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About the Role

The Program Assistant for Small and Mid-Size Development will support the day-to-day implementation of funding programs within the Office of Small and Mid-Size Development (SMD), focusing on non-tax credit development projects. This role will primarily assist with specific programs like SRDI, MOVE-IN, LCAP, MHAP, and MHCFP, involving tasks such as maintaining project files, processing disbursement requests, assisting with project closeout, and serving as a point of contact for inquiries.

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.

Requirements

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.
Candidates must meet the minimum qualifications outlined below to be considered.
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.
This job description is not intended to be all inclusive and the employee will be expected to perform other reasonably related duties as assigned.

Skills

Microsoft Word
Microsoft Excel
SharePoint
Outlook shared calendars
Outlook scheduling tools
Data management spreadsheets
Organizational skills
Communication skills

Location

New York State

Work Type

Full-time

Experience Level

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.)
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.

Education Level

Bachelor’s degree
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

About the Company

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).
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.

Equal Opportunity

New York State is an Equal Opportunity Employer (EOE)
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.