Roving Administrative Assistant

Overview

COMPANY SUMMARY:

The John Stewart Company is a full-service housing management, development and consulting organization that began in 1978 with a commitment to providing high quality service in the affordable housing sector. We work to  enrich the lives of our residents and employees, while delivering our services cost‐effectively, efficiently and with the highest levels of professionalism, compassion, integrity and respect.

SUMMARY OF THE POSITION:

Under the direction of the Property Manager, the Administrative Assistant is responsible for assisting with the overall operation of the facility. They must relate well to people, have demonstrated sensitivity to and interest in the targeted clientele and exercise good judgment when interacting with residents, clients and staff.

Perform a variety of clerical, administrative, and support duties including typing correspondence and reports, creation and maintenance of spreadsheets, filing, making copies, mailings, answering phone inquiries, and other duties as requested.

Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.

Responsibilities

PRIMARY JOB FUNCTIONS

Support - Providing administrative assistance to Property Manager.

Correspondence – Type drafts for approval by manager, make copies for filing, label, and mail correspondence. Use proper business letter style, correct mistakes, and prepare final documents in a timely manner.

Files – Create and maintain files, both hard copy and electronic as requested by regional managers and in accordance with JSCo practices. Keep files organized and labeled for easy retrieval by administrative staff and managers.

Document Creation – Update and/or create spreadsheets, fliers, reports, and other documents as requested. Save documentation in the appropriate location online, and hard copies as necessary. Label all documents in accordance with JSCo practices.

Scheduling – Manage schedules as requested for regional managers, set up appointments and reminders as necessary or requested.

Customer Service – Place and receive calls to vendors, utilities, bookkeepers. Field phone calls. Take detailed messages. Provide information and assistance in a professional manner.

Mailings – Assist with making copies (in house or through a copy shop) assembling enclosures, creating labels, and meeting deadlines for mailings.

Qualifications

MINIMUM QUALIFICATIONS

Demonstrated experience/training/certification that provides the necessary skills to complete all tasks described in the job description, with or without a reasonable accommodation.

KNOWLEDGE

Problem Sensitivity/ Deductive Reasoning — Discovery or anticipate problems and use independent judgment and decision making to solve any problems.  Apply logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems considering the relative costs and benefits of potential actions to independently choose the most appropriate one.

Policies and Regulations — Knowledge of company policies, federal, state and local laws, government regulations and agency rules that pertain to properties managed.

Written Comprehension and Expression — Ability to read, understand and communicate information and ideas in writing so others will understand.   

Oral Comprehension and Expression — Ability to listen to, understand and speak so others can understand ideas and information presented verbally. 

Mathematical Skills — Ability to add, subtract, multiply, and divide, using whole numbers, fractions, and decimals.  Ability to compute rate, ratio, and percent.  Ability to read and understand basic financial statements and a willingness to learn to prepare annual budgets.

Time Management/Organization – Ability to multi task and manage multiple projects while staying organized

Switchboard Experience – Ability to operate multi-line switchboard.

EXPERIENCE

Experience working with people of various cultural background, especially those with mental health issues or special needs is a plus.

• A minimum of two years of administrative assistance experience. Previous experience in document creation, filing systems, customer service, switchboard reception and completing projects with minimum guidance.
• Demonstrated knowledge on Microsoft Office programs such as Word, Excel, and Outlook
• Proficient in Microsoft Word, Excel, PowerPoint and Outlook.
• Ability to read, write and excellent communicate skills in English.
• A minimum of 2 years of administrative assistance experience.
• Professional demeanor with the ability to adapt to last-minute changes.
•  Highly organized with the ability to prioritize to meet deadlines.

Benefits-at-a-glance

 Benefits for Employees who work 30+ hours/week -

• Medical, dental and vision care; preventative medical care paid at 100%.
• Vacation leave of up to ten days per year in the first year.
• Up to 80 hours of sick time per year.
• Flexible Spending Accounts for Health Care and Dependent Care.
• Company paid Life AD&D Long Term Disability.
• Free, confidential counseling through our Employee Assistance Program.
• Commuter benefit program.
• Discounts for AT&T and ClassPass.
• $100 annual Wellness Reimbursement.
• Matching 401(K) Retirement Savings Plan of up to 2% of your compensation (for any employee who works 20 hours or more per week).

Benefits for Employees who work less than 30 hours/week - 

• Free, confidential counseling through our Employee Assistance Program.
• Commuter benefit program.
• Discounts for AT&T and ClassPass.
• $100 annual Wellness Reimbursement.
• Matching 401(K) Retirement Savings Plan of up to 2% of your compensation (for any employee who works 20 hours or more per week)
• Up to 80 hours of sick time per year.

Equal Opportunity Employer

The John Stewart Company provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, marital status, veteran status, or any other consideration made unlawful by federal, state, or local laws. The John Stewart Company will consider for employment qualified applicants with criminal histories in a manner consistent with the requirements of the San Francisco Fair Chance Ordinance and Los Angeles Fair Chance Initiative.

California Consumer Privacy Act

Effective January 1, 2020, the California Consumer Privacy Act requires businesses that meet certain minimum threshold requirements to provide a “notice at collection” to applicants for employment who reside in California.  The notice at collection describes the categories of personal information to be collected about these California applicants and the purposes for using that personal information.  Therefore, we have posted the Company’s “Notice At Collection For California Applicants” here.  Please review this Notice at your convenience.

Compensation: 23 to 24 (USD)