Management Assistant

Homeownership Programs

Management Assistant

FLSA Status: Non-Exempt

$14.00-$23.69 per hour (Employee/Employer paid PERS)

$12.15 - $20.56 (Employer paid PERS)

Position Description/Summary:

The Management Assistant is responsible for supporting the Director with organizational, administrative, and clerical tasks and providing administrative support of the homeownership programs, with minimal direction and supervision to further the mission of the Nevada Rural Housing Authority (NRHA). The Management Assistant is responsible for:

• Implementing and maintaining effective administrative systems, procedures, and policies
• Planning, scheduling, and coordinating appointments, meetings, and travel for the Director and other department staff as needed.
• Applying creative techniques to improve ongoing program administration and delivery
• Compiling data, updating records, preparing documents, and writing reports
• Serving as a homeownership program liaison to stakeholders
• Serving in an integral support role in the execution and tracking of business development plans and related activities
• Conducting occasional training events to educate homebuyers, lenders, and real estate professionals
• Planning and facilitation of special events, communication, and campaigns

The Management Assistant should be a well-organized and detail-oriented professional who has excellent written and verbal communication skills. This individual should have exceptional time management skills and the ability to effectively manage multiple tasks and meet deadlines under pressure. The Management Assistant should work well with others and exhibit sound judgement. The person in this role should be skilled at conducting research, analyzing data, and using computer programs/software to create accurate and engaging reports. The Management Assistant should be adaptable to frequent changes (in programs and work environment) while maintaining consistency in work performance and a positive attitude.

This position requires up to 25% travel, utilizing commercial airlines or an agency vehicle. Travel may occasionally require overnight stays, including in rural towns. This position reports to the Director of Homeownership Programs.

Essential Duties and Responsibilities:

Performance of these functions is the reason the job exists. Assigned job tasks/duties are not limited to the essential duties and responsibilities:

• Provide exceptional internal and external customer service and administrative support by responding to program questions, providing program information and technical support, and responding to requests for information and assistance from customers, the Director, team members and other agency staff. It is necessary for this person to maintain an upbeat and positive demeanor to effectively promote and increase participation in the Home At Last™ programs.  
• Conduct an array of administrative and management support activities to further the promotion and delivery of homeownership programs through routine marketing and outreach activities, including but not limited to scheduling, planning, organizing and setting up/tearing down for events, education workshops and program training forums, plus occasionally serve as the trainer/educator, in person or via webinar, using approved Home At Last™ materials and presentations.
• Facilitate lender onboarding and training utilizing the onboarding tracker, to include coordinating with the Business Development Specialists to schedule and/or provide required program trainings, setting up local branches with marketing materials, entering key data into Salesforce, ensuring user credentials are active for the Home At Last™ program, tracking new loan reservations, and obtaining/documenting any other required and/or requested information.
• Provide detailed support and organization to the homeownership and communications/public affairs staff to ensure marketing collateral is maintained, updated, and organized on the homeownership drive and, on occasion, provide updates as requested by the Director using Adobe and Microsoft Office 365 applications.
• Collaborate with the Director, Business Development Specialists, and others as needed to facilitate the department and/or agency's marketing efforts, to include tracking performance of business and strategic plans, brainstorming, and implementing strategies, techniques, and concepts to further the development, creation, presentation, and/or promotion of the homeownership programs.
• Attend and participate in a variety of events as requested, such as open houses, luncheons, city council/county commissioner meetings, trainings, workshops, and conferences to further the mission of NRHA.
• Prepare, maintain, and distribute routine reports to the Director or others as requested, including business development activities, loan activity, loan officer trends, loan deficiencies, centennial volume, board meeting reports, and other such reporting activities to support the administration of the homeownership programs.
• Maintain accurate records, files, and logs required for administration of the homeownership programs and related activities; conduct periodic retention and purging of files in compliance with applicable policies and procedures; and follow department policies, procedures, and compliance requirements.
• Provide routine administrative support by ordering supplies, counting inventory, and using common office equipment, such as printers/scanners, etc.
• Research, read, interpret, and correctly apply program guidelines, regulations, lending guidelines (e.g. FHA, etc.), and industry/program-related bulletins, notices, newsfeeds, and other sources of information to maintain competency and compliance in program knowledge.
• Attend skill-building and professional development training as available, authorized, and/or requested by the Director and provide cross-training of learned skills to peers.

Qualifications:

• Education/Experience: Any combination of training, education, and experience that would provide understanding of the required knowledge and abilities. A typical way to gain the required knowledge is to possess an associate degree from an accredited college or university in a related field or have at least two years' experience working in a related field, preferably affordable housing programs in either public sector, private sector, or both. Real estate, banking, and/or finance experience is preferred.
• Language Ability: Excellent reading comprehension in regards to business periodicals, professional journals, technical procedures, and governmental regulations; excellent written communication skills, specifically, the ability to create accurate, engaging reports and draft effective, professional emails, memos, business letters, etc.; ability to effectively edit own work and the work of others for grammar, spelling, and clarity, and the ability to write and speak English fluently. Bilingual in English/Spanish is preferred.
• Math Ability: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio and percent, plus draw and interpret bar graphs.
• Computer Skills: Proficiency in Adobe/PDF applications and Microsoft Office 365 applications; ability to type 50 words per minute; proficiency using a variety of search engines (e.g. Google Chrome, etc.); Intermediate to advanced skill level in Excel with the ability to create graphs and pivot charts, export data, combine data from multiple workbooks and other sources, utilize formulas, and manage multiple workbooks regularly, and possess the ability and initiative to learn new automated systems as required or requested.

Working Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

The Management Assistant works primarily indoors with some travel outside of the office.  The office environment consists of shared or isolated working space, with a desk located in a generally clean, climate-controlled environment with limited exposure to conditions such as dust, fumes, noise, or odors. The working environment while traveling will vary greatly and require traveling in all types of weather (the exception would be weather causing dangerous road conditions), possible exposure to dust, fumes, noises, and/or odors, working from safe, clean motels/hotels in remote towns, etc. Interruptions to planned work activities occur frequently. The noise level in the work environment is typically moderate. When travel is required, an agency vehicle may be provided for local travel, otherwise the use of personal vehicle may be approved. May require work in confined spaces, such as storage closets. May occasionally require an adjusted work schedule, overtime, and/or evening/weekend hours for special work functions or in order to meet deadlines.

Physical and Mental Demands:

The physical and mental requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of the job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Employee must have the ability to appropriately handle stress and interact with others, including supervisors, coworkers, clients, and customers. Regular and consistent punctuality and attendance are required. Employee must possess the strength, dexterity, and coordination to use a computer keyboard and video display terminal for prolonged periods. Employee must be able to bend, stoop, sit, and stand for long periods of time; handle files, office supplies and single pieces of paper; occasionally lift files, stacks of paper, office equipment, small/medium-sized boxes and other materials. Employee must be able to reach, bend, squat, and stoop to access items above and below desk level, plus load in and out of vehicles; manual dexterity and cognitive ability to operate a personal computer, as well as office equipment, and to communicate effectively via telephone and email. Employee must be able to safely lift items, materials, supplies, equipment of up to 25 pounds, with or without the assistance of a hand truck or cart. There may be occasions that require climbing stairs or walking on uneven ground while carrying materials, supplies, equipment, or other items.

In compliance with applicable disability laws, reasonable accommodations may be provided for qualified individuals with a disability who require and request such accommodations. Incumbents and individuals who have been offered employment are encouraged to discuss potential accommodations with the employer.