Program Assistant

New York Housing Trust Fund; New York (NY); On-site; USD 56,000 - 69,000; Full time

Job summary

New York State Homes and Community Renewal (HCR) is seeking a Program Assistant for Small and Mid-Size Development in New York, NY. The role supports SRDI, MOVE-IN, LCAP, MHAP and MHCFP, maintaining files, processing disbursement requests, and assisting with closeout.

Work with VP/AVP and program staff; act as a point of contact for awardees and inquiries; familiarity with Microsoft Office tools is beneficial.

Qualifications

• Bachelor’s degree and at least three years’ experience in a fast-paced office performing support staff tasks.
• Experience with housing or community development programs is a plus.
• Experience handling sensitive documents with discretion.
• Proficient with Microsoft Word and Excel; familiar with SharePoint and Outlook.
• Ability to work independently and adapt to shifting priorities.

Responsibilities

• Assist in operating SMD programs and meet program goals.
• Organize and review project funding applications for completeness.
• Review disbursement paperwork for accuracy and total amounts.
• Log payment requests in SharePoint and other systems.
• Coordinate with awardees for submissions and reporting.
• Prepare letters, memos, and documents; format with advanced Word features.
• Monitor Outlook mailboxes; manage electronic filing.
• Manage access to online application portal and communicate with applicants.
• Prepare and run reports from various databases.
• Create and modify Excel spreadsheets for office needs.
• Document scanning, filing, and shredding.
• Support office administrative tasks as needed.

Skills

Communication

Organization

Independent work

Education

Bachelor's degree

Tools

Microsoft Word

Excel

SharePoint

Outlook

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Program Assistant

New York, NY, US

Salary: $62,499.00 Annually

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)