Program Coordinator/Administrative Assistant

OVERVIEW

This is a multi-faceted position that will focus on positive customer interactions. This position will manage the State and Federally funded Home Repair Program that Homsite offers. This position will work directly with the Site Director, Construction Inspector and Accounting staff to ensure that required program documents, payments and job specifications are completed and required documents are being collected and filed in a timely manner. The position is the liaison between contractors, clients and the main office; especially as it pertains to necessary home repairs, funding requirements and program regulations.

As the Administrative Assistant, the position will ensure that all customers are treated timely, kindly, fairly and receive prompt and accurate agency/program information. When not managing home repair, this position is responsible for all administrative office functions including customer service, “walk in” assistance, answering telephones and providing administrative support to the Section 8 – Housing Choice voucher Program.

SUPERVISION

Reports to: Site Director

RESPONSIBILITIES

• Home Repair Program Coordinator
• Assist with customer inquiries via phone and walk-ins
• Take photos for the determination of SHPO numbers
• Proceed all home improvement files, which includes:
• Filing promissory notes
• Preparing HHQ and AHC mortgages to be filed
• Filing mortgages at the County Clerk’s Office
• Review of auto pay and submission to accounting and/or follow up with customer on any missing auto pay information
• Submission of escrow set up vouchers to accounting
• Requesting insurance binders and any necessary follow up
• Updating myHHQ with respect to the proceeding of files
• Perform visual check inspections to verify projects have been completed as planned
• Process payments to contractors, which includes:
• Preparation of vouchers for invoices for submission to accounting
• Prepare vouchers to bill funding sources for reimbursement of HHQ home improvement lending activities
• Upon project completion, distribute files to necessary staff for next steps (ie-vouchering, quality control reviews, etc.)
• Ensure files are scanned into myHHQ at project completion and filed
• Assist in the administration of all of Homsite's lending activities as necessary, including but not limited to CDBG, RESTORE, AHC, HOME
• Ensure myHHQ is updated regularly throughout all phases of the lending process
• Provide administrative support for the lending department

General Customer Service

• Answer in-coming calls to the Homsite general line and assist phone customers with accurate and up-to-date information, including, but not limited to, Section 8, Home Repair, and Home Buyer Education.
• Make immediate eye contact with walk-in customers and offer an immediate greeting. Assist each customer with accurate and up-to-date information.
• General office cleanliness and upkeep (plants, literature, kiosks, tables, chairs, etc.)

General

• Represent the company in a professional manner at all the times.
• Maintain open communication with all staff.

Other

Provide administrative support for agency programs

Helping with mailings and data collection as necessary

Taking rent payments from customer and filling out receipts correctly

Handle outgoing mail

Perform all other duties as assigned.

Overall Goals

Demonstrate Excellence in Customer Service

Treat All Coworkers with Respect & Promote Teamwork

Be Aware of and Dedicated to Our Mission

Be Professional

Promote Minority & Women-Owned Businesses (M/WBE’s) and Businesses

Recognize the Value of Our Public, Private, and Not-for-Profit Partnerships

Build Internal Capacity

Be Flexible

Be a Problem-Solver

Exhibit Excellence in Work Ethic

MINIMUM QUALIFICATIONS:

Minimum of one (1) year office experience required. Knowledge of non-profit services and/or construction a plus. Experience working with low to moderate income and residents desired. Computer/data entry experience required.

CLASSIFICATION

Hourly, Non-Exempt

Job Type: Full-time

Pay: $15.00 - $20.00 per hour

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Retirement plan

Schedule:

• Day shift
• Monday to Friday

COVID-19 considerations:
We are currently open to the public by appointment only. All visitors and staff must sign in, take temperature and acknowledge not having any symptoms. We require masks and have plexi-glass barriers between staff and visitors.

Education:

• High school or equivalent (Preferred)

Experience:

• Office experience: 1 year (Preferred)
• Nonprofit/construction: 1 year (Preferred)

License/Certification:

• Driver's License (Preferred)

Work Location: One location

Salary : $15 - $20