Assistant to the Director of Single Family Loan Operations

Tennessee Housing Development Agency

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Job Summary

ASSISTANT TO THE DIRECTOR OF SINGLE FAMILY LOAN OPERATIONS

APPLICATION DEADLINE IS THURSDAY, APRIL 21, 2022 AT 11:59PM

In order to be eligible for telecommuting, the candidate must reside within a 200 mile radius of the assigned work facility in Nashville, TN.

Division: Single Family Loan Operations
Reports to: Director of Single Family Loan Operations
Location:  Nashville, TN
Full-time/Part-time: Full time
Salary Grade: 29
Salary Range Minimum: $3,206
FLSA Classification: Non-exempt (01)

Critical features of this job are described under the headings below. They may be subject to change due to changes in our business processes or other business-related reasons.

POSITION SUMMARY: Provides assistance and administrative support to the Director of Single Family Loan Operations and the Chief Operating Officer (COO) of Single Family Programs. Works with lending partners for annual recertification documentation, and new lending applicants for approval documentation and onboarding.

Job Responsibilities

ESSENTIAL DUTIES AND RESPONSIBILITIES

Essential duties and responsibilities include the following. Other duties may be assigned.

• Establishes and maintains files for the Director of Single Family Loan Operations.
• Coordinates and maintains scheduling and communication for the Director of Single Family Loan Operations, including maintaining calendars, e-mail groups, contacts, etc.
• Maintains confidentiality when reviewing sensitive materials.
• Prepares and submits travel documentation necessary for travel authorization and travel claims, following THDA Travel Guidelines, for the COO, the Director, as well as other Single Family Managers, Director of Capital Markets, or staff as needed.
• Coordinates travel arrangements, including flight reservations, hotels, directions, etc., for COO, Director, and other Single Family staff members,
• Provides administrative support and coordinates preparations for the Housing Industry  Advisory Board, Housing Education Advisory Board and any other THDA established advisory board meetings, including agendas, meeting space set-up, catering needs, and maintaining current list on website.
• Coordinates scheduling and preparations for meetings relating to the COO and Director, including reserving meeting space and sending electronic invitations.
• Maintains correct, updated contact and distribution lists of THDA lending partners in the Tennessee Housing Electronic Loan Management Application (THELMA) computer system, or other applications.
• Maintains program guides for all mortgage programs and the homebuyer education program, including current updates and revisions; and distributes these items to lending partners and staff as requested.
• Launches and communicates recertification process to existing lenders, which includes analyzing production reports and offering recommendations, tracking incoming documentation, and following process to complete recertification and maintain electronic records.
• Maintains and updates website information relative to mortgage programs and Homebuyer Education information, including daily rate sheet, list of approved lenders, income limits, guide revisions, and forms.
• Compiles and distributes Windows to Homeownership newsletter.
• Assists in the preparation of internal and external training events to include two annual Homebuyer Education events, which may include off site attendance at these events.
• Prepares material for Board of Directors Lending Committee meetings, attends meeting, and provides minutes for permanent record.
• Maintain distribution list for Single Family newsletter in Constant Contact.
• Maintain correct primary contact for Lenders in THELMA.
• Orders and maintains office supplies for the division; serves as back-up for purchase transaction for HBEI team.
• Maintains division payment card; reconciles payment card transactions and statements
• Answers general information line.
• Offers direct support to the HBEI team by managing HUD Housing Counseling customer calls and emails for triage and intake.
• Performs other general administrative activities as assigned.

Qualifications

MINIMUM QUALIFICATIONS

The requirements listed below are representative of the knowledge, skills, and/or abilities required.

Education and Experience:

• High School diploma or equivalent GED.
• Two years of successful, full-time employment in a business office environment, preferably a lending institution, with a high level of public interaction.
• Certified Administrative Professional Certification is preferred.

The above qualifications express the minimum standards of education and/or experience for this position. Other combinations of education and experience, if evaluated as equivalent, may be taken into consideration.

Knowledge, Skills, Abilities, and Competencies:

• Working knowledge of standard office procedures and standard office equipment.
• Some knowledge of mortgage lending or real estate.
• Thorough knowledge of business English.
• Aptitude for working with numbers.
• Maintains credibility through sincerity, honesty, and discretion.
• Maintains a high level of confidentiality.
• Strong interpersonal skills; excellent customer service skills
• Excellent verbal and written communication skills.
• Excellent telephone skills.
• Builds and maintains positive relationships with internal and external constituents.
• Ability to exercise good judgment, courtesy, and tact in dealing with the public, and in giving and obtaining information.
• Ability to exercise good judgment in evaluating situations and making decisions.
• Strong organizational skills.
• Strong time management skills; uses time effectively; consistently meets deadlines.
• Documents regularly, thoroughly, accurately, and completely. 
• Computer literate; proficient in Microsoft Word, Excel, Outlook, and the internet; able to effectively adapt to and use other computer systems as needed for daily activities.

Special Demands:

The special demands described here are representative of those that must be met by a staff member to successfully perform the essential functions of this job.

• Current, valid driver’s license from domicile state and the ability to drive.
• Occasional travel, including overnight travel.
• While performing the duties of this job, the employee is regularly required to sit; stand; use hands to finger, handle or feel; and talk and hear.
• The employee is occasionally required to walk; reach with hands and arms, and stoop, kneel, or crouch.
• Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus.

State of Tennessee positions that may involve driving responsibilities require candidates to meet the following minimum driver qualifications:

• A valid driver’s license
• For the past five years, the candidate’s driving record must not have record of the following violations: driving under the influence (DUI), reckless driving, license suspension for moving violations, more than 4 moving violations

Additional Information

Benefits

How to Apply

EQUAL OPPORTUNITY/EQUAL ACCESS/AFFIRMATIVE ACTION EMPLOYER

APPLICATION MUST BE COMPLETE AND RESUME ATTACHED FOR CONSIDERATION

PLEASE VISIT OUR WEBSITE AT WWW.THDA.ORG AND FOLLOW THE ONLINE APPLICATION INSTRUCTIONS

Details

• Date Posted: April 8, 2022
• Type: Full-Time
• Job Function: Administrative
• Service Area: Government
• Salary Range: 3,206/month