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Housing Recovery and Administrative Assistant
Position Summary
The Housing Recovery and Administrative Assistant supports the Energy Wise, Housing Recovery, and Recovery Grant programs of Back Bay Mission by assisting clients, supporting program operations, providing front desk coverage, and assisting with financial and compliance processes. This position plays a key role in serving individuals and families living in poverty while upholding the Mission’s values of justice, compassion, and responsible stewardship.Education
High school diploma required. College coursework or equivalent life experience preferred.Experience
Customer service experience preferred. Experience working with individuals experiencing poverty or housing instability is a plus. Experience with grants administration or financial documentation is helpful. Proficiency in bookkeeping practices and demonstrated working knowledge of QuickBooks are required.Skills and Personal Characteristics- A genuine concern for people living in poverty.
- Empathy and understanding of the challenges faced by individuals experiencing homelessness and financial hardship.
- Ability to effectively communicate and collaborate with partner agencies and the public.
- Self-motivated and able to work independently while valuing teamwork.
- Flexibility and patience.
- Strong organizational and multi-tasking skills.
- Ability to maintain confidentiality.
- Ability to work well with skilled and unskilled volunteers, including adults and youth.
Essential Duties and Responsibilities- Meet with potential recipients of the Energy Wise, Housing Recovery, and Recovery Grant programs to determine eligibility and program requirements.
- Assist with documentation and file management for Recovery Grants and related compliance requirements.
- Assist the Housing Recovery Program Manager with daily operations, including data entry, scheduling phone and in-person appointments, and maintaining client files (opening and closing files as appropriate).
- Maintain organized and accurate files for HomePort units and all rental properties.
- Maintain accurate and up-to-date records for all fleet vehicles, including trucks and trailers, ensuring proper documentation of registration, insurance, maintenance, and compliance requirements.
- Provide front desk administration support, including greeting clients and visitors, answering phones, routing inquiries, and maintaining a welcoming and professional environment.
- Assist the CFO with administrative and financial tasks, including preparation and documentation related to HUD Request for Cash (RFC) submissions and other grant reimbursement processes.
- Provide support to the Chief Financial Officer in processing bi-weekly payroll, ensuring accuracy, timeliness, and compliance with organizational policies and applicable regulations.
- Maintain organized and accurate records to ensure compliance with HUD and other funding requirements.
- Foster strong communication and teamwork within the Housing Recovery Program and administrative team.
- Assist in managing long-term volunteers serving in the Volunteer Coordinator role and provide coverage when necessary.
- Perform other duties as assigned by the Housing Recovery Program Manager, or CFO.
