Administrative Assistant

ABOUT US

The West Side Federation for Senior and Supportive Housing, Inc. (WSFSSH) is a community-based organization responding to the need for low-cost housing. Our mission is to provide safe, affordable housing with supportive services within a residential setting that enhances the independence and dignity of each person. WSFSSH develops, manages, and provides social services in housing for low-income persons, especially those who are older, who have experienced homelessness and who live with mental illness.

Job Summary

The Administrative Assistant provides support to ensure efficient daily operations to the Property Manager to ensure effective daily operations of our senior residential offices. This key role serves as a key point of contact, supporting staff, leadership, vendors, and our senior residents to promote smooth workflow and operational effectiveness.

Please Note : This is a full-time position (5) days a week on-site.

Job Duties & Responsibilities

Responsibilities include but are not limited to :

Manage general office functions but not limited to filing, faxing, Email / Phone correspondence

Assist manager when responding to building violations

Maintain and distribute all management office lists related to tenants, vendors, staff and miscellaneous documents to tenants or personnel

Schedule quarterly maintenance of equipment with vendors, schedule fire drills, and schedule maintenance of office equipment as needed

Order supplies when needed : key blanks, appliance parts, office supplies, cleaning Fania and maintenance supplies and equipment if needed

Document vendor repair work

Maintain vendor contract files

Document problems encountered, & propose resolutions

Maintain Certificate Book / Log. Must ensure all inspection certificates and equipment inspections are current and have not expired

Assist manager with maintaining tenants’ files consisting of :

Oversee office space organization and filing system

Maintain tenant charts and files

Manage office inventory

Maintain working relationship with vendors and process invoices

Oversee management of applicant waitlists

Assist in collecting document and reviewing income certifications

Document and maintain incident reports

Assist in preparing and managing Legal correspondence

Maintain building work orders and track to ensure completion

Cover Front Desk during designated times, including daily lunch breaks

Participate in Post office runs

Implement emergency procedures as necessary

Assist in rent collection and check processing

Work with residents on personal organization and schedules; recreation, and other activities

Assist Supervisor with gathering and tracking client statistics

Review and monitor resident work orders, coordinate between resident, social services, and Property Management

Actively engage with tenant and staff to participate in building activities

Attend training sessions and conferences as required for enhancement of job skills

Assist with other duties as directed

Required Knowledge Skills & Abilities

Establish and maintain high levels of care, respect for, and communication with tenants and staff

Work cooperatively with other staff members :

Collaborate effectively with colleagues and team members

Proficient math and writing skills

Proven computer literacy in Microsoft Office (Excel, Word, Outlook)

Real Page experience, highly preferred

Detailed and organizational skills is required

Emotionally, mentally, and physically able to perform job responsibilities.

bilingual English / Spanish, highly preferred

Other tasks or assignments as mutually agreed with supervisor(s)

Required and Preferred Education, Experience and Credentials

High School or GED required. Associate or bachelor’s degree preferred

Minimum of one-year relevant administrative office experience

Minimum of one-year of experience working with the elderly population

Physical Requirements

Prolonged periods sitting at a desk and working on a computer

Must be able to lift or push up to 10 pounds at a time

Travel within our sites, as needed

Benefit Overview

Westside Federation of Senior & Supportive Housing offers full-time employees a comprehensive choice of benefits that include Medical, Dental, Vision, 403 (B) retirement savings, Flexible Spending Accounts (FSA), Life & Disability, Short-term and Long- term Disability, Employee Assistance Program (EAP) commuter benefits and more Voluntary benefit options and Time Off that includes 11-12 paid Federal Holidays, accrued Vacation and Sick Time.

EEO Policy or Statement

WSFSSH is an Equal Employment Opportunity Employer (EEO); employment is based upon employees’ qualifications without discrimination, on the basis of race, creed, color, national origin, religion, sex, age, disability, marital status, sexual orientation, military status, citizenship status, genetic predisposition or carrier status, or any other protected characteristic as established by law.

Monday - Friday 9am- 5pm

(35) hours per week