Job Details

Position Summary: Under the supervision of the CEO, the Office manager performs administrative support work for the CEO, and Loan underwriting staff.

Duties and Responsibilities: The Office Manager performs a variety of administrative duties requiring strong organizational and multi-tasking skills, a high level of computer expertise/proficiency in a variety of software applications, the ability to perform research, complete reports, perform administrative functions and maintain agency operating systems. Major responsibilities and duties include, but are not limited to the following:

Program Support Responsibilities:

• Assist staff with administration of the Revolving Loan Fund for affordable housing production, Workforce Homebuyer Program, and public communications, digital and print.
• Research and update data on local/regional housing market conditions, county household income levels and poverty statistics, affordable housing needs, demographics, etc. as needed to complete agency applications, reporting requirements, and special projects.
• Assist CEO in completing periodic agency certification applications and reports.
• Assist CEO with quarterly and annual performance reports and compliance monitoring with lending partners and federal, state, and local government agencies.
• Assist CEO with updating loan data and capital sources for the agency's affordable housing production and homebuyer programs.
• Assist the CEO in completing the annual loan portfolio CRA reports for lending partners and the HTF Board of Directors.
• Periodically update housing and demographic data and statistics on the agency's website.

Administrative Responsibilities:

• Maintain and update the agency's Master Reporting Schedule to ensure that program, proposal, and corporate reporting requirements are tracked and reporting deadlines met.
• Update and maintain the agency's Operating Manual.
• Monitor/maintain online government registrations, agency website domains, software, and computer registrations.
• Assist CEO with annual nonprofit reporting and compliance to Federal, State, and local government agencies.
• Assist CEO with financial reporting: quarterly financials to lending partners, annual audit and tax returns to lending partners and funders.
• Provide planning, scheduling, and logistics support for CEO meetings, HTF Board, committee and special meetings, special events, and workshops.
• Be responsible for the development and updating of HTF database and communications networks.
• Provide general administrative systems and clerical support, as needed, including but not limited to routine correspondence and mailings, equipment and supply needs, office facilities, insurance, record-keeping, communications contacts and databases, electronic and physical filing systems, and other administrative tasks.

Qualifications

• Minimum 1-3 years in relevant and demonstrated administrative/office management work experience.
• Background and experience in housing, real estate, planning, community development, finance and lending, economics, or related field preferred.
• High proficiency in Microsoft Office applications (Excel, Word, Outlook, etc.)
• College degree or equivalent work experience required.

Desired Characteristics, Knowledge, and Abilities

• Well organized and ability to work independently and manage time and priorities well.
• Ability to multi-task and keep multiple activities progressing.
• Knowledge of and use of organizational and planning tools such as timelines, project/task tracking, filing systems.
• Detail oriented while keeping the overview.
• Ability to perform critical thinking, analyze and problem-solve.
• Ability to research, analyze, summarize, and clearly present data and information.
• Initiative-taker with high level of motivation; ability to take on new tasks and follow-through to completion.
• Ability to take directions and follow instructions.
• Ability to communicate clearly and concisely both written and orally.
• Comfortable communicating via telephone, email, and social media.
• Ability to establish and maintain effective, cooperative working relationships with staff, committees, outside agencies, and the public.