Position Summary

Are you looking for a career that is fast-paced and filled with a variety of tasks that require strong computer and personal communication skills? As an Administrative Assistant, you will provide critical support to agency operations by managing client intake, coordinating office workflows, and assisting in the preparation and distribution of program-related materials. The Administrative Assistant serves as the first point of contact for clients and visitors and is responsible for providing excellent customer service while ensuring the efficiency of administrative processes.  

Responsibilities

Client & Office Administration  

• Answer phone calls, manage incoming and outgoing mail, and greet clients and visitors.  ∙ Provide information about HELP CDC’s services and direct clients to the appropriate staff.  
• Maintain and update client records in databases such as CounselorMax, ensuring accuracy and  compliance.  
• Manage client intake for housing counseling services, ensuring appointments are scheduled  efficiently and documentation is properly recorded.  
• Process required documentation for housing programs and grants, ensuring all compliance  requirements are met in a timely manner.  
• Respond to client inquiries via phone and email, providing clear guidance on program eligibility,  homebuyer education, and foreclosure prevention.  

Program & Event Coordination  

•  Assist in planning and executing Homebuyer Education Seminars, handling logistics, materials,  and follow-up communication.  
• Support grant-related activities by coordinating required documentation and tracking  compliance requirements.  
• Collect and organize client feedback to assess and improve service delivery.  
• Assist in developing and distributing marketing materials for outreach efforts and community  events.

Office Efficiency & Workflow Management  

• Maintain a clean and organized front desk and office area.  
• Streamline intake and document processing workflows to improve efficiency in service delivery.  ∙ Identify administrative process inefficiencies and propose solutions for improvement.  ∙ Ensure data accuracy and maintain confidentiality of sensitive information.  
• Proactively check in with leadership on workload, seek additional tasks when available, and  provide regular updates on completed work.  

Team Collaboration & Professional Development  

• Actively participate as a team player by offering support to colleagues when needed. 
• Cross-train in other administrative functions to ensure office continuity and coverage. 
• Maintain professionalism in all interactions and limit personal phone use during work hours.  
• Continuously seek professional development opportunities to improve skills relevant to the role.  

Requirements

∙ Strong written and verbal communication skills.  

∙ Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and basic knowledge of Canva is a plus.  

∙ Excellent attention to detail and organizational skills.  

∙ Ability to work independently and collaboratively as part of a team.  

∙ Experience in an administrative role preferred, especially in a nonprofit or housing-related organization.  

∙ Interest in financial education and the mission of HELP CDC.  

∙ Ability to adapt to a fast-paced environment and handle multiple tasks effectively.  

This role is vital to the functionality of the organization, and we are looking for someone who is proactive, adaptable, and committed to providing high-quality administrative support. If you are ready to take on a dynamic role that impacts the lives of individuals seeking housing support, we encourage you to apply!