Administrative Clerk

WHY MIDPEN At MidPen, we build communities that change lives. Since 1970, we have been committed to our mission: to provide safe, affordable housing of high quality to those in need; establish stability and opportunity in the lives of residents; and foster diverse communities that allow people from all ethnic, social, and economic backgrounds to live in dignity, harmony, and mutual respect. We develop affordable housing, provide professional property management for all our communities, and coordinate robust onsite support programs that help residents thrive. We are active in 12 Northern California counties and have earned recognition as one of the nations leading non-profit developers and stewards of affordable housing. Our current portfolio of more than 130 properties is home to 20,000 working families, seniors, and people with special needs. We take pride in delivering affordable housing solutions, and we invite you to join us on a journey toward social, economic, and racial equity. ABOUT PROPERTY MANAGEMENT The Property Management team is responsible for operating and maintaining our beautiful communities, but beyond that, they are relationship builders and the heart and soul of MidPen. Rooted in our ICARE values (Integrity, Collaboration, Accountability, Respect, and Excellence), and our Guiding Principles of diversity, equity, inclusion, and belonging, Property Management works closely with our residents, our community partners, and their fellow MidPenners including close collaboration with our Resident Services team. BENEFITS AND COMPENSATION In 2023, MidPen was again certified as an official Great Place to Work, and for good reason. In addition, we offer a best-in-class benefit package that includes healthcare options (Kaiser or Sutter), dental, vision, life & disability insurance. We also offer a wide range of voluntary benefits; 403(b) retirement investment opportunity and annual financial literacy and retirement planning options, FSA for childcare, medical and commuter benefit options, Employee Assistance program and pet insurance for our furry, feathered, and scaled friends. In addition to 14 paid company holidays, which include a paid winter holiday break between Christmas and the New Year, we offer 4 paid wellness days for employees to disconnect and recharge. As a learning organization, we encourage professional development and career advancement, and we offer up to $3,000 annually ($12,000 lifetime maximum) for education assistance with tuition reimbursement and/or loan debt relief that includes qualified family members. And, as a family-friendly company, we offer a paid time off parental leave benefit of 12 weeks in a 12-month period for new or expecting parents. Check out our benefits snapshot on our careers page. PAY RANGE $17.75 - $20.91 Hourly - Pay based on applicable experience and qualifications Work schedule: Part-Time, Tuesday, Wednesday, and Thursday 6:30pm-3:00am POSITION OVERVIEW Under the direction of the Community Manager the Administrative Clerk is responsible for maintaining the front office and assisting with administrative needs. Duties include assisting the residents, visitors, guests, and applicants as needed and maintaining the security and safety of the building. ESSENTIAL DUTIES Greet and screen all visitors and guests as they enter and leave the building Ensure visitor log, daily log, and other front desk forms are kept up to date File, prepare correspondence, sort and distribute mail Answer incoming telephone calls and route telephone messages Maintain orderly appearance of front entrance, lobby area, and adjoining rooms and areas Enforce Community Policies and House Rules Respond to resident complaints and assist in the resolution of resident disputes with support of the Community Manager Post and distribute tenant notices Receive resident work orders and maintain work order log. Ensure work orders are completed in as much detail as possible and follow up with residents to assure satisfaction Assist in new resident application process Maintain regular, punctual attendance to support operational needs Monitor video camera system and building security In the event of building emergencies (flood, fire and riots) notifies appropriate emergency or management personnel. Maintains familiarity with emergency evacuation procedures and building systems. (elevator, water shut-off and gas shut off) Attends in-house and offsite trainings and company events, as required Performs other duties as required QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the education, knowledge, skill, and/or ability required. Education and Experience High School Diploma/GED equivalent and a minimum of one-year related receptionist or administrative experience or an equivalent combination of education and relevant experience Knowledge, Skills, and Abilities Proficiency using Microsoft Office (Excel, Word, PowerPoint and RealPage) highly preferred Willingness to learn new software and automated systems when appropriate Demonstrated ability to exercise good judgment and discretion in handling confidential materials and matters Excellent interpersonal skills and ability to deal with problems and handle residents and customers in a calm, empathetic manner. Sensitivity to issues facing homeless, disabled and elderly populations Ability to remain calm and professional in stressful situations Ability to communicate effectively via phone, in (legible) handwriting, and written electronically (such as via email) to professionally relay findings and information pertaining to the Property Management division. Includes ability to manage inquiries from residents, public agencies and members of the community Basic English and Math competency Demonstrated ability to complete assigned tasks independently and ability to meet deadlines using demonstrated time management skills Maintain ability to work flexible hours and travel between properties and off-site meetings with advance notice Must possess a valid California drivers license, reliable transportation, and proof of current auto insurance policy Commitment to the Mission and Values of MidPen Services and MidPen Housing Physical Requirements Constantly perform desk-based computer tasks, frequently sitting Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 10 pounds Rarely twist/bend/stoop/squat, kneel/crawl Working Conditions Ability to work flexible hours This description reflects managements assignment of essential functions, it does not proscribe or restrict the tasks that may be assigned. EQUAL OPPORTUNITY EMPLOYER MidPen Housing Corp. provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. Consistent with its obligations under the law, MidPen Housing Corp. will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job. MidPen believes that diversity and inclusion among our teammates is critical to our success, and we seek to recruit, develop, and retain the most talented people from a diverse candidate pool.