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Administrative Assistant

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ADMINISTRATIVE ASSISTANT – HOUSING

Inglis enables people with disabilities – and those who care for them – to achieve their goals and live life to the fullest.
It is essential that all duties are performed with the highest level of integrity, while supporting Inglis Values and Standards of Excellence, ensuring the achievement of competencies and compliance with regulatory agencies.

The Administrative Assistant has the primary responsibility to provide administrative and clerical support to the Property Manager and to provide assistance to and interact with Residents, caregivers, vendors and maintenance staff.  The position requires compliance with funding and fair housing regulatory agencies.  All essential job responsibilities will be executed in accordance with Inglis Administrative policies and compliance/ethics guidelines.  

This job description is intended to describe the general nature and level of work being performed by the person assigned to this position. The primary duties and responsibilities are intended to describe those functions that are essential to the performance of this job. This job description does not state or imply that the above are the only duties and responsibilities assigned to this position. There are other duties and responsibilities that are considered incidental or secondary to the overall purpose of this job. Employees holding this position will be required to perform any other job-related duties as requested by management. All requirements are subject to possible modification to reasonably accommodate individuals with a disability.

ESSENTIAL FUNCTIONS, QUALIFICATIONS & SKILLS:

Supports the day-to-day functions of the department

  • Process phone inquiries as needed.
  • Type correspondence as requested. 
  • Maintain calendar schedules on a daily basis.
  • Order office supplies as needed.
  • Fax documents as needed.
  • Maintain electronic and manual files.  
  • Submit monthly expense reports.
  • Submit bi-weekly billing.

Event Coordination

  • Schedule quarterly board meetings and tenant council events.
  • Schedule Development and Operations Team meetings.
  • Schedule the meeting location, coordinate the parking accommodations, and create the menu for the event.
  • Meeting material is distributed ten days prior and accurately marked.
  • Participants’ attendance is confirmed.
  • Reporting: Development & Operations
  • Prepare project compliance reports on a monthly basis.
  • Collate supportive documentation 
  • Assist Operations with application processing, marketing/rent-up, move-ins, and evictions as necessary.  
  • Submit monthly property management reports.  
  • Maintain Inglis CCSU database daily.
  • Reconcile census management monthly.
  • Submit scorecard data to Director monthly. 
  • Report drafts are accurate and complete with attachments.  
  • Paperwork is approvable. 
  • Ensure that IHC data matches CCSU data.
  • Ensure that the scorecard data matches CCSU data.

PERSON CENTERED CARE

  • Champion for culture change and supportive leadership.
  • Demonstrates a real sense of inquiry and a personal willingness to learn.
  • Demonstrates the ability to take responsible actions within the parameters of the role without a constant need to be directed by others.
  • Demonstrates politeness and respectfulness and evidences the self-awareness of the effect of her/his behavior on others.
  • Demonstrates mutual respect for diversity.

PEOPLE & TEAM LEADERSHIP

  • Demonstrates Inglis people and leadership values and behaviors
  • Demonstrates the ability to follow-up on schedules, set priorities and achieve deadlines
  • Demonstrates the Inglis Code of Conduct and builds trusted partnerships throughout the Inglis organization.
  • Establishes and maintains effective relationships by gaining trust and respect.
  • Is approachable and easy to talk with; puts forth an extra effort to make people at ease; is patience and builds rapport with customers and is a good listener.
  • A team player and has the trust and support of peers.
  • Promotes collaboration within the department

TECHNOLOGY:                 

  • Actively engages in the use of computer systems and technology to enhance the day-to-day flow of information
  • Encourages and supports staff on the appropriate use of computer systems and technology
  • Understands common computer terminology, computer fundamentals such as screen positioning
  • Understands and efficiently uses basic computer hardware such as a mouse, and telecommunication devices
  • Understands the use of the internet/intranet applications and file management including file saving, storage and basic data controls
  • Responds to emails and calendar requests in a timely manner using Outlook
  • Understands IT security, i.e. no sharing of passwords, processes, best practices including email encryption and enlisting help of IT help desk as needed. 
  • Possesses general knowledge of how to interface with a computer, i.e. use of mouse, resizing windows, etc.

ABOUT INGLIS:

Founded in 1877, Inglis has been supporting people with disabilities to live the lives they choose, where and how they choose. From adapted technology, independent living apartments, and other community-based programming, to long-term care – Inglis meets the needs of the people we serve along the continuum of care. 

Inglis has three key areas of programmatic focus under the “parent” of the Inglis organization, including: Inglis Housing Corporation, the largest private developer in the Philadelphia area of affordable, accessible independent living apartments for people with disabilities; Inglis House, our long-term care wheelchair community serving a younger population (average age is 54); and Community Support Services, a collection of programs that support people with disabilities who choose to live independently in the community. All of these services are supported with Inglis’ thought leadership in Adapted Technology and commitment to Person-Centered Care.

Inglis is a national leader in providing comprehensive care and services for people living with multiple sclerosis, cerebral palsy, spinal cord injuries and other neurological disorders resulting in some level of paralysis and mobility impairment.
Inglis serves more than 1,000 people directly, and many more indirectly through its website and other outreach activities supporting its mission to “enable people with disabilities – and those who care for them – to achieve their goals and live life to the fullest.”

Inglis welcomes great people without regard to disability, race, religion, age, gender, sexual orientation, national origin, military service, marital status, or any other characteristics, as protected by law.  We encourage all Protected Veterans and the long-term unemployed to apply.  Please send resume to Inglis Human Resources, 2600 Belmont Avenue, Philadelphia, PA 19131 or via email to careers@inglis.org  EOE, M/F/D/V