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Administrative Assistant, Community Housing

3 months ago

Boise, United States Idaho Housing and Finance Association Full time
Job DescriptionJob DescriptionDescription:


Why Work with Us?


At our organization, we are dedicated to improving lives and strengthening Idaho communities. We believe that housing opportunities, self-sufficiency, and economic development are the pillars of progress. Our commitment to our team is unwavering, and we consider our employees our greatest priority. We offer competitive compensation packages, comprehensive health benefits, and abundant opportunities for professional development and growth.


It's no wonder we have been recognized as one of the "Best Places to Work" in Idaho for a decade. Join us and be part of a vibrant, entrepreneurial organization that makes a meaningful impact on the lives of Idahoans.


IHFA is the administrator of multiple federally funded affordable housing and homelessness programs, primarily serving Idahoans experiencing homelessness, at risk of homelessness and with housing stability challenges due to extremely low to low-income levels. These activities and its various stakeholders are further supported by the Community Housing division through the Home Partnership Foundation (HPF) and Housing Information Resource Center (HIRC), which secure, provide, and leverage additional resources for the benefit of the target populations listed above.


The Community Housing Administrative Assistant will support each of these functions in various capacities, including, but not limited to, coordinating roundtable meetings, event planning, clerical tasks, travel coordination, recordkeeping, information sharing, and general program activity support.

Requirements:


In this Role you will be responsible for the following:


Community Housing Administration:

  • Schedule, coordinate, and provide administrative support for bi-annual Roundtable meetings
  • Assist with all billings for Community Housing, including Homelessness Programs, Rental Assistance (including branches), Housing Information Referral Center (HIRC) and Home Partnership Foundation (HPF)
  • Assist with updating and maintaining HIRC resources, contacts, and services
  • Hold responsibilities for managing housingidaho.com and overseeing vendor and data it produces
  • Ensure website’s housing hotline is updated with training and resources
  • Reply to and track housing inquiries
  • Assist HPF with mail, contact list, communications, data entry and reporting, processing donations, disbursement requests and budget
  • Prepare grant award letters for Avenues for Hope and other Foundation grant making
  • Support Avenues for Hope and other fundraising campaign activities
  • Maintain contacts in HUBSPOT

Homelessness Programs Administration:

  • Support program administration functions, processes, and responsibilities, including generation and distribution of communications, development of forms, and facilitating or coordinating meetings and groups
  • Act as back up for other program administration activities such as completion of APRs, draw processing, OnBase indexing
  • When called upon to do so, assist in the distribution, collection, and assessment of subrecipient grant applications
  • Coordinate team office supplies and ordering
  • Coordinate travel arrangements and team training and conferences
  • Produce weekly team updates
  • Update team project management tool
  • Act as back-up for monthly salary allocation reports and internal draws
  • Schedule and plan monthly team lunches and meetings
  • Foster team comradery and morale

House Idaho Collaborative:

  • Support HIC activities in an administrative capacity
  • Act as Secretary for HIC Committees, as needed
  • Help coordinate venue preparation and meeting content planning for HIC semi-annual meetings
  • Act as scribe for HIC’s committee and subcommittee minutes as needed, including generating meeting minutes for HIC recordkeeping purposes
  • Track regional housing coalition meeting attendance and meeting minutes, and regional representation in HIC subcommittee meetings
  • Help coordinate trainings and the distribution of learning tools and materials appropriate for those participating in HIC meetings
  • Take responsibility for the updating of HIC website content
  • Help facilitate subcommittees

Special Projects:

  • Initiate and manage projects with the purpose and scope of executing internal processes; developing policy, procedural, or governance documents; providing broad messaging or education on programs or systems; or to cultivate and build partner relationships
  • Otherwise assist in specialized projects as directed
  • Execute research assignments for Community Housing, as directed

Customer Relations:

  • Receive calls and emails for Community Housing Division
  • Interact with subrecipients, HIC members, and other stakeholders in a positive and constructive manner
  • Respond to inquiries in a timely, accurate, and complete manner
  • May perform other additional duties and responsibilities as assigned.

EDUCATION and/or EXPERIENCE:

  • One year of experience completing administrative functions (planning meetings, managing communications, minutes, agendas, travel arrangements, expenses, etc.)
  • Associate’s degree in office systems or administration highly preferred
  • Persons who have themselves experienced homelessness are highly encouraged to apply

Qualifications:


To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

  • Excellent interpersonal skills with verbal and written communication skills.
  • Excellent technical skills with office, computer systems and software
  • Extensive experience using Microsoft Office Products
  • Must demonstrate exceptional initiative, tenacity, critical thinking, and problem solving
  • Experience effectively planning and organizing events
  • Experience typing agendas and taking minutes
  • Experience producing professional correspondence