| 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
