Tennessee Housing Development Agency

Community Programs Administrative Assistant

Tennessee Housing Development Agency

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Job Summary

COMMUNITY PROGRAMS ADMINISTRATIVE ASSISTANT

APPLICATION DEADLINE IS TUESDAY, SEPTEMBER 14, 2021 AT 11:59PM

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

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.

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 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.

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.

  • 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

BENEFITS:  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

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: August 25, 2021
  • Type: Full-Time
  • Job Function: Administrative
  • Service Area: Government
  • Salary Range: $3,206