administration, Nonprofit Management, or related field of study OR 3 years of administrative support as a receptionist or similar field.  Previous experience working in a nonprofit office environment is a plus. Valid Minnesota Driver’s license required, and must be able to drive own vehicle or agency vehicle in performing duties.  Be able to work on evenings or weekends as needed.  This position requires a Criminal Background Check.

 

Salary/Benefits: Low $30K per year full benefits including life and health insurance; LTD; 403 B; paid medical, vacation, and other leaves;

 

How to Apply: To be considered for this position, please email resume, list of three (3) professional references and transcripts to:

jobs@modelcities.org

No telephone callswill be accepted.

AA/EEO Employer

 

Contact:

Community Services
(651) 632-8350
info@modelcities.org