Administrative Assistant

Summary: The Administrative Assistant is needed to assist the Resident Managers responsible for processing applicant and resident files to meet eligibility compliance.  Also, will act as receptionist as needed when Resident Managers participating in appointments with residents or applicants. Responsibilities include but are not limited to assisting with the completion of documentation for resident files and/or property management, answering incoming phone lines, filing, accepting rent payments, receiving work orders, interacting with residents and reception of walk-in inquiries.

Specific Duties and Responsibilities: The following reflects Burbank Housing’s definition of essential functions for this job but does not restrict the tasks that may be assigned.

1. Serves as receptionist, answering phones, responding to emails as needed when Resident Manager is occupied in interviews with applicants/residents.
2. Receive and review resident applications for completeness; show available units if rent ready.
3. Under guidance of Resident Manager, follows Burbank Housing’s procedure for processing eligible applicants within the program guidelines attached to the property (i.e. TCAC, USDA, CHFA, HUD, RHCP).
4. Accepts rent payments from residents submitting in person.  Secures as instructed by Resident Manager.
5. Receive, review work orders from residents; enter in Yardi; post 24-hr notices to residents
6. Other duties as assigned.

Qualifications Requirements: The requirements listed above are representative of the knowledge, skills, and/or ability required.  Reasonable accommodations may be made (except experience levels) to enable individuals with disabilities to perform essential job functions.

Education and/or Experience:

• High School Diploma.
• Associate’s Degree or Certificate in Administrative Services or Business Administration.
• 1-2 years of experience in a clerical or administrative position.

Job Knowledge/Skills: 

1. Commitment & enthusiasm towards achieving Burbank Housing’s Mission and Vision Statements.
2. Ability to work cooperatively and effectively with a diverse group of people.
3. Ability to communicate proficiently both orally and in writing.
4. Ability to prioritize and accurately work on multiple assignments simultaneously
5. Strong interpersonal relationship skills with an ability to recognize and respect confidential information and disclosures.
6. Organizational and time management skills
7. Ability to take initiative and work with minimal supervision.

Language Skills:   Ability to write effective business correspondence.  Ability to effectively communicate information and respond to questions from groups and individuals.  Bilingual (English/Spanish) a plus.

Mathematical Skills: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.  Attention to detail and high degree of accuracy required.

Reasoning Abilities: Ability to analyze and interpret technical procedures and instructions.  Ability to collect data, establish facts, and draw valid conclusions.

Other Skills and Abilities: 

1. Clean or acceptable criminal background history for employee and adults age 18 years and older who reside with employee.
2. Working knowledge of Microsoft Office Applications (Word, Excel, Outlook, and Access) and Windows 10.
3. Ability to maintain professionalism, remain calm, helpful and pleasant under busy and challenging situations.

Physical Demands: While performing the duties of this job, employee is regularly required to walk; sit; use hands to handle objects/operate keyboards, tools or controls; reach with hands and arms from the waist and above the shoulders; stoop; kneel and crouch; lift up to 30 pounds; talk and hear.  A pre-placement physical is required.

Work Environment: The noise level in the work environment is usually moderate.