Administrative Assistant

Job Description

Job Description

The Administrative Assistant position supports the daily operations of CJE SeniorLife’s Affordable Housing department at Krasnow Residence, Village Center, Swartzberg House, and Robineau Residence low-income Affordable Housing buildings. This role is vital to ensure compliance with HUD and FHA Affordable Housing regulations. This particular position requires fluency in Assyrian (Neo-Aramaic) and Arabic to ensure that this growing demographic of our population will receive meaningful and engaging interactions. This role is responsible for translating and interpreting for potential and existing clients to ensure understanding of leasing and compliance documents and departmental communications. Additional responsibilities are aligned to ensure the department meets all HUD leasing requirements. This role reports to the Affordable Housing building managers.

Overview

CJE SeniorLife Affordable Housing Services offer 4 buildings that are affordable or offered at below market rates through HUD Section 8. The rental rate depends on a family’s gross income. Rentals include studios, one-bedroom apartments, and two-bedroom apartments. Many locations offer group activities and in-building events. Our facilities are Swartzberg House (on Touhy in Rogers Park), Krasnow Residence (on Demster in Skokie), Village Center (on Oakton in Skokie), and Robineau Residence (on Howard in Skokie). We are part of the Jewish Federation of Metropolitan Chicago.

The Administrative Assistant position supports the daily operations of CJE SeniorLife’s Affordable Housing department at Krasnow Residence, Village Center, Swartzberg House, and Robineau Residence low-income Affordable Housing buildings. This role is vital to ensure compliance with HUD and FHA Affordable Housing regulations. This particular position requires fluency in Assyrian (Neo-Aramaic) and Arabic to ensure that this growing demographic of our population will receive meaningful and engaging interactions. This role is responsible for translating and interpreting for potential and existing clients to ensure understanding of leasing and compliance documents and departmental communications. Additional responsibilities are aligned to ensure the department meets all HUD leasing requirements. This role reports to the Affordable Housing building managers.

Compensation: $20.89 per hour

Dues-paying membership in Service Employees International Union Local 73 is a condition of employment.

Shift

Monday through Friday, 8:30 am to 5:00 pm.

Essential Duties and Responsibilities

• Assists with move-in process.
• Reports Weekly Census to accountable party.
• Assists with 120-day lease recertification notifications and verifications.
• Prepares leases, lease recertifications, and necessary correspondence required and makes appointments for residents’ annual income recertification and lease renewals.
• Confirms that all necessary forms and leases have been signed by residents as required.
• Maintains Resident File integrity.
• Manages mass mailings of annual review of waiting list applicants and/or marketing materials.
• Translates documents into Assyrian (Neo-Aramaic) and Arabic for our resident population and applicants.
• Meet with Assyrian(Neo-Aramaic) and Arabic-speaking residents to learn their concerns and needs and communicate to building manager(s).
• Prepares and delivers receivables
• Makes recommendations for process improvement.
• Schedules meetings and makes appointments
• Orders and maintains supplies
• Prepares payroll records

• Prepares payables and expense reports

• Performs other clerical duties as assigned to support Housing Management Services.
• Performs all tasks listed above, and additional assigned tasks, with confidentiality.
• Other tasks as assigned.

Requirements

Education and/or Experience

• At least a high school diploma or GED is required. A bachelor’s degree is preferred.
• Two years of administrative assistant experience or equivalent combination of education and experience is required.
• Proven experience of working with older adults is required.

Language Skills

• Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.
• Ability to write reports, business correspondence, and procedure manuals.
• Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
• Fluency in English, Assyrian (Neo-Aramaic), and Arabic is required.
• Excellent verbal and written communication skill.

Certificates, Licenses, Registrations

• Certified Occupancy Specialist Training towards certification, once hired.

Other Qualifications

• Ability to apply common-sense understanding to carry out instructions given in written, oral, or diagram form.
• Ability to assess and manage problems involving multiple variables.
• Ability to understand how and when to engage, and how to limit disruptions.
• Professional level of knowledge in Microsoft Outlook, Word, Excel, PowerPoint, and Teams and have the ability to quickly learn and navigate other software, such as CMMS and department-specific software.
• Professional bearing and understanding of the office work environment.
• Knowledge of office machinery.
• Excellent customer service skills.
• Excellent time-management and follow-up skills and ability to efficiently prioritize work.

Full-Time Benefits for this Affordable Housing Administrative Assistant position:

• Medical Insurance
• Dental Insurance
• Vision Insurance
• Employee Life Insurance
• Spousal & Dependent Life Insurance
• Long Term & Short Term Disability Insurance
• 401(k) Retirement Plan
• Tuition Reimbursement for Nurses, Nurse Assistants, and CNAs
• Employee Purchase Discounts
• Employee Discounts on General Merchandise and Enjoyment
• Employee Assistance Program
• Health Club Discounts
• Lunch and Learn Programs

CJE SeniorLife is an equal opportunity employer.
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