Administrative Assistant - Seattle, United States - Community Roots Housing

Description

Job Description

Compensation: $24 to $26 per hour DOE
Benefits: Medical, dental and vision insurance is free for employee coverage

Location: Capitol Hill, Seattle, WA On-Site

Schedule: Full Time during business hours, some evening hours required.

Company Summary:

Everyone has the right to a quality, affordable home. At Community Roots Housing, this truth drives our work. By embracing community-led development and engaging in deep-rooted partnerships, we're fostering vibrant, equitable communities where everyone has access to safe, affordable and welcoming homes. Today, nearly 50 apartment buildings – over 2,000 residents -- we continue our commitment to build community with and for people. We are a top performing, high-capacity not-for-profit corporation with an innovative portfolio throughout the Seattle area. Our buildings have won numerous awards from HUD, Urban Land Institute, Affordable Housing Finance Magazine, Future wise and other community development awards.

We are intentional in our hiring processes, seeing it as a chance to interrupt the cycle of racial and economic injustice that limits communities from accessing employment, building skills and investing in their own leadership development. We prioritize applicants who have firsthand experience in navigating the many systems that our residents face which impede their opportunities for success, as majority low-income, LGBTQ, and people of color.

Job Summary:

The Administrative Assistant will work on the Administrative Team providing clerical yet essential support to each part of the organization. Most of their time going to administrative functions such as providing Executive Team support, as well as across the organization, under the direction of the Office Manager. This role will have an opportunity to work with many different departments and learn a variety of skills within Community Roots Housing (CRH). Some evening hours may be required.

The person filling this position must demonstrate excellent attention to detail, strong organization skills and possess the people skills necessary to coordinate the flow of information to and from staff and management, who possess varying degrees program experience. This person will be able to handle sensitive and confidential information with poise and diplomacy and perform their duties efficiently and in a timely manner. Characteristics this person will need to demonstrate are integrity, initiative, self-direction, flexibility, a sense of humor, grace under pressure, ingenuity, and mutual respect for co-workers. This position will be required to work in office.

Essential Functions:

• Mail: sorting and distributing, transporting time-sensitive mail, and coordinating courier services on extremely time-sensitive mail.
• HR clerical support.
• Property Management clerical support.
• Front desk support.
• General Finance Department support, including but not limited to managing the check log, etc.
• Maintain check log for CRH Foundation, submitting on monthly basis.

Duties and Responsibilities:

General Administrative Support: Routine/daily administrative tasks, including but not limited to:

• Mail: sorting and distributing, transporting time-sensitive mail, and coordinating courier services on extremely time-sensitive mail.
• General Finance Department support, including but not limited to managing the check log, backup check printing, copying checks, updating abila, etc.
• Maintain check log for CRH Foundation, submitting on monthly basis.
• Order office supplies on weekly basis
• Order business cards and badges for all staff. Maintain main office mailbox names.
• General upkeep of main office tidiness, keeping printers stocked with paper, etc.
• Provide front desk coverage when Front Desk Assistant is out of office.
• Answer info email inbox
• Answer organization's main phone line

Human Resources Support:

• Maintain personnel and applicant files
• Assist hiring managers with phone screens
• Assist with New Hire Orientation and onboarding activities for new hires
• Maintain organization of HR files
• Employment verifications and reference checks
• General administrative support, minor data entry and verifying HR data entry

Property Management Support

• Update office accounts and directory for Portfolios
• Send out weekly reports: Vacancy, Move-Out, Property Date, etc.
• Complete weekly audits for Director of Property Management
• Send out On Call email reminders
• File rent concessions and checks
• Any other tasks assigned by Directors of Property Management, Facilities, Property Operations and Compliance

Meeting and Event Support: Provide meeting and event support to all departments, including setup, logistics and coordination. This may include but is not limited to:

• Small and large meetings and events with external parties (including CRH Annual Meeting, monthly Board meetings, Safety Committee, DEI Committee, Resident Advisory Council, etc.)
• Staff events led by the Administration and Events Committee (such as quarterly All Staff Meetings, annual Staff Picnic, monthly Staff Appreciation events, annual Holiday Gathering, etc.)

Executive Team Administrative Support:

• Schedule meetings on behalf of Executive Team members.
• Provide word processing and presentation formatting/design support, particularly PowerPoint.
• Provide assistance to Executive Team members as needed.

Other duties as assigned.

Minimum Qualifications:

• Experience providing direct support to Senior Leadership
• One to three years of general administrative experience or general office support
• Ability to interact with staff at all levels in a fast-paced environment
• Proficiency with Microsoft Word, Excel, Outlook, PowerPoint and database programs
• Detail-oriented and proven ability to balance competing priorities
• Strong interpersonal, oral and written communication skills
• Ability to identify and solve problems; to formulate ideas that increase efficiency of operations
• Ability to work well with diverse populations
• Commitment to ensuring financial integrity, and ability to handle highly confidential information with discretion
• Demonstrated ability to work independently and manage deadlines; manage competing priorities; and maintain high standards for accuracy and productivity
• Passion to support the mission of Community Roots Housing

Preferred Qualifications:

• Strong interpersonal and communication skills, writing and editing experience, and a desire to work in an environment requiring teamwork, conflict resolution, and respect for others; ability to work well with diverse populations
• Knowledge of low-income housing development and operations

Supervisory Responsibility:

None

Disclaimer: This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities and activities may change or new ones may be assigned at any time with or without notice.

Community Roots Housing is an Equal Opportunity Employer. Candidates of color, LGBTQ candidates, women, candidates with disabilities and candidates of all religions and national origins are strongly encouraged to apply. Community Roots Housing is a "Ban the Box" employer. However, per Federal Department of Housing and Urban Development requirements, any candidate selected for this position must undergo a criminal history background check prior to employment.