02 Aug
Adminstrative Assistant
Wyoming, Sheridan

Administrative Assistant

REPORTS TO: Executive Director

STATUS: Regular Part-Time - Non-Exempt; approx. 25-30 hours per week.


This position provides a wide variety of administrative, clerical, and family support services as detailed below.

  • Administration- As the “first impression” of the organization, you will provide a positive experience to all visitors and inquiries. You will also promote a high-performance workplace culture that emphasizes empowerment, quality, productivity, detail, and commitment to the team values.

Primary Functions:

  • Answer the phones, take messages, schedule appointments
  • Enthusiastically represent Habitat in a positive manner to the community
  • Maintain all databases
  • Maintain and organize the filing system
  • Employee onboarding, orientation, and training
  • Maintain staffing records and HR related documentation in an organized, accessible manner
  • Assist in preparation of monthly board reports
  • Create weekly receivables/payables reports and submit to the accountant
  • Check the mail and distribute appropriately
  • Weekly deposits of all receivables and provides timely tax receipts to donors
  • Responsible for mail merges and mass mailings
  • Submit all invoices for approval and enter online payments weekly
  • Maintain office equipment and purchase/order supplies as needed within established budget
  • Pull financial reports monthly and as needed for grants/projects
  • Preparation of all HFHI reports
  • Communicate consistently with habitat partner families, proving sweat equity opportunities
  • Track sweat equity hours per partner family
  • Coordinate groundbreaking and dedication events
  • Keep a clean, organized workspace

  • Mortgage Services - responsible for preapproval, processing, and origination of mortgages for HFHEB. Responsible for servicing loans held by HFHEB. Responsible for the closing schedule and sale of the loans for habitat homebuyers.

Primary Functions:

  • Monitor and implement current Habitat for Humanity International (HFHI) compliance standards. Complete all Qualified Loan Originator training and compliance courses annually
  • Review all applicant files and ensure compliance with all laws, including Fair Housing, ECOA, RESPA and Dodd Frank
  • Engage with all HFHEB applicants to gather required documentation to determine qualification as potential HFHEB homebuyers
  • Oversee the mortgage underwriting, qualification approval process
  • Facilitate and manage all underwriting documents are in compliance and complete within home closing timeline
  • Manage homeowners sweat equity and financial education requirements are met
  • Responsible for completing loan documents and disclosures
  • Manage the mortgage portfolio, working with homeowners regarding delinquent payments or any issues or needs that arise
  • Prepare reporting and/or dashboards on mortgage performance as requested by the Executive Director including annual escrow analysis for HFHEB serviced loans
  • Assist with homeowner orientation workshops

Additional Responsibilities:

  • This position may be assigned special projects from time to time by the Executive Director
  • Assist with all HFHEB events


  • HS diploma required. AA or BA/BS preferred with at least 3 years of prior office management experience preferred
  • Strong communication skills, both oral and written
  • Thorough working knowledge of Microsoft Office Suite Products
  • Detail oriented with strong organizational skills
  • Must be able to meet strict deadlines
  • Experience with database management or equivalent software application experience
  • Ability to maintain confidentiality of proprietary information, documents, homeowner information and conversations
  • Must pass a background and credit check

The statement herein are intended to describe the general nature and level of work being performed, but are not to be seen as a complete list of responsibilities, duties, and skills required of personnel so classified. Also, they do not establish a contract for employment and are subject to change at the discretion of the employer.

Job Type: Part-time

Pay: $12.00 - $15.00 per hour


  • Paid Time Off


  • Monday to Friday

COVID-19 considerations:Office is open by appointment only. Extra cleaning/sanitation measures in place. No meetings to be scheduled with more than 10 people. Social distancing required.


  • Data Entry: 1 year (Preferred)
  • administrative: 3 years (Preferred)
  • QuickBooks: 1 year (Preferred)


  • High school or equivalent (Required)

Work Location:

  • One location


  • Other

Ergonomic Workspace:

  • No

Administrative Duties:

  • Running errands
  • Stocking supplies
  • Sorting and sending mail
  • Answering and routing phone calls
  • Greeting visitors

Financial Duties:

  • Expense reports
  • Processing payments
  • Billing

Company's website:

  • sheridanhabitat.org

Work Remotely:

  • No

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