HiWay 40 & Sage Street - Administrative Assistant

Volunteers of America Northern California & Northern Nevada•Reno, NV

6d•$24 - $24•Onsite

About The Position

Volunteers of America Northern California & Northern Nevada (VOA-NCNN), a Certified Great Place to Work, is recruiting for a full-time Administrative Assistant for two of our housing sites, HiWay 40 and Sage Street Village. HiWay 40 is a Permanent Supportive Housing site that provides stable, long-term housing paired with wraparound supportive services for individuals transitioning directly out of homelessness. Sage Street Village is designed to serve working people earning minimum wage, or those with other income sources such as social security or disability, as a low-income housing option. The Administrative Assistant provides clerical and administrative support across two housing sites: HiWay 40 and Sage Street Village. This position is responsible for delivering professional, responsive, and organized administrative services to tenants, applicants, visitors, and staff. The Administrative Assistant serves as a primary point of contact at the front desk, supports the Community Administrator in day-to-day operations, and ensures all work is completed in a cost-effective, service-oriented manner consistent with organizational standards. All duties are performed with professionalism, sensitivity to tenant needs, and strict adherence to fair housing laws and confidentiality requirements.

Requirements

A minimum of a high school diploma or equivalent is required.
Demonstrated ability to communicate and comprehend oral and written instructions.
Ability to provide services for tenants without ethnic or social prejudices.
General knowledge of issues and challenges unique to seniors, lower economic-status individuals, minorities, and people with disabilities.
Proficiency with computers, especially data entry using Excel and Word Processing.
Demonstrated ability in record keeping.
Mathematical comprehension.
Good written and verbal communication skills.
Ability to provide a kind and welcoming environment to all visitors.
Polite telephone demeanor.
CPR/First Aid certification is required within 30 days of employment.
Teamwork skills
Computer skills
Ability to type a minimum of 40 wpm
Organizational skills and attention to detail
Analytical and decision-making ability

Nice To Haves

One year of apartment management experience
Knowledge of Fair Housing Laws, Nevada landlord/tenant rights and obligations is strongly preferred.
Certified Occupancy Professional, CMH designation, and/or tax credit certification preferred.

Responsibilities

Greet and assist all walk-in visitors, residents, and applicants in a welcoming, professional manner.
Answer and direct incoming calls; respond to inquiries from tenants, visitors, and staff promptly and accurately.
Open, sort, and distribute incoming mail for the office and property.
Maintain an organized, clean, and professional reception area, break room, and common office spaces.
Order, distribute, and track office supply inventory; ensure adequate stock levels are maintained.
Maintain maintenance contracts for office equipment (printer, fac, postage machine, card maker, etc.) and coordinate repair scheduling as needed.
Perform snow removal from walkways, entryways, and parking areas during winter months alongside the Maintenance Technician to ensure safe access and prevent hazardous conditions for residents and visitors.
Process rental applications, complete lease packets, and prepare all required documentation in compliance with regulatory agency requirements and fair housing laws.
Complete a pre-move in checklist to ensure all units are in proper condition for tenant move in.
Calculate rent, process certifications and recertifications, and maintain accurate tenant records and waiting lists.
Collect and record rent payments from property tenants; enter rent data into the organization’s property management software accurately and on time.
Maintain organized tenant and property files in accordance with program and regulatory requirements.
Assist the Community Administrator with special projects and other property-related tasks as assigned.
Prepare, copy, fax, email, and distribute correspondence and documents as requested by the Community Administrator.
Create and maintain spreadsheets, reports, and other administrative records as requested.
Coordinate meeting logistics, including ordering meals, setting up meeting spaces, and managing arrangements with outside vendors.
Track program supply expenditures and submits regular reports on supply needs to the Community Administrator.
Perform other administrative duties as assigned to support program operations.
Actively pursuing opportunities to strengthen technical and interpersonal skills relevant to the role.
Attend regular staff meetings, training sessions, and complete certifications as needed to perform job duties effectively.