Village Administrative Assistant

Mary Hall Freedom Village Inc.

POSITION TITLE: Administrative Assistant

REPORTING MANAGER: Village Director

DEPARTMENT: The Village

JOB CLASSIFICATION: Grade Level 30

FLSA: Exempt

STATUS: Fulltime

Location: Sandy Springs GA 30350

POSITION OVERVIEW

The mission of Mary Hall Freedom Village Inc. (MHFV) is to empower women children veterans and families to end the cycle of homelessness addiction and poverty.

Headquartered in Sandy Springs GA and with seven facilities across metro Atlanta Mary Hall Freedom Village has been transforming the lives of participants in need for the last 26 years. We strive to break the cycle of homelessness addiction mental illness and poverty. If you believe in the empowerment of women children veterans and their families please consider the employment opportunity below.

The primary goal of this position is to provide general assistance to the Village Director aiding in administrative tasks as well as reviewing goals and deadlines for specific tasks within the department and ensuring the department has what they need to succeed in the longterm by performing the following duties.

ESSENTIAL JOB RESPONSIBILITIES

• Administrative Support: Provide comprehensive administrative support to the Village Director including managing schedules organizing meetings and handling correspondence.
• Document Management: Maintain and organize housingrelated documents records and files ensuring they are uptodate and easily accessible.
• Communication: Serve as a point of contact for residents staff and external partners addressing inquiries and relaying information as needed. Forward memos updates and any changes to policy or schedules to Village staff via logbook and posting on the Village office bulletin board. Answer incoming calls and respond to caller(s) in an appropriate manner.
• Event Coordination: Assist in planning and coordinating housingrelated events meetings and community activities.
• Financial Tasks: Support budget management by processing invoices tracking expenses and assisting with financial reporting.
• Data Entry: Input and update data in housing management software systems ensuring accuracy and completeness.
• Compliance Assistance: Help ensure compliance with housing regulations and policies by preparing necessary documentation and reports. Assure all housing incident reports are communicated following the procedures outlined in the policy and procedure manual as well as the State of Georgia regulations. Forward all incident reports to appropriate management staff.
• Project Support: Assist with special projects and initiatives as directed by the Village Director.
• Onboarding Orientation: Coordinating orientation schedules and training sessions preparing onboarding materials and documentation introducing new employees to team members and office procedures ensuring new hires have the necessary equipment and access to systems.
• Meeting Attendance: Attend weekly Multidisciplinary Team Meeting in the absence of the Village Director: relay any need to know information.
• Resident Services: Provide support to residents by addressing their concerns and facilitating communication with the Village Director.
• Office Management: Oversee office supplies and equipment ensuring the office operates smoothly and efficiently.
• Other Duties: Performs other duties as assigned.

MINIMUM QUALIFICATIONS

• Associate degree or equivalent from twoyear college or technical school; or one to three years related experience and/or training; or equivalent combination of education and experience.
• Individual should have a working knowledge of Microsoft Office Suite.
• Current State of Georgia Drivers License

REQUIRED SKILLS CAPABILITIES KNOWLEDGE

• Ability to multitask in a fastpaced work environment.
• Experience with crisis management and deescalation techniques.
• Strong computer skills required working knowledge of Microsoft 365.
• Ability to work effectively with all levels of employees and management.
• Ability to exercise good judgement and apply common sense understanding to carry out instructions furnished in written and oral form.
• Demonstrates an ability to listen attentively and actively.

PHYSICAL REQUIREMENTS

• Must be physically able to perform the essential functions of the job which may require long periods of sitting standing stooping bending twisting reaching pulling/pushing grasping repetitive motions walking up and down stairs use of telephone working under pressure and working rapidly for long periods.
• Position requires close work; finger dexterity; good vision hearing and oral communication.

EMPLOYMENT REQUIREMENTS AND EXPECTATIONS

• 3 Year Motor Vehicle Report
• TB Test; Drug Testing
• Background check
• Work performed in office environment.
• Standard Work Schedule: 8:30am5:30pm MF.