Austin Tenants Council is a community-based nonprofit founded in 1972 to protect tenants’ rights and educate the community on fair housing. ATC programs focus on housing discrimination; tenant-landlord education and information; and housing repair and rehabilitation.
The Programs and Operations Assistant facilitates the daily operations of the office and assists the Senior Leadership Team with administrative, financial, and programmatic reporting functions. They are responsible for the functions of the front office, including client reception, phone calls, and intake.
The Programs and Operations Assistant reports to the Executive Director and collaborates with staff, supervisors, other agencies, and outside vendors.
- Manage agency reception and intake.
- Answer telephone lines and route calls to appropriate staff or the telephone counseling line; support other staff when they fill in on the phones and in the front office.
- Provide program information to individuals, and referrals to other agencies.
- Perform intake for clients calling or arriving for scheduled appointments, using agency procedures to determine residency, income eligibility, and demographic information.
- Schedule and confirm appointments for agency services.
- Facility Management; interface with property management for leased space to maintain a clean, comfortable office.
- Pickup mail; open and distribute incoming correspondence.
- Maintain & inventory office equipment.
- Purchase supplies and equipment for the agency. Manage suppliers. Understand and follow agency procedures and policies for purchasing requirements.
- Manage office equipment. Work with vendors and staff to ensure that equipment is functioning correctly, including photocopier, fax machine, and postage meter.
- Work with IT staff to report problems and support the function of computers, database, and server/network. Works with vendors and the ED to ensure the function of the phone equipment.
- Maintain stock of agency forms, educational materials, resource packets, and programmatic brochures. Participate in development and updates to materials. Maintain agency "originals" file and organize server files with clean updated versions of each form.
- Maintain agency files from previous years, organized and in good order.
- Perform other duties as assigned by the Executive Director and Senior Leadership Team.
Support for Executive Director and Senior Leadership Team
- Support ED as needed. Assist in preparations for Board and staff meetings.
- Assist the Executive Director and Senior Leadership Team in preparing monthly programmatic and financial grant reporting. Assembles required information, such as timesheets, check requests, and various required forms or paperwork. Assists in collating, copying, and/or scanning the monthly packets.
- Maintains confidentiality of information to include budgets, salary and client demographics.
- Assists ED with calendar and correspondence. Financial/Administrative
- Assist in preparation for audits and monitoring visits.
- Create check requests and check payments.
- Receive checks and prepare deposits; maintain deposit files.
- Assist in monthly invoicing to government contract funders.
- Manage incoming invoices and enter bills for payment.
- Accept and document payment for program services and donations.
- Manage employee onboarding and offboarding processes.
- Proficiency in conversational Spanish and English required.
- Experience managing multiple line phone system in a high volume environment. Manages calls, clients, and/or issues in a calm and professional demeanor.
- Sensitivity to low-income and minority clients. Aware of and sensitive to, cultural, ethnic and economic diversity and skilled at handling clients who are dealing with difficult problems and life situations.
- Proficiency with computers, Microsoft Office suite, and standard office equipment.
- Experience using Quickbooks or other accounting software preferred.
- Extremely organized. Ability to maintain accurate records, office systems, and database.
- Ability to handle sensitive and confidential information, including client data and payroll information.
- Punctual, reliable, dependable transportation.
- High school diploma or GED required. 4- year degree preferred.
This is a full-time entry-level position with tremendous growth and development potential. The candidate will work closely with senior leadership and have an opportunity to learn about multiple aspects of non-profit operations. Benefits include paid holidays, vacation, sick pay, medical, dental and vision insurance.
Pay range: $15-$16 per hour
Applications Instructions: Please email a resume, cover letter and three professional references to firstname.lastname@example.org No phone calls, please.