Administrative Assistant - Family Services

Habitat for Humanity Central Arizona; Phoenix (AZ); On-site; USD 25,000 - 33,000; Full time

Job summary

Habitat for Humanity Central Arizona is seeking an Administrative Assistant to provide essential support for Family Services programs at the corporate office in Phoenix. You will manage office functions, records, client intake, and communications, while coordinating with loan servicing and community engagement initiatives.

The role requires High School level education, proficiency in Microsoft Office, and the ability to work with diverse community members.

Qualifications

• Bilingual (English/Spanish) preferred.
• Proficient in Microsoft Office (Word, Excel, PowerPoint).
• Ability to work with diverse people and cultures.
• Excellent writing and verbal communication skills.
• Willingness to work evenings and Saturdays when needed.
• Strong organizational skills and attention to detail.

Responsibilities

• Provide comprehensive administrative support including front desk, calls, mail, and supplies.
• Perform clerical duties: filing, data entry, records management.
• Assist with outreach, events, and program meetings.
• Serve as first contact for clients and assist with intake.
• Maintain marketing materials and program manuals.
• Upload and manage prescreen apps in Calyx Point.
• Provide backup for related administrative staff and cross-department projects.

Skills

Bilingual

Interpersonal skills

Organizational skills

Writing & verbal communication

Education

High School Diploma or AA/Equivalent

Tools

Microsoft Office

Calyx Point

Job description

Job Details

Job Location: Habitat for Humanity Central Arizona Corporate Office - Phoenix, AZ 85051

Position Type: Full Time

Education Level: High School

Salary Range: $18.00 - $24.00

Hourly Travel Percentage: None

Job Shift: Day

Job Category: Admin - Clerical

JOB SUMMARY

Provides administrative and operational support for Family Services programs by coordinating office functions, managing records and communications, assisting clients, supporting loan servicing activities, maintaining program materials, and contributing to departmental projects and community engagement efforts. Ensures efficient office operations while delivering exceptional customer service.

Essential Functions

• Provide comprehensive administrative support, including telephone and front desk coverage, email correspondence, mail distribution, and office supply inventory management.
• Perform a variety of clerical and administrative duties, including filing, data entry, document preparation, and records management.
• Assist with outreach efforts, special events, and program-related meetings.
• Serve as the first point of contact for clients, visitors, and walk-in inquiries by providing accurate program information and assisting with the intake process.
• Maintain, update, and distribute Family Services marketing materials, program manuals, and related informational resources.
• Ensure the reception and lobby areas are stocked with current program materials and informational brochures.
• Upload and maintain online prescreen applications within the Calyx Point system, ensuring accuracy and timely processing.
• Responsible for serving all loas after closing
• Process and track maintenance requests, ensuring timely communication and resolution.
• Coordinate homeowner insurance claim documentation and processing in accordance with established policies and procedures.
• Establish and maintain client and homeowner files; update databases, directories, reports, and tracking systems as required.
• Provide administrative support for committee meetings, and preparation of meeting materials
• When applicable, take department minutes
• Assist with the preparation and recording of official documents.
• Serve as backup support for the Neighborhood Revitalization Administrative Assistant and collaborate on cross-departmental projects and special assignments.
• When applicable – provide back up assistance for corporate administrative assistant.
• Perform additional duties and special projects assigned to support organizational goals and operational needs.

Qualifications KNOWLEDGE, SKILLS, ABILITIES:

• Bilingual (English/Spanish) preferred.
• Proficient in Microsoft Office. (Word, Excel, and PowerPoint).
• Ability to work with a variety of people and personalities, including individuals of diverse races, cultures, and economic backgrounds.
• Excellent writing and verbal communications skills.
• Ability to work evening and Saturday hours when needed.
• Excellent organizational skills and attention to detail are a must.
• Ability to work independently and collaboratively.
• Positive personality, attitude, and professionalism.

EDUCATION, EXPERIENCE:

• Knowledge of Fair housing laws and Standards.
• Knowledge of loan originating.
• Proficient in Calyx Point.
• High School Diploma or associate degree (A.A.) or equivalent from two-year college or technical school; or two years or more related experience and/or training; or equivalent combination of education and experience.

PHYSICAL REQUIREMENTS NECESSARY TO PERFORM THIS JOB:

• The ability to sit in a meeting for extended periods of time.
• Intermittent physical activity includes bending, reaching, and ability to lift up to 50 pounds.
• The ability to speak and hear in order to give and receive detailed information through verbal communication in person, using the telephone, and/or at community meetings; exchange ideas and convey accurate information to co-workers, volunteers and others.

WORK ENVIRONMENT AND CONDITIONS:

The majority of duties are performed in an office setting, performing detailed work sitting at a desk and working on the computer.

TOOLS AND EQUIPMENT USED:

Employees must be proficient in or able to use or learn to use office equipment such as computer, printer, phone, copiers, calculator, and cell phones and other communication vehicles.