Administrative Specialist

The Administrative Specialist is a regular full-time employee with the following compensation and 

benefits:

• Hiring range is $44,550-$55,700 annually ($21.41-$26.76 per hour) -DOE

• 100% of Employee Health Insurance Premium paid by Employer

• Short term disability, long term disability and Life/Accident insurance paid by employer

• Simple IRA plan with dollar for dollar matching up to 3% of compensation

• 4 weeks paid time off (PTO) per year

• 5 weeks PTO after 2 years employment

• 11 Paid Holidays throughout the year

• Great work environment

Eligible applications must include 1) a cover letter addressing the required qualifications set forth in the attached job description, 2) resume, 3) Homeword’s employment application, and 4) three professional references. If you have any questions about the online packet, please contact Kaitlyn Opperman at kaitlyn@homeword.org or 406-532-4663 x10.

Priority deadline: April 10, 2026. Interviews will be April 16-17. The position is open until filled. Homeword is an Equal Employment Opportunity (EEO) employer. Women and people of color are strongly encouraged to apply, and reasonable accommodations will be made for people with disabilities. Applications may be faxed, emailed, mailed or delivered to: 

Attn: Kaitlyn Opperman

Homeword, Inc.

1535 Liberty Lane, Suite #116A

Missoula, MT 59808

kaitlyn@homeword.org

FAX # (406) 541-0239

POSITION SUMMARY: The Administrative Specialist is the first point of contact for the organization and responds to inquiries regarding the education and counseling programs and rental homes. This position manages class registration and class preparation to ensure program compliance, provides administrative support to all staff members, and supports the organization’s operational needs. Homeword has a very fast paced work environment that requires a strong sense of teamwork in all employees, particularly the administrative functions.

SUPERVISOR: Deputy Director

POSITON STATUS: Regular Full-time/non-exempt

MINIMUM QUALIFICATIONS:

• 2 years of experience in a professional office environment or equivalent experience
• High School Diploma
• Proficient computer skills using Internet and Windows based software
• Proven strong administrative skills with the ability to manage time and priorities of a multi-faceted job
• Ability to plan work effectively in a team environment and independently using good judgement
• Able to communicate by telephone, orally, and in writing
• Valid Driver’s License and proof of insurance

PREFERRED QUALIFICATIONS:

• Post-Secondary Education (two- or four-year degree)
• Proficient in Excel, Word, Outlook and Adobe InDesign
• Strong interest in and commitment to Homeword’s mission

ADDITIONAL SKILLS AND OTHER REQUIRMENTS:

• Strong organizational and planning skills
• Excellent customer service skills
• Comfort working with all staff members on a variety of projects
• Website, Client Management Systems, and online database tools skills

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Regular and predictable attendance is an essential duty and responsibility of this position. Employees are accountable for reliable attendance and meeting this position’s essential function requirements as listed below. This position is not eligible for Regular or Distance Telework.

OPERATIONS                                                                                                                      

·        Provides administrative support to all departments, acts as first point of contact to public, assists with office operations and provides reception and customer service

·        Responsible for opening and closing the office daily and ensures the office and breakroom are tidy and have a professional appearance

·        Stays up to date on information and resources pertaining to client needs and makes appropriate referrals

·        Attends and participates in applicable community meetings for community member and services updates

·        Creates forms and collects data with online systems, as applicable

·        Records all incoming checks and cash and notifies the appropriate staff person for coding and deposit information

·        Balance and reconciles the cash box and online transaction report with the tracking spreadsheet and bank statements

·        Attends and participates in staff meetings, Homeword events and board meetings

·        Creates board packets, publishes board meeting announcements in local newspaper, attends board meetings, records attendance, and types meeting minutes. 

·        Schedules and coordinates all board committee meetings

·        Tracks and orders office supplies and postage usage and keeps the Deputy Director informed of office expenses and other operational issues

·        Processes and distributes mail daily in a timely and consistent manner

·        Runs off-site errands, sends packages, purchases supplies, etc.

·        Collaborates with the Deputy Director to plan and implement monthly tech and safety trainings

·        Provides support during onboarding and orientation of staff, and board members

• Evaluate efficiency of office procedures according to organization objectives and apply or recommend improvements
• Assists with event planning, setup & teardown and attends Homeword events after hours as events arise

·        Tracks all board and staff birthdays. Routes various cards for signatures and mails them

PROGRAM                                                                                                                         

• Provides administrative and technical assistance to programs, serves as part of the HomeOwnership Center Team, manages the class registration process, inputs data into the database and runs demographic reports, and works with team to improve workflow, efficiency, service delivery and ensure program compliance

·        Manages homebuyer and financial class registrations, childcare reimbursements, and payment process

·        Provides administrative support to instructors in preparation for class

·        Prepares files for compliance with HUD documentation to meet rigorous standards, and conducts close out procedures for all counseling files

·        Enters clients into web-based data system, ensuring the data is entered accurately, completely, and timely, runs monthly reports, processes workshop invoices for specific workshops and tracks completers and non-completers

·        Enters clients and volunteers into internal tracking document for reporting and tracking purposes

·        Notifies NeighborWorks of HOC class & workshop schedule and changes

PROJECTS

·        Scan, file and notify appropriate staff when Certificates of Liability Insurance are received

·        Send commercial notices and updates to Solstice commercial tenants

·        Supports Project Team with administrative needs

·        Assist with commercial tenant orientation, tenant files, signs, key requests, move in/move out procedures, work orders, and common area policies & procedures and other duties as needed

·        Ensures sufficient supplies are available in the Solstice Conference Room and common areas

·        Collects rent payments, reservation fees, track payments and give to Finance Manager for deposit

·        Manages the solstice conference center schedule, updates calendar meetings/cleaning schedule, checks room availability and manages reservations and orientation for commercial tenants and outside groups

·        Checks the SCC at the end of each day to ensure that all rules and regulations are being followed (i.e. cleanliness, furniture put back to default set up, trash removed, AV/technology is accounted for, any damage to the room, etc.)

·        Ensure that the commercial break room is clean and neat, dishes are put away, dishwasher is run when full. Notify Confluence Management Team if persistent uncleanliness occurs

• Analytical - Synthesizes complex or diverse information; Collects and researches data
• Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions
• Oral Communication - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions and feedback
• Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives
• Written Communication - Writes clearly and informatively; Edits work for spelling and grammar
• Business Acumen - Understands business implications of decisions; Displays orientation to profitability; Aligns work with strategic goals
• Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments
• Work Quality - Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality
• Workload Management – Responds to urgent needs/issues in a timely manner; Identifies and assists with resolving conflicting priorities; Identifies opportunities for workload capacity sharing (appropriate delegation)