Administrative Assistant

 

JOB DESCRIPTION

Administrative Assistant

Human Resources & Housing Development

 

DATE POSTED:         September 15, 2017

REPORTS TO:         Human Resources Manager & Housing Development Director

HOURS:                 Full time, 40 hours per week

PAY RANGE:           $33,597.00 – 40,316.40 (fulltime annual)

BENEFITS:             Medical/dental/vision, Life/Disability, retirement, vacation & sick leave

 

The Low Income Housing Institute (LIHI) develops housing opportunities for people who are low-income and/or homeless, provides technical assistance to communities and other non-profits, and advocates for housing justice.

 

The Human Resources & Housing Development Assistant is responsible for providing administrative support to the Human Resources and Housing Development departments. This is a non-exempt position. The Human Resources & Housing Development Assistant also provides clerical and data-entry assistance as needed by Housing Development and Human Resources staff.

 

Responsibilities:

HR Support- 2.5 days a week

  • Work with the HR Manager to coordinate advertisement of job openings, log resumes and set up interview appointments.
  • Work with HR Manager and hiring supervisor to take care of office-related new hire needs (phone set up & training, mailboxes, work space needs, etc.)
  • Conduct research on HR topics via phone, email and internet.
  • Maintain office employee birthday list and send out email announcements.
  • Work with HR Manager to oversee/manage/recruit Safety committee.
  • Log employee injury data for main office.
  • Keep main office in compliance with posting of appropriate government employee notices and licenses.
  • Schedule meetings, appointments and arrange meeting space.
  • Copy, distribute and sent mail and faxes. Arrange for messenger/delivery service.
  • General word-processing projects such as correspondence, staff meeting minutes and project reports. Draft, edit and send correspondence.
  • Prepare statistical reports using Excel and Word.
  • Maintain logs for staff training.
  • Set up and maintain filing system and document control.

 

Housing Development Support -2.5 days a week

  1. Organize and file all project documents and records.
  2. Notarize documents.
  3. Assist with the management, preparation and tracking of the heavy document flow for applications for funding.  Maintain the data base on certain LIHI standard items for application funding.  Prepare and collate the final material for the applications.  Maintain internal filing of the final applications.
  4. Assist with consultant contract preparation and administration of the contracts and monitoring consultant insurance certificates.
  5. Assist with the coordination and tracking of permits for projects including but not limited to dry utilities, sewer/water and facility charges.
  6. Acquire a working knowledge of the projects, and update monthly project status reports on each project from the Housing Developers.
  7. Coordinate with other members of the Housing Development team on each project.
  8. Assist Housing Developers with invoices, high orbit and the preparation of draw requests for the various funding sources.
  9. Perform other duties as assigned by the Deputy Director and Housing Developers.
  10. Provide support as needed with sales of condominiums/ homes by tracking escrow, document filing, monitor compliance with sales requirements and prepare sales weekly sales reports. Work with escrow and the lender to close the sales of the units.
  11. Assist in the coordination of supportive services, property management and housing development as required.
  12. From time to time there may be assignments to assist supportive services and URS to prepare grant applications and to prepare Agreements of Mutual Understanding with social service partners.
  13. Assist to organize the Housing Development Department to schedule, coordinate and pack for office relocations.
  14. Other office duties and responsibilities as assigned.
  15. Must pass criminal background checks and drug screening.

 

Qualifications:

 

  • A minimum of four years progressively responsible administrative experience, preferably in a role of supporting management staff. A college degree may substitute for two years’ experience.
  • Working knowledge of personal computers and word processing and spreadsheet software programs.
  • Excellent organizational skills and proven ability to work without direct supervision.
  • Ability to maintain strict confidentiality.
  • Excellent English oral and written communication skills.
  • Ability to get up and move around the office frequently throughout the day to handle various responsibilities.
  • Ability to lift 30 lbs.

 

Desired Qualifications:

 

  • Ability to take initiative, establishes, and organizes priorities in a high pressure environment.
  • Demonstrated ability to work with people with sensitivity to cultural class issues, and a demonstrated commitment to social justice and/or low-income housing.
  • Proven ability to work with minimal direct supervision.
  • Willingness to learn.

This is a unionized position, represented by Local 8 of the Office of Professional Employees International Union (OPEIU).

If interested in this position please send in a cover letter and resume. Application forms can be used as a substitute to a cover letter and resume, but are not required during the first step of the application process. Applications are available on the LIHI website at www.lihi.org, may be obtained in person at the office, or will be mailed to you by phone request at (206) 443-9935 ext 0. All application materials should be mailed, faxed, or dropped off in person to:

 

 

The Low Income Housing Institute

Attn: HR – Development Admin. Assist. Position

2407 1st Avenue,

Seattle, WA 98121

Fax: (206) 443-9851

Or e-mailed to: lihi@lihi.org

 

NO PHONE CALLS, PLEASE

 

Closing date: Open until filled.

 

The Low Income Housing Institute is an equal opportunity employer. LIHI participates in E-Verify. Qualified women and minorities are encouraged to apply.

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