Administrative Assistant/Receptionist - Accounting Center

Overview

COMPANY SUMMARY:

The John Stewart Company is a full-service housing management, development and consulting organization that began in 1978 with a commitment to providing high quality service in the affordable housing sector. We work to  enrich the lives of our residents and employees, while delivering our services cost‐effectively, efficiently and with the highest levels of professionalism, compassion, integrity and respect.

 

 

SUMMARY OF THE POSITION:

Assists the Regional Accounting Director in daily operations of the Accounting Center, communicates with tenants, visitors, staff, and vendors.  Answers the phone and takes written messages, processes mail, make bank deposits, maintains office organization, proficient in Microsoft excel and word, enforces policies in a manner consistent with company policy, and keeps the reception area neat.

 

 

Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.

Responsibilities

• ADMINISTRATIVE DUTIES AND RESPONSIBILITIES:

  • Answer telephones, direct calls and take messages.
  • Process all incoming mail, distribute to the correct individuals, and completes all daily outgoing mail in a timely manner.  To include date stamping all incoming material, stocking mail supplies, updating postage machine, sealing envelopes, adding postage to outgoing mail, and creating mailing labels.
  • Completes and updates Property Emergency Data Sheets, Update company answering service, investigate calls, and contact Regional Manager and Property Staff as needed.
  • Write up bank deposits to either mail or scan to bank.
  • Send payroll and management fee checks and other checks payable to JSCo to corporate office bi-weekly.
  • Calculate monthly corporate charge back.
  • Update and maintain property codes on copier.
  • Respond to emergencies by calling the appropriate emergency service, (i.e., police, ambulance, fire department) and act as a resource in emergency situations. 
  • Communicate all problems to Regional Accounting Director for assistance in resolutions. 
  • Request assistance in difficult situations by calling the appropriate staff person.  Make appropriate decisions with the purpose of allowing oneself to handle situations on your own when absolutely possible. 
  • Be courteously and professionally with residents, clients, staff, and vendors while maintaining personal boundaries.
  • Maintain a neat, clean and organized work environment.
  • Assist in office responsibilities such as completing office supply orders, maintain accurate filing, faxing, copying, and other duties that may be assigned by management.
  • Creating Excel databases, Word documents, and proof reading as needed.
  • Assist Office Manager with daily upkeep of the Administration Area to include cleaning the break room, cleaning the supply room, stocking paper in all copiers, and insuring all supplies are accessible and stocked.
  • Responsible for opening and closing the office for business.
  • Perform all other related duties such as attending staff and training meetings.
  • Ensures adherence to all safety and maintenance requirements of JSCo.

   

   

  ACCOUNTING DUTIES AND RESPONSIBILITIES

  • Receive out-going property checks, stuff envelopes and process for out-going mail on daily/weekly basis as given.

Qualifications

To perform this job successfully, an individual must be able to perform each primary job function satisfactorily.  The requirements listed below are representative of the knowledge, skill and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

SKILL

• Problem Sensitivity/ Deductive Reasoning — Ability to tell when something is wrong or is likely to go wrong and then apply general rules to specific problems to produce answers that make sense.  Use logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
• De-escalation  - Ability to remain calm and reduce the severity of situations so that they me handled in a diplomatic and professional manner.
• Written Comprehension and Expression — Ability to read, understand and communicate information and ideas in writing so others will understand.      
• Oral Comprehension and Expression — Ability to listen to, underst