Under general supervision, the Administration Clerk is responsible for supporting the Maintenance Department with basic clerical tasks, such as processing of documentation and reports related to the maintenance programs for TRM and TPM, purchasing and scheduling services from vendors, data entry, etc.
Essential Job Duties
- Process all invoices related to maintenance issues and verify that work was completed. Includes inputting purchase orders for each invoice and submitting them to the Regional Maintenance Supervisor for approval then creating invoices and forwarding them to accounting.
- Oversees PSR process, including getting approvals from Regional Maintenance Supervisors.
- Process all supply orders for the department.
- Assist RMS with submitting CMEs for approval: obtain all documents from vendors.
- Responsible for ordering maintenance uniforms and shoes.
Other Duties
- Attends staff, departmental, and required meetings
- Cover reception area when needed: answers incoming calls and assist clients with inquiries in person.
- Assist accounting with inquiries on invoices, R&R documents and refund/credit memos.
- Portal access for upcoming HACLA/HACoLA inspections: notify responsible parties when a unit inspection is scheduled.
- Review monthly statements to ensure all invoices have been submitted by vendor. If missing invoices contact vendor to obtain invoice.
- Keep track of all BM expenses reports and ensure they are being submitted on time.
- Assist RMS and BM with scheduling services with vendors when needed.
Experience & Education
- High school diploma or equivalent combination of education and experience preferred.
- Must be a team player, people-oriented, and have a high level of initiative and commitment to effecting positive change within affordable housing for the elderly and disabled.
- Must demonstrate the ability to handle multiple tasks/projects, set priorities, and be a problem solver.
- Must have great initiative and ability to follow-through on all tasks.
- Preferable bilingual and fluent in English/Spanish (written and oral).
Computer & Software Skills
- Must have foundational computer skills including: Microsoft Office Suite (Outlook email and calendaring) and the Internet.
- ADP WorkforceNow user
- Intermediate Excel user
- Intermediate OneSite user
- Onesite/Yardi a plus.
Travel:
- Occasional local travel
Must have a valid California Driver’s License, proof of current vehicle insurance and a driving record that meets TELACU Industries insurer’s criteria; must be able to use own vehicle in the course of work.
Physical Requirements:
Constantly (6-8+ hours per day) – Sitting, using hands to finger, handle or feel (computer operation)
Occasionally (Up to 3 hours per day) – Standing, Walking, Stooping/Bending, reaching with hands and arms, Lifting of up to 20 lbs
Work Environment & Exposures:
Position may require occasional exposure to fumes or airborne particles, vibration and loud noise levels. Will be exposed to varying weather conditions, soil, pollen, grass and plant materials and fertilizer while working; will be exposed to cleaning solutions of home strength; may be exposed to industrial strength solutions for pest control, paints or solvents. Hazards: Occasionally exposed to biohazards such as blood borne pathogens, sewage, building waste.