Job Description

MUST APPLY ONLINE AT WWW.PPEPHIRING.COM

POSITION SUMMARY:

Provides administrative assistance to the Executive Director in the areas of property management, transportation, insurance and relevant logistics. Performs administration and management of department records, documents, inventory, vendor contracts and invoices, credit cards, and maintenance requests.

DUTIES AND RESPONSIBILITIES:

Fields phone calls and or emails from contractors, vendors, external customers and internal PPEP department personnel. Performs general clerical duties including copying, mailing, scanning, filing. Prepares documents, including correspondence, emails, reports and memos. Places and expedites orders for supplies and verifies receipt of supplies, per approval of the Executive Director. Maintains Property and Insurance files, to include real estate, vehicle and insurance records in hard copy and electronic versions. Manages and maintains documentation all leased and owned PPEP vehicles and trailers; provides notice to the Executive Director and Property Coordinator of upcoming expirations and renewals. Manages and maintains documentation all leased and owned PPEP property; prepares interagency and external leases; provides notice to the Executive Director and Property Coordinator of upcoming expirations and renewals. Prepares check authorization requests forms for approval by the Executive Director to include assigning correct fund numbers. Ensures invoices are accurate and approved by the appropriate PPEP department head. Collects bi-weekly time sheets from Property and Maintenance department staff; reviews for accuracy, submits to Executive Director for approval, and insures timesheets are submitted to Finance by the required Payroll processing due date. Gathers various receipts from the Maintenance Staff for the PPEP Credit Card Vendors; ensures the charges are accurate, appropriate and approved. Prepares for Finance by coding receipts and matches to the various monthly credit card statements. Assists with the administration of the agency fuel credit card program. Requests replacement credit cards as needed and collects gas card receipts. Ensures charges are accurate, appropriate and approved. Prepares for Finance by coding receipts and matches to the monthly Fleet Fuel statement. Reviews incoming Maintenance Requests and routes accordingly; verifies Purchase Orders are in the system for processing. Requests Certificates of Insurance from the Agency insurance carrier; maintains a computer file copy of all Certificates of Insurance. Assists in the annual Agency Insurance renewal; prepares documents and collects data relative to the renewal. Enters tenant rent payments for PPEP and PMHDC Housing properties into Yardi. Enters data into Yardi and creates a journal entry to record cash expenditures for the Don Frew, Ramona Morales and other PPEP owned properties.

MINIMUM QUALIFICATIONS

:

High School diploma or GED Two (2) years' work experience in a high volume office environment Knowledge of clerical and administrative procedures and systems, such as filing and record keeping. Knowledge of principles and practices of basic office and computer equipment. Knowledge of basic mathematical skills to include the ability to allocate costs on a percentage basis. Good communication skills - written and verbal Ability to problem-solve, prioritize, and manage several projects simultaneously Intermediate proficiency in Microsoft Office products: Excel, Word, PowerPoint, Outlook

OR

Any combination of academic education, professional training or work experience, which demonstrates the ability to perform the duties of the position.

PREFERRED QUALIFICATIONS

:

Technical School or College/University related degree Three (3) years' work experience in a high volume office environment with experience in property, insurance, maintenance and/or contract administration. Familiar with other property management data systems such as Yardi, inventory and fleet management software.

PHYSICAL REQUIREMENTS:

Must be able to see a computer monitor. Must be able to lift fifteen (15) pounds. Must be able to sit for extended periods.

PPEP INC. IS AN EEO EMPLOYER - MINORITIES/WOMEN/VETERANS/DISABLED

Job Type: Part-time

Pay: From $20.00 per hour

Benefits:

401(k) Dental insurance Employee assistance program Health insurance Life insurance Paid time off Vision insurance
Work Location: In person