CommonBond Communities

Administrative Assistant

Location
Minneapolis, MN
Posted
Nov 20, 2020
Closes
Dec 20, 2020
Ref
ADMIN01534-2_2
Contact
CommonBond Communities
Category
Other
Job Type
Employee
Employment Status
Full Time

Home is the foundation for everything in life. Since 1971, our model has been about supporting residents in finding stability and achieving their goals. It’s why we’re more than housing—we combine quality affordable homes with our on-site Advantage Services—because we believe that with the right support and opportunities, all people can thrive. Today, over 13,000 people—families, seniors, veterans, and people with disabilities and other barriers—call a CommonBond community “home.”  Our core values are Respect, Integrity, Partnership, Innovation, and Excellence. We live these values and look for people who embody them to represent our organization in the community. If this sounds like you, please consider joining our team. 

CommonBond invites qualified applicants to apply for a part-time Administrative Assistant at Seward Tower East in Minneapolis, MN. The Administrative Assistant maintains a professional consistent presence and acts as the critical first point of contact for inquiries to the Housing & Services department. This person answers phones, greets visitors, maintains essential contact information throughout the company, and provides various administrative support functions.

Schedule: Weekdays, varied office hours

 

Why CommonBond Communities?:

  • Work-life balance
  • Competitive salary
  • Employee referral program
  • Comprehensive benefits package  
  • Employee recognition and rewards program
  • A respectful and growth-oriented workplace
  • A chance to make a difference in the community!
  • Ongoing training and professional development

 

ESSENTIAL JOB FUNCTIONS AND ASSOCIATED TASKS

Answers and directs incoming calls

  1. Maintains a pleasant and approachable attitude
  2. Answers general inquiries about CommonBond and its properties
  3. Directs calls appropriately to staff or sites
  4. Develops knowledge of phone and voice mail systems using hold, speed dial, conference calls, forwarding and transferring features and trouble-shooting
  5. Maintains presence at the front desk as scheduled

Processes documents for Central Filing

  1. Obtains documents for Central Filing from appropriate staff
  2. Scans documents for Central Filing and puts information into appropriate folders
  3. Performs miscellaneous duties as needed

Maintains communication flow and business processes

  1. Utilize Outlook email function – read and respond to emails
  2. Schedules meetings and trainings for small and large groups
  3. Types minutes and agendas for internal meetings

Cash Receipts

  1. Receives and processes incoming cash and checks, receipts
  2. Scans checks and forwards information to appropriate personnel.
  3. Creates check requests for multiple properties and tracks appropriate information
  4. Completes site billing requests and spreadsheets each month for a variety of vendor invoices

Provides administrative support functions needed

  1. Maintains confidentiality when handling sensitive documents
  2. Various administrative tasks as assigned including word processing, data entry, proofreading and editing, filing
  3. Compiling and providing information to our business partners and stakeholders on a regular basis
  4. Processes incoming and outgoing mail
  5. Makes travel arrangements for staff

 

QUALIFICATIONS

  • High School diploma or equivalent
  • Proficiency in MS Word, Excel and database software
    1. High level of knowledge in Excel Required: spreadsheets, formulas, etc.
  • Minimum two years receptionist and administrative experience in a busy professional office
  • Ability to successfully manage multiple projects
  • Demonstrated ability to successfully manage a busy multi-line telephone system
  • Demonstrated experience with data entry
  • Demonstrated ability to type 45 wpm
  • Attention to detail and ability to effectively proofread
  • Ability to maintain confidentiality
  • Excellent interpersonal, organization and communication skills

 

PHYSICAL REQUIREMENTS

  • Ability to sit for extended periods of time
  • Ability to bend at the waist, kneel, stoop
  • Ability to lift and carry up to 30 pounds
  • Ability to walk up and down flights of stairs
  • Ability to accurately type 45 words per minute
  • Specific training in word processing and use of computers
  • Ability to stand for extended periods of time
  • Ability to reach above shoulders
  • Ability to open and close files drawers
  • Ability to file documents for extended periods of time

 

rec:max

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