Program Assistant
About this role
Instructions for Applicants
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 communication skills 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)
Company at a glance
Welcome to New York State Homes and Community Renewal (HCR)!
New York State Homes and Community Renewal is your statewide housing resource.
HCR Mission
The mission of New York State Homes and Community Renewal is to build, preserve and protect affordable housing and increase home ownership across the state.
About Us
New York State Homes and Community Renewal (HCR) preserves housing affordability and works with many private, public and nonprofit sector partners to create inclusive, safe, “green,” and resilient places to live in New York State.
HCR is charged with carrying out the Governor’s $1 billion HOUSE NY plan and by leveraging New York’s federal and state community development resources, creating affordable housing opportunities statewide. HCR programs provide financing to create and preserve multifamily housing; administer programs to improve housing conditions, ensure accessibility, and save energy; provide bonding authority and other resources to facilitate local public improvements and job creation; and help thousands of low- and moderate-income New Yorkers purchase a home.
In New York City and adjacent counties, HCR enforces the State’s Rent Regulation Laws and protects the rights of tenants facing landlord harassment or rent overcharges.
We also fund services for low to middle income households and for special needs populations including veterans, seniors, homeless families, individuals with HIV/AIDS, and at-risk youth. Governor Cuomo committed an additional $486 million to housing in the 2015-2016 budget, $92 million of which is dedicated to Mitchell-Lama preservation.
HCR resources have helped finance over 26,000 affordable housing units since 2011, for moderate and low-income families and vulnerable New Yorkers.
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