Our corporate family is a team of passionate, enthusiastic, dedicated and highly qualified people. Our work allows us to create innovative solutions to complex housing issues in our community. We create housing opportunities that empower our people and build our community.
We have a great benefits package which includes the Public Employee’s Retirement System (PERS), Supplemental Benefit System Annuity Plan (SBS), and employer paid Life/STD/LTD insurance, extremely affordable health coverage, generous PTO accruals, paid holidays, an educational reimbursement program, a great wellness program and 457 optional pre-tax deferrals.
If you are interested in the Administrative Services Supervisor position and you have the expertise, skills and energy to match our mission to provide independence through housing, we encourage you to apply.
General Function
Under the direction of the Administrative Services Manager, this position plans, coordinates and oversees various daily administrative business functions of the administrative and front desk receptionist areas. Provides oversight of Administrative Assistant staff and Interns and which includes the day-to-day activities of the Front Desk Administrative Area, including staffing, coverage, opening and closing functions. Mentors and trains administrative assistants and interns in general office procedures and establishes standard protocols and processes pertaining to administrative functions.
Major Activities (Typical Duties/Responsibilities)
Performs a variety of general administrative support services for Executives or managers for one or more departments.
Provides daily supervision, training and support to administrative staff and interns.
Monitors day to day functions for the Front Desk area, administrative tasks and Customer Service functions.
Assists Manager with hiring interviews for new staff.
Trains staff on, and utilizes client booking software, ensuring statistical data and customer information is received and excellent customer service is provided.
Coordinates clerical, administrative, and company event support activities; may be assisted at times by departmental administrative assistants for large events or major projects.
Coordinates with multiple departments for completing routine tasks and special projects such as mass mailouts, birthday celebrations, and intern tasks.
Coordinates with Public Relations in regard to Customer Service Awards, building announcements, building maintenance, local artist sales, janitorial and maintenance needs, scheduled appointments and special programs.
Acts as the “go to” person in the absence of the Administrative Services Manager in matters that involve the Spenard or Annex buildings.
Ensure coverage of front desk reception area as needed.
Manages and monitors the Spenard location, Annex building, 3400, and The Nave’skey i1/1nventory, including key proximity cards/fobs and hard keys.
Creates fobs for short term renters and tenants at The Nave, assigns keys and managing key system for commercial buildings, coordinating with the Nave Coordinator and Property Manager for commercial spaces.
Assists in managing main office phone/voice message system, setting alternate messages and voice message distribution.
Ensures registrations and insurance are current with CIHA fleet vehicles and manages database on personnel proof of insurance documents, ensuring applicable documents are on file and current.
Oversight of CIHA Fleet vehicles maintenance preventive services and repair. Records
Interviews, mentors and supervises CITC Career Ready Participants. Providing feedback and direction to help participants develop a well-rounded administrative skill set, building business skills, developing a good work ethic, and coaching with life skills.
Create, plan and oversee processes, procedures, learning competencies, timeline, education outline for intern program, coordinating with multiple departments to provide intern opportunities.
Files extensions for career ready staff when applicable, maintains the career ready schedule and coordinators the completion of CITC monthly reviews between applicable departments and payroll.
Completed monthly evaluations of career ready interns and reviewing steps for improvement routinely.
Facilitate Monthly Administrative Assistant meetings for all CIHA Administrative Assistants.
Responsible for coding and processing invoices and training staff on coding and processing invoices. schedules and requests maintenance and extra janitorial services as needed for Spenard location building.
Prepares reports, manuals, updates desk manuals, schedules, and other significant documentation in support of management staff.
Reviews and reconciles the daily cash log; checks and credit/debit card receipts. Assesses the log for accuracy before sending it to accounting.
Manages CIHA staff notary process and maintains updated list of notary commissioned employees.
Maintains and updates the Cisco employee directory/phone line extension log on CIMS, assists with issuing phone extensions and coordinate with CIHA IT Support on the needed changes. da
Manages and oversees the distribution of mail, CIHA Info emails, faxes and mainline messages.
Monitors the operation of all Spenard location copiers to ensure each of them are working properly and if required; post “out of service” notices and contact appropriate technicians for repair in a timely manner.
Tracks and tallies monthly customer service survey recipients and provides recommendations to leadership concerning customer service winners.
In the case of emergency procedures where staff is required to exit the building and gather at a pre-designated exterior location this position will maintain all associated emergency exiting supplies including emergency employee roll call directory.
Provide training on administrative processes and procedures including payroll timecard software, SharePoint, Teams, Files, Email, Mail, Cash Log, MS Suite, Bookings App, Q-Minder, and other software, tasks and processes. required.
Oversee, manage and assist with conflict resolution with applicants, tenants and customers. Assist and support front desk staff when issues, concerns, questions arise.
Communication with applicants, tenants, customers about CIHA processes, properties, departments
Coordinates and facilitates laptops, air cards and projectors checkout.
Prepare and conduct personnel reviews for department’s interns.
Reconciles company credit card statements and documents all purchases per CIHA policies.
Performs other related duties as assigned.
Skills/Abilities
Knowledge of routine office procedures, computer and computer functions.
High level of proficiency with Windows, Microsoft Office Suite, ReQlogic, or other databases.
Ability to deal with multiple problems and determine specific courses of action.
Strong interpersonal, communication, and organizational skills with attention to detail.
Ability to interact with a culturally or economically diverse demographic.
Ability to supervise staff.
Ability to organize projects and manage records and supervise and coordinate other support staff in these efforts.
Ability to multi-task while setting priorities.
Typing speed of 40 wpm.
Education and Experience
Associate degree in business or related field; business school coursework in office administration or experience can be substituted on a year for year basis.
4 years' experience in office management and in a management/supervisory position.
Valid Alaska Driver's License
Please visit www.cookinlethousing.org to submit an application.
Cook Inlet Housing Authority provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. Employment preference is given to eligible and qualified Alaska Native or American Indian candidates to the extent required or permitted by applicable law.