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Employment Blog

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bayveiw

Job Title Office Assistant
Reports to Office Manager

Purpose

The Office Assistant is the initial contact for Bayview residents and visitors and ensures everyone feels welcome and valued. He/she is responsible for answering questions, connecting people with Bayview staff, programs and/or community resources, as well as performing daily administrative tasks.

Duties and Responsibilities

  • Courteously greet all tenants, visitors and participants.
  • Provide information and answer general questions about Bayview Townhouses and the International Center for Education and the Arts.
  • Serve as the primary phone operator and direct callers and visitors to appropriate staff or program.
  • Provide information and resource referral to residents and visitors.
  • Assist with resident recertification and leasing, wait list management, rent collection and other duties related to the administration of Bayview Townhouses.
  • Serve as the initial contact for resident maintenance requests and work orders; perform follow-up phone calls and satisfaction surveys.
  • Schedule Bayview’s International Center for Education and the Arts facility use, including answering questions, responding to requests, drafting agreements and managing data collection.  
  • Develop system to track program data and develop quarterly demographic reports.
  • Create monthly building calendar.
  • Assist with fundraising mailings and events and manage donor mailing list.
  • Assist with the coordination of Bayview’s food access programs.
  • Maintain awareness of who is coming in and out of the building and provide general security.
  • Keep workstation and main lobby common areas organized, attractive, and free of clutter.
  • Keep bulletin boards current and organized.
  • Update social media and website as directed.
  • Complete opening and closing procedures as needed.
  • Additional duties as assigned.

Qualifications

  • Excellent customer services skills. Highly skilled in greeting visitors and creating a warm and welcoming atmosphere.
  • Able to give accurate and detailed information to callers and visitors.
  • Proven record of answering telephone, giving relevant information to callers and routing calls to appropriate staff.
  • Thorough understanding of making copies of printed documents, and filing documents, reports and records.
  • Ability to work and converse well with all colleagues, residents and other external contacts.
  • Computer Skills/Software: Extremely proficient in Microsoft Office applications, including Word, Excel, and PowerPoint.
  • Proficient in updating website content and social media.
  • Proficient in the use of email, including large scale email distributions.
  • Abilitytomaintainconfidentialityinworkingwith clientsandinformation.

Desirable, but not required

  • Proficiency in a second non-English language, especially Spanish, Hmong, or Lao
  • Familiarity with local human service organizations for low-income residents
  • Knowledge of housing and/or leasing software
  • Experience working in culturally diverse settings
  • Familiarity with affordable housing

This is a part-time position (30 hours per week) Monday through Friday (11:00am to 5:00pm) with benefits, including: medical/dental; vacation and sick time; 403B retirement plan.

 

To apply, submit resume and cover letter with salary expectations to:

Attn: Alexis London

Bayview Foundation, Inc.

601 Bayview

Madison, WI 53715

Email: This email address is being protected from spambots. You need JavaScript enabled to view it.

No phone calls please.

Priority will be given to applications received by June 12th at 4:00pm.

AA/EOE

 

Hmong Madison @2014