Position Summary

The Administrative Assistant of Real Estate Services is responsible for providing administrative, clerical and accounting assistance to Real Estate Services manager and staff.

Essential Duties & Responsibilities

PROJECT MANAGEMENT ASSISTANCE

- Responsible for flow of work orders to include: Receive project plans, creation and distribution of work order assignments and monitor of process

- Monitor O&M project budgets and expenditures

- Work with firms, engineers, architects, consultants, developers and property and business owners; communicates policies, requirements, processes, codes, and standards

- Ability to read & analyze engineering drawings, system maps, plans, designs, blueprints, and department plats to determine work requirements and objectives

- Maintain up-to-date fiscal year records of expenditures with appraisal, survey and title firms

- Coordinate project close out with other departments

- Ensure accuracy of tasks and submittals for work orders; ensure policies and procedures are followed.

- Monitor and update submittal intake process

ACCOUNTING FUNCTIONS

- Receive, code, track and process invoices for payment

- Create and track requisitions for purchases and payments

- Monitor and administer P-card program for department

- Purchase department tools and equipment with manager approval

- Purchase and maintain adequate level of office supplies and materials

- Reconcile invoices to purchase orders and work orders

BUDGET

- Coordinate and monitor department O & M budget

- Track general capital account expenditures

- Track and maintain financial data related to capital projects

- Prepare and analyze financial summaries in detail

- Collaborate with department manager on preparation for future fiscal year budgets

ADMINISTRATIVE/CLERICAL

- Responsible for effective customer service to include use of independent judgment in making decisions for handling customer issues or inquiries; routing calls & messages

- Assist in development, interpretation, and maintenance of standards, specifications, policy, and procedures related to departmental operations

- Compose department correspondence and forms

- Perform routine duties such as make copies, fax, email, file, answer and route phone calls to department personnel

- Responsible for organizing and maintaining accurate and efficient calendar of appointments and meetings

- Organize and make travel arrangements for department staff

- Process professional license renewals

- Maintain reports on department performance measures for manager and Executive Director

- Coordinate training and development schedule for staff

- Receive and monitor employee leave requests

- Review bi-weekly time entry for accuracy and completeness. Create ADP reporting for manager approval

- Record Retention Liaison Officer

- Public Information Officer for department

GENERAL RESPONSIBILITIES

- Maintain regular attendance; leave schedule should be managed so as to not interfere with ability to accomplish tasks, including special projects and assignments with deadlines

- Adhere to NBU safety guidelines and practices at all times and in all situations

- Maintain a clean and safe work area, office, field site and vehicle as applicable

- Develop & maintain effective customer service skills for communications with co-workers, customers and the public in general

- Maintain strict confidentiality of business, employee and customer information in written and oral communications and safeguard sensitive documents

- Adhere to NBU policies and procedures

- Exemplifies NBU Core Values

- Participate in and support initiatives to reach annual NBU Performance Measures

Formal Education and Work Experience Requirements

Degree/Diploma Obtained: High School Diploma/GED

Work Experience Time Frame: One Year or More Field of Study: General Studies

Other: Some Real Estate experience, college or advanced education preferred

Other Minimum Qualifications

Associate’s degree in any field is recommended.