Program Assistant

New York State Homes & Community Renewal; City of Albany (NY); On-site; USD 52,000 - 76,000; Full time

Job summary

New York State Homes and Community Renewal (HCR) seeks a Program Assistant for the Office of Small and Mid-Size Development to support SRDI, MOVE-IN, LCAP, MHAP and MHCFP funding programs. You will help maintain files, process disbursement requests, and assist with project closeouts.

The role requires a bachelor’s degree and several years of admin experience, strong Word/Excel/SharePoint skills, discretion with confidential information, and the ability to work independently and with a team.

Qualifications

• Bachelor’s degree and at least three years’ experience in a fast-paced office performing support tasks.
• Familiarity with housing and/or community development programs is a plus.
• Experience handling sensitive documents with discretion.
• Proficient with Microsoft Word and Excel; familiar with SharePoint and Outlook.
• Comfortable creating spreadsheets for data management and working independently.

Responsibilities

• Assist in operation of SMD programs and related tasks.
• Organize and review project applications for funding completeness.
• Review disbursement paperwork for accuracy and totals.
• Log payment requests into SharePoint and other systems.
• Coordinate with awardees to obtain required submissions and reports.
• Prepare letters, memos, and procedures; format documents with TOC.
• Monitor Outlook mailboxes and route documents to staff.
• Manage user access to an online application portal.
• Prepare and run reports from various databases.
• Create and manipulate Excel spreadsheets to meet office needs.
• Document scanning, filing, and shredding; provide general administrative support.

Skills

Microsoft Word

Microsoft Excel

SharePoint

Outlook

Data management

Administrative support

Communication skills

Organizational skills

Discretion with confidential info

Independent work

Education

Bachelor’s degree

Tools

Word

Excel

SharePoint

Outlook

Job description

Applicants must include a cover letter and resume for review. Resumes not accompanied by a cover letter will be deemed incomplete and will not be considered.

Applicant must describe in a cover letter how the applicant meets the minimum qualifications, and how the work experienced outlined in the accompanying resume relates to the available position. Applicants are also encouraged to use the cover letter as an opportunity to identify specific skills, including knowledge of software or database systems that may be useful for this position.

New York State Homes and Community Renewal (HCR)is the State’s affordable housing agency, with a mission to build, preserve, and protect affordable housing and increase homeownership throughout New York State.

This position is with HCR's Housing Trust Fund Corporation (HTFC).This is not a civil service position and does not require a civil service exam. Candidates must meet the minimum qualifications outlined below to be considered.

NYS Homes and Community Renewal (HCR) is committed to fostering a culture of diversity, equity, inclusion, and accessibility. Our work would not be possible without the diverse backgrounds, experiences, ideas, and abilities of our employees. HCR is committed to developing a workforce that represents the diverse population of New York State. HCR embraces a diverse and inclusive work environment by encouraging all individuals, including those with disabilities, to apply to open positions at the agency.

The Office of Small and Mid-Size Development (SMD)is a program office within HCR focusing on non—tax credit development projects smaller in scope but with outsized impact, encompassing multifamily rental, homeownership, and manufactured housing. SMD currently administers eight capital funding programs, and the list is growing: HCR’s Small Building Participation Loan Program (SBPLP), Small Rental Development Initiative (SRDI), Affordable Homeownership Opportunity Program (AHOP), Block by Block Homeownership Program (BxB), MOVE-IN New York CrossMod Expansion Program (MOVE-IN), Legacy City ACCESS Program (LCAP), Manufactured Home Advantage Program (MHAP), and Manufactured Home Cooperative Fund Program (MHCFP). SMD’s mission is to deploy these funds expeditiously and efficiently to create enhanced housing opportunities for low- and middle- income residents across the state.

Position Summary

The Program Assistant for Small and Mid-Size Development will work closely with SMD’s Vice President, Assistant Vice President, and program staff to support day-to-day implementation of funding programs. The position is expected to primarily support SRDI, MOVE-IN, LCAP, MHAP and MHCFP, helping to maintain project files, process disbursement requests and assist with project closeout, and serve as a point of contact for awardees and general program inquiries.

Duties and Responsibilities

• Assist in accomplishing all goals, tasks, and assignments relating to operation of SMD programs as requested
• Help to organize and review project applications for funding for completeness;
• Complete preliminary review of disbursement paperwork for funded projects to ensure consistency of numerical values and that amounts are totaled correctly to initiate payment processing;
• Log payment requests into SharePoint and other systems;
• Coordinate with awardees to obtain required project submissions and/or reporting;
• Prepare letters, memos, written procedures and other documents as needed;
• Use Microsoft Word to prepare template documents, proofread and edit written materials, use advanced formatting to add Index/table of contents to documents.
• Monitor shared Outlook mailboxes, saving documents electronically and routing to appropriate staff;
• Manage user access to an online application portal, communicate with potential applicants related to access.
• Prepare and run reports from various databases.
• Create new Excel spreadsheets or manipulate existing Excel spreadsheets to meet office staff needs.
• Document scanning, filing and shredding;
• Support office with administrative responsibilities as needed.

Qualifications

• Bachelor’s degree and at least three years’ experience* in a fast-paced office performing support staff tasks (i.e. answering phones, creating written materials & forms, processing paperwork & electronic records, filing.)
• Preferable if candidate possesses at least some familiarity with housing and/or community development programs.
• Experience handling sensitive documents and confidential information with discretion.
• Candidate must be familiar with Microsoft Office including significant skills and experience in Microsoft Word and Excel, and experience using SharePoint and using shared calendars and scheduling tools in Outlook.
• Candidate must also be comfortable with creating spreadsheets for data management.
• Ability to work alone/or away from staff (trustworthy).
• Excellent organizational and communicationskills are essential.
• Ability to work effectively with members of an existing administrative team and grant project managers.
• Candidate must show initiative and willingness to take on new tasks as directed, and be comfortable with shifting priorities and new assignments.

* Substitution: Certification (such as the International Association of Administrative Professionals’ Certified Administrative Professional), diploma, or associate’s degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology may substitute for two years of experience.

This job description is not intended to be all inclusive and the employee will be expected to perform other reasonably related duties as assigned

New York State is an Equal Opportunity Employer (EOE)