Administrative Assistant - Borinquen Court/Tres Puentes

West Side Federation for Senior and Supportive Housing, Inc.

Borinquen Court/Tres Puentes Campus

Job Description: Administrative Assistant

The West Side Federation for Senior and Supportive Housing, Inc. (WSFSSH) is a community – based organization whose mission is to provide safe, affordable housing with supportive services within a residential setting which enhances the independence and dignity of each person. WSFSSH develops, manages, and provides housing for low-income older persons, many of whom live with mental illness and/or have experienced homelessness.

Under the supervision of the Borinquen Court/Tres Puentes Campus Senior Property Manager (SPM) the Administrative Assistant is responsible for the following ;

ADMINISTRATIVE ASSISTANT RESPONSIBILITIES:

• Provide general administrative and office support to Borinquen Court/Tres Puentes Management Office, as requested and instructed
• Draft/type correspondence, filing, scanning of documents, send emails, faxes, creating memos, notices, as requested
• Answer telephones, take messages, communicate urgent matters to the property manager;0
• Assist SPM with creating and maintaining contractor and vendor file system
• SPM approval ordering of office supplies and maintaining office supply inventory
• Maintain applicant wait list
• Enter data information into Realpage electronic waiting list
• Purge applicant electronic wait list and mailings as prescribed by HUD regulations
• Assist with initial lease executions and amendments and lease renewals, as requested and instructed
• Assist with preparing a variety of reports, including (but not limited to) certified rent rolls, progress reports, certification reports, lease-up reports, income summaries, tabulation of tenant statistics and demographics, and other status reports, as requested and required
• Assist with rent collection from (3) properties, sorting rent payments from respective rent boxes and generating rent receipts
• Assist with scanning rental payments

• Assist with Spanish-to-English and English-to-Spanish translation and interpretation, as necessary.
• Create/maintain updates of files on WSFSSH/Borinquen file server and/or tenant computer data base (s) as necessary and/or requested.
• Assist with set up for meetings, presentations and events
• Assist with all applicable Low Income Housing Tax Credit and HUD subsidy requirements.
• Assist SPM maintaining current, thorough, and accurate income verification, resident files and case records to standards set by WSFSSH, HUD, NEF, HPD, and other applicable agencies. Not limited to income and entitlement verification so that they may remain in permanent housing with dignity, as safely and as independently as possible.

OTHER

• Remain flexible with scheduling as necessary to meet deadlines and accomplish site goals for certification and initial qualification of units for LIHTC/HUD purposes
• Work as a member of a team to establish and maintain high level of care and respect for and communication with residents
• Work cooperatively with other staff members
• Work cooperatively with Asset Management, Accounting, and other WSFSSH main office staff
• Share information about resident progress, needs, and problems with other staff in accordance with WSFSSH Confidentiality Policy.
• Attend training sessions and conferences as required for enhancement of job skills
• Implement emergency procedures as necessary
• Submit all required reports in a complete and timely manner
• Assist with other duties as directed

QUALIFICATIONS EXPECTED:

• At least 21 years of age
• Bilingual in English and Spanish
• BA/BS College Degree or equivalent
• Minimum of two years of experience working in the area of government entitlements
• Prior experience working with homeless individuals and/or others with special needs preferred
• Strong organizational skills and orientation to detail
• Strong computer skills
• Ability to safeguard confidential information with propriety within the framework of WSFSSH policies and all federal, state, and local laws and all allocating agency requirements.
• Able to work in a multicultural and diverse environment
• Able to perform job responsibilities.

Equal Employment Opportunity (EEO) has been, and will continue to be, a fundamental principal at WSFSSH, where 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.

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