JOB SUMMARY

The Administrative Assistant contributes to the mission of Plymouth Housing by, providing front desk coverage, communicating responsively and provides administrative support to all levels of the organization while fostering an inclusive culture that celebrates diversity.

This highly visible forward-facing position serves as a consummate professional, shows a willingness to help in all critical situations and will exercise discretion and independent judgement when carrying out assignments as the position is frequently involved with sensitive, confidential issues to include all communications.

This is a regular, full-time, benefitted position.

ESSENTIAL JOB FUNCTIONS

(Responsibilities, accountabilities, and competencies; may not include all duties of this job)

Office Support

• Provides effective front desk office support, to occasional daily visitors by greeting guests and providing a welcoming and positive presence with staff, tenants, prospective tenants, vendors, board members, and volunteers, in all communication interactions – minimal telephone support.
  • Alert staff to visitors and if necessary escort to staff office or meeting area.
  • Maintain front desk and general office appearance, to include safety, and security.
• Maintains the overall front desk aesthetic and cleanliness of shared amenities and can include but not limited to, kitchen duties such as making coffee, filling and/or emptying the dishwasher, wiping down surfaces.
• Open and/or close the office according to a pre-approved business schedule.
• Process and distribute incoming and outgoing USPS mail daily and take outgoing mail to the USPS mailbox at the end of each business day. Notify staff when packages arrive and record them on the tracking manifest.
• Provides support with meetings, scheduling, and occasional events as needed.
• Schedule and support on-site and or remote trainings and meetings, as needed and can include (but are not limited to) assist with the development of training materials and take meeting notes.
• Support and arrange for facilities, meals, or catering; send invitations and track RSVPs.
• Post or circulate meeting room calendars as needed.
• Oversee and maintain supply tracking of office and janitorial supplies for Simons Admin staff and staff in other buildings as requested. Assist with occasional supply and furniture research as directed by the Administrative Services Manager.
• Maintain and ensure all office equipment is in good working order and provide troubleshooting as needed.
• Ensure copy machines are stocked with paper and toner.
• Advise manager when toner cartridges for copy machines and the postage meter are running low.
• Maintain the appropriate amount of funds in the postage meter.
• Assist with return of used cartridges.
• Contact tech support when needed for repairs.
• On occasion, this position may also help support equipment service calls in the other buildings and office locations.
• Provide project management support with a variety of ongoing key projects, as time allows. This includes but is not limited to providing project status updates, identifying project obstacles to progress, and helping to ensure projects are successfully completed.
• Maintain and assist with SharePoint pages ensuring current versions of documents are accessible to appropriate staff and outdated versions are effectively archived and document storage, with records management and retention of current and archived records.
• Collaborate with other administrative staff in all critical administrative functions; serve as back-up during their absence.
• Perform other similar duties as assigned.

Departmental Support (which may include any or all of the following):

(Under the Administrative Services Manager guidance, on occasion will provide support to other departments such as the executive team, rental office team, and finance team.)

• Executive Team Support: This support may include but not limited to calendar scheduling, phone calls, written correspondence, routine reports, and other similar tasks.
• Rental Office Support: Assist the rental office staff with the occasional reasonable accommodation request, process faxes, and receive visitors inquiring about housing availability.
• Finance Support: Copy/scan incoming checks for the finance team and record on the tracking manifest. Process weekly mailing of outgoing checks. Scan paper invoices and expense reports as assigned.
• Performs other department support as assigned by the Administrative Services Manager.

ESSENTIAL JOB QUALIFICATIONS

(Any equivalent combination of knowledge, skills, abilities, education, and experience)

Education: Associate degree or an equal combination of education and experience that provides the required knowledge, skills, and abilities to successfully perform the essential job functions.

Experience: Minimum 2-3 years’ experience as an administrative assistant or receptionist. Experience supporting multiple departments in a diverse environment is desired.

Knowledge, Skills, and Abilities:

• Committed to working toward diversity, equity, and inclusion in providing services to tenants and working with Plymouth staff. Able to communicate and work effectively with a diverse group of voices in support of Plymouth’s goal of being an anti-racist organization.
• Outstanding written and interpersonal skills with the ability to adapt and interact effectively at all levels of the organization.
• High integrity and sound judgment in decision-making, upholding discretion with confidential matters and sensitive information.
• Ability to work effectively both independently and as part of a team and ability to deliver results in both settings. Effective time management skills and initiative taking.
• Exceptional organizational skills, ability to prioritize, and strong mindfulness. Ability to manage multiple priorities and demonstrate flexibility and responsiveness in a fast-paced, changing environment. Ability to anticipate issues, prioritize workload and meet deadlines.
• Intermediate to advanced level of proficiency with full MS Office suite (Word, Excel, Outlook, etc.) and web conferencing (MS Teams and Zoom) and ability to learn and work well with customized databases and technology and conduct Internet research.

Desired Qualifications:

• Experience working in a non-profit setting is desired but not required.
• Experience working or volunteering with a diverse, low-income, or special needs population is desired but not required.