Position Title:	Housing Department Administrative Assistant/Project Coordinator
Supervisor:	Director of Housing, Deputy Director
Supervises:	None
FLSA Classification:	Non-Exempt
Location:	2515 A Street, Anchorage
Status:	Full-Time, Monday through Friday 8:00am to 5:00pm
Salary:	$23-$25/hr

POSITION SUMMARY:

This position provides administrative assistance to the Housing Department by supporting the Director of Housing. Also supports, assists and cross-trains with other property employees, such as the Senior Property Manager, Compliance Director, Resident Managers and the Director and Deputy director of Facilities.

ESSENTIAL FUNCTIONS:

1. Provides assistance to the Director of Housing in all matters relating to administration operations. Monitors correspondence, reports, and other documents to meet deadlines. Reviews for accuracy and completeness. Maintains an archive of all administrative work.
2. Monitors deadlines, calendar issues, preparations of audits, and similar administrative support.
3. Administratively supports all Housing Department management staff including the Housing Director, Deputy Director, Senior Property Manager, Compliance Director and Director and Deputy Director of Facilities. Administratively supports the Resident Manager staff when necessary and appropriate.
4. Types reports, business correspondence, memos, schedules, and other statistical and financial data accurately, grammatically correct and in a timely manner.
5. Prepares and completes monthly administrative duties such as billing, Key Performance Indicator report and Monthly, Quarterly and Annual reporting as required.
6. Processes Move Outs in the Yardi System within time constraints given by law. Sends letters of collection as needed.
7.  May be required to build and maintain Excel spreadsheets for data analysis on special projects.
8. Performs data review and spreadsheet entry for audit preparations. Engages in compliance projects as assigned.
9. Under the direction of the Senior Property Manager, coordinates collection activities through designated vendors.
10.  Orders and tracks office supplies for both the administrative office and project sites. Every opportunity to save money or obtain discounts is encouraged. Tracks office supply budgets to ensure departmental compliance.
11. Ensures meetings are set-up on time and running smoothly. Orders lunch if needed and takes minutes if required.
12. Performs as relief receptionist at the front counter when needed. Receives calls and gives information to callers. Screens and routes calls to appropriate destination. Performs related receptionist duties.
13.  Uses time wisely and efficiently. When assigned work is completed, uses initiative to request additional work. Carries out verbal and written directions, applying organization’s policies and procedures.
14. Recognizes and maintains confidentiality of work materials as appropriate.
15. Works independently in the absence of supervision and uses initiative and judgment in dealing with workflow and uncertain situations.
16. Performs other related duties as assigned.

NONESSENTIAL FUNCTIONS:

17. Runs errands on request. (Must have driving record, license and insurance information on file with the HR office before driving personal or company vehicle for NWAK.)

Statement of Physical/Mental Requirements of the Job:

(N = Never; R = Rarely; O = Occasionally; F = Frequently; C = Continually)

Work Inside – C Work Outside – R Extreme Cold Weather – N Fumes or Airborne Particles – N Toxic/Caustic Chemicals – N Blood-Borne Pathogens – N Fire/Explosion Risk – N Electric Shock Risk – N Loud Noise – N Confined Spaces – N Normal Office Environment – C Seeing: Close Vision – C Color Discrimination – R Peripheral Vision – R Depth Perception – R Focusing Ability – C	Lifting up to 10 lbs  – C Lifting 11-20 lbs – F Lifting 20-30 lbs – O Lifting over 30 lbs – R Push/Pull (explain below) – C Sitting – C Standing – F Walking – C Stooping/Kneeling – R Crawling – N Reaching & Grasping – C Hand/Finger Dexterity – C Climbing/Balancing – N Speaking – C Hearing, Telephone Use – C Smelling/Tasting – N Computer Keyboard Use – C
Driving auto from job site to job site in normal city traffic – R Other (explain): Push/pull involved in rolling chair to/from desk while in sitting position. – C

The physical demands and work environment described above represent those that an employee must meet to successfully perform the job’s essential functions.  Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

MINIMUM QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Education or Experience: High school diploma or equivalent. Five years of experience in a secretarial, administrative assistance or customer service position.
• Language and Communication Skills: Must read, write, speak and understand English to deal effectively with the public. English usage for verbal and written communications must be at a very high level. Ability to communicate in a professional, pleasant, tactful way with the public and NWA staff.
• Mathematical Skills: Basic arithmetic to perform simple accounting principles. Must understand basic accounting and financial concepts and use analytical abilities and good judgment in working with business documents.
• Reasoning and Judgment Abilities: Must be able to follow the directions of the supervisor and determine when to ask for help or guidance. Refers to manuals and regulations when needed.
• Certificates, Licenses, Registrations, Certifications: None required.
• Equipment: Use of multi-line phone system, desk-top computer, photocopier, facsimile machine and similar administrative equipment.
• Other Skills or Abilities: Computer/keyboard skills to use Microsoft Office, Word and Excel. Must have sufficient computer skills to learn YARDI housing software. Ability to work independently in a stressful environment with constant interruptions. Ability to problem-solve. Ability to present a positive and professional image to the public. Skill to handle multi-line phone with accuracy and ease. Ability to work independently without direct supervision. Ability to be punctual and reliable.
• Conflicts of Interest: The incumbent of this position must avoid conflicts of interest and the appearance of conflicts of interest with contractors of NWA and those who bid on contracts with NWA.
• Confidentiality: This position requires the confidential handling of information, both internal to the organization and external materials submitted by clients and residents.

PREFERRED (but not required) QUALIFICATIONS:

Prior experience in property management administration is preferred.