Description
The Secretary oversees all administrative operations necessary to support the activities and management of their assigned property. The incumbent is expected to have excellent attendance and communication skills, possess the ability to build lasting business relationships, and exhibit professionalism. This position is supervised by the Community Manager and/or Assistant Manager of the Community. This position is located on the island of St. Croix.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Performs various administrative/clerical duties in support of the management office’s operations, including drafting, correspondence, and reports, maintaining office and property maintenance files, preparing mail/transmittals, and sorting and distributing incoming mail.
- Greets clients, determines the reason for the visit, and directs them to appropriate personnel; answers the telephone and responds to callers’ routine questions; routes calls as appropriate; takes messages and initiates telephone calls as requested.
- Offers orientation and information to tenants about routine office activities and the application process in person or over the telephone.
- Creates/closes out work orders for housing units and management office.
- Determines need for and prepares requests to procure supplies, equipment, and repair and maintenance services.
- Obtains quotes and estimates according to procurement policy.
- Maintains the property management computer program in all aspects related to certifications for occupancy and rent subsidy, rent collection, inventory, maintenance, and purchase orders.
- Prepares the receipts for rent collection, verifies the correct amount and date of each payment, and prepares a daily report with the payments received for the supervisor’s review; then prepares bank deposits for the supervisor’s review and approval.
- Schedules and arranges meetings and conferences, including notifying interested parties, preparing agendas, and taking minutes.
- Maintains calendar for an immediate supervisor to ensure no scheduling conflicts and advises of deadlines.
- Gathers data and prepares reports, according to instructions from immediate supervisor, and completes other related assignments as assigned.
- Acts as a liaison between suppliers, vendors, and management.
- Demonstrates courteous and cooperative behavior when interacting with visitors and staff.
- Maintains confidentiality of work-related issues and information.
- Performs other duties as required, including working in different functional areas to cover absences or relief, equalize peak work periods, or otherwise balance the workload.
EDUCATION, EXPERIENCE, AND SKILLS REQUIRED
Education:
High School Diploma or equivalent. A bachelor's degree in business administration or a related field is desirable. Bilingual, conversational, written, and translated.
Experience:
A minimum of 3 years' experience in office management/administration, preferably in a property management environment. An equivalent combination of education, training, and experience may be considered.
Knowledge, Skills, and Abilities:
Computer literate, including Microsoft Word, Excel, PowerPoint, Outlook, and desktop publishing. Excellent secretarial skills and knowledge of current standard office procedures. Ability to type 50 wpm. Working knowledge of property management organizations and functions. Ability to exercise considerable initiative, independent judgment, and discretion in performing duties, including confidential matters. Public relations skills. Excellent oral and written communication skills. Ability to be flexible and work under pressure. Ability to work harmoniously with other agency personnel.
Ability to maintain confidentiality in all assignments. Knowledge of standard business practices and office protocol. Ability to properly use all standard office equipment. Excellent phone etiquette and customer service skills. Ability to use diplomacy and discretion when giving out information. Ability to provide exceptional customer service. Ability to work a 40-hour work week, Monday through Friday, 8:00 a.m. – 5:00 p.m. After-hours work may be required. Employee assignment or reassignment is at the discretion of the Agency and will be adjusted based on the site's need or situation. Competency in and knowledge of standard office equipment, including, but not limited to, the computer, fax machine, copier, typewriter, printer, calculator, and scanner.
SALARY: $29,120 per annum, depending upon qualifications.
APPLICATION INSTRUCTIONS AND PROCEDURES:
Interested applicants must submit an application, cover letter, and resume/vitae electronically at hr@vihfa.gov. Employment applications can be downloaded from our website at www.vihfa.gov.
The deadline for application submittal is Friday, April 5, 2024; however, this position will remain open until filled. Only complete application packages will be considered. Selected candidates will be contacted for an interview.
The Virgin Islands Housing Finance Authority (VIHFA) is an Equal Opportunity Employer. It does not discriminate based on race, color, religion, sex, national origin, disability, age, genetics, disability, or veteran status. Employment is contingent upon proof of citizenship or legal authorization to work in the United States. Each question must be fully and accurately answered. Only complete, legible, or signed applications will be considered.