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Community Programs Administrative Assistant



Job Summary

Division: Community Programs

Reports to: Director of Community Programs

Location: Nashville, TN

Full-time/Part-time: Full-time

Salary Grade: 29

Monthly 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 general clerical and administrative support for multiple programs within the Community Programs division.  


Job Responsibilities


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

  • Performs administrative tasks including: receiving and distributing incoming division mail, making copies, composing correspondence, maintaining division and program files, ordering and monitoring supplies, and creating reports, spreadsheets, and fillable PDF forms.
  • Establishes and maintains files.
  • Coordinates and maintains scheduling and communication for the Director, Assistant Director, and the division including maintaining calendars, e-mail groups, contacts, training sessions, travel, conferences, and coordinates catering and room setup, etc.
  • Answers incoming calls for the division; provides information pertaining to organizations and housing grant programs to callers and routes calls to other staff members or other agencies.
  • Processes approved pay requests for division programs.
  • Logs refund checks for the division and processes them in a timely manner to ensure compliance with the Check Processing Procedures.
  • Assists the Program Managers with the preparation of grant award letters and uses the mail-merge tool to create the body of the program contracts.
  • Prepares and distributes various documents, both internal and external, for the division, including but not limited to legal docs, announcements, newsletters, development and design of program manuals, forms, etc.
  • Attends organization board and board-related committee meetings; takes electronic recordings and transcribes to a draft of written minutes.
  • Ensures regular maintenance of division vehicles is being performed.
  • Uploads and/or scans documents for storage in Electronic Content Management (ECM) or subsequent records management system; retrieves documents as needed.
  • Receives funding applications, sets up electronic application review files, prepares list of applications received. 
  • Creates grant application and program files and ensures receipt of initial grant set up documentation.
  • Creates excel spreadsheets, graphs and reports for tasks or assignments, as needed.
  • Maintains and updates division’s master contact database.
  • Maintains web site pages for various division programs. 
  • Creates grantee accounts and resets passwords for THDA’s secure Electronic Data Transfer (EDT) site, as needed.
  • Enters check requisitions and purchase orders as needed.
  • Maintains division payment card; reconciles payment card transactions and statements.
  • May occasionally provide backup support to the Executive Director’s Executive Assistant.




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 experience working in a business environment, working with the public, to include experience using business math on a regular basis.
  • Two years of experience working in a legal or real estate office is preferred.
  • Two years of experience working as administrative assistant is preferred. 
  • Knowledge and experience of HTML and/or web site design is preferred.
  • Notary Public, or ability to obtain, 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:

  • Considerable knowledge of modern office practices, procedures, and equipment.
  • Considerable knowledge of business math and the ability to accurately make math calculations.
  • Ability to transcribe from note, type accurately from plain copy, and type accurately from rough draft.
  • Ability to perform a variety of difficult and responsible administrative tasks.
  • Strong interpersonal skills.
  • Excellent verbal and written communication skills.
  • Builds and maintains positive relationships with internal and external constituents.
  • Strong organizational skills.
  • Excellent customer service skills. 
  • Strong time management skills; uses time effectively; consistently meets deadlines.
  • Maintains a high level of confidentiality.
  • Documents regularly, thoroughly, accurately, and completely.

Computer literate; proficient in Microsoft Word, Excel, Outlook, Acrobat, and the internet; able to effectively adapt to and use other computer systems as needed for daily activities

Additional Information


THDA offers an excellent benefits package:  medical, dental, vision, and life insurance options; disability insurance; retirement plans; flexible benefit pre-tax accounts for medical, dependent care, transportation, and parking; annual leave and sick leave that begin accruing after the first month of employment; and 11 paid holidays per year.  We also offer work-life balance opportunities through alternative work schedules, flexible schedules, and telecommuting.



How to Apply






  • Date Posted: October 27, 2021
  • Type: Full-Time
  • Job Function: Administrative
  • Service Area: Government
  • Salary Range: 3,206.00
  • Working Hours: 37.5