Administrative & Executive Assistant

Established in 1976 as a partnership between residents, funders, and local government, Ithaca Neighborhood Housing Services (INHS) is a non-profit, community development corporation affiliated with NeighborWorks ® America. INHS is dedicated to expanding the housing opportunities for low- and moderate-income residents of Tompkins, Cayuga, Chemung, Cortland, Schuyler, Seneca, and Tioga counties. It seeks to foster communities that embrace diversity, equity and sustainability in ways that produce lasting outcomes.

PURPOSE OF POSITION

The Administrative Assistant/Executive Assistant provides general clerical support to the organization including answering phones, screening and directing calls and opening/distributing the mail. The Assistant is also the initial contact for many property management activities including accepting rent, and answering questions about work orders, and property management processes.

As Executive Assistant this position will provide crucial calendar management and administrative support to the Executive Director, including transcribing and assembling monthly Board meeting minutes and packages. As the first person many encounter when visiting the INHS main office, customer service and courtesy are essential to the function.

Salary: $40,000-$50,000

DUTIES AND RESPONSIBILITIES

Administrative Support

• Greet and welcome guests as soon as they arrive at the office;
• Direct visitors to the appropriate person and office;
• Screen and direct calls to the appropriate department; explain programs, transfer calls to voice mail or take messages and make referrals to staff or to outside agencies.
• Order office supplies and keep inventory of stock;
• Perform other clerical duties such as filing, photocopying, transcribing and faxing;
• Assist with or handle mailings when requested;
• Receive, total and copy client’s payments and donations daily; accept rental payments from walk-ins and write receipts when requested;
• Maintain office machines and make service calls when needed;

Executive Assistant

• Serve as point of contact for Executive Director’s calendar; managing time effectively and coordinating communication with a wide array of contacts.
• Attend monthly Board meetings, producing minutes and assembling and distributing Board packages as needed.

Property Management/Homeownership Dept. Support

• Provide information about how to access residential rental contact information and waitlists;
• Distribute rental applications, copy supporting documentation for potential residents;
• Make copies of applications when needed;
• Answer questions about how to report work orders to property management staff;
• Answer questions about our Homeownership Department offerings and accept ground lease payments for the Community Housing Trust program;
• Manage the Henry Saint John gym and board room rental spaces, including the scheduling, signing contracts, collecting rental payments, and assisting people that need keys for space rental.

SUPERVISORY

Reports to: Executive Director

Supervises: N/A

EDUCATION & EXPERIENCE

High school degree or GED.

Excellent interpersonal skills and the ability to work with people. Ability to work independently and manage competing priorities. Must pass a criminal background check.

Intermediate proficiency in Windows-based software including MS Word and MS Excel.

Personal qualities of integrity, credibility, and a commitment to the INHS mission to revitalize neighborhoods and to assist low to moderate income people in obtaining quality housing on a long-term basis.

TRAVEL

Travel is rare. A valid driver’s license and access to transportation is not required.

This description is not to be taken as a limiting document. Other duties may be assigned.

INHS provides equal employment opportunities (EEO) to all employees and applicants for employment. INHS is a Tompkins County Living Wage Certified Employer.

TO APPLY

Email a cover letter and resume to Kate G. de la Garza, Executive Director, at [email protected]. In the cover letter, please specifically address relevant experience and reasons for your interest in this particular position. For more information about INHS, visit www.IthacaNHS.org.