Administrative Assistant-Part Time

Key Responsibilities

• Maintain confidential employee personnel files, records, and documentation.
• Aid in onboarding and offboarding employees, including new-hire paperwork, system access, and required documentation.
• Aid management with HR-related correspondence, policies, forms, and employee communications.
• Ensure company HR practices and records are maintained consistently and confidentially.
• Maintain accurate records of mortgage loan originator and company licensing information.
• Track individual, branch and company license statuses, renewals, continuing education, and other regulatory deadlines.
• Aid with applications, renewals, sponsorships, terminations, and other licensing-related administrative tasks.
• Provide administrative support to the accounting and finance functions.
• Aid with accounts payable and accounts receivable processes.
• Prepare, organize, and maintain invoices, receipts, expense reports, and other financial documentation.
• Maintain organized electronic and physical financial records.
• Aid with vendor setup, payment documentation, and vendor correspondence.
• Support monthly and year-end accounting activities as requested.
• Maintain confidentiality of company financial information and employee compensation records.
• Carefully coordinate employee technology setup, changes, and termination of access.
• Aid with user account administration, password resets, permissions, and access requests as authorized.
• Collaborate with IT vendors or managed service providers when technical assistance is required.
• Maintain records of company hardware assets.
• Support documentation for company systems, procedures, and technology resources.
• Support cybersecurity and information-security initiatives, including employee communications, required training, and documentation.
• Escalate technical or security issues promptly to the appropriate IT personnel.
• Manage calendars, meetings, correspondence, and administrative communications.
• Prepare reports, spreadsheets, presentations, forms, and other business documents.
• Maintain accurate electronic and physical filing systems.
• Aid with office management, supplies, vendors, and facilities-related activities.

Requirements

• A high school diploma or equivalent required; an associate or bachelor's degree in business administration, human resources, accounting, or a related field preferred.
• 1-3 years of administrative or office management experience; experience in mortgage lending, financial services, banking, or another regulated industry preferred.
• Experience supporting HR, licensing, accounting, or IT functions is highly desirable but not required.
• Strong proficiency with Microsoft Office, particularly Excel, Word, and Outlook.
• Ability to learn and navigate mortgage licensing, HR, accounting, and business software systems.
• Strong attention to detail and ability to maintain accurate records.
• Excellent written and verbal communication skills.
• Ability to prioritize multiple responsibilities and meet deadlines.
• Strong organizational and follow-up skills.
• Ability to work independently while collaborating effectively with management and other departments.
• Ability to handle confidential information appropriately.

Key Competencies

• Attention to Detail: Consistently produces accurate work and identifies discrepancies.
• Confidentiality: Handles employee, borrower, financial, and company information responsibly.
• Organization: Maintains effective systems for records, deadlines, and multiple priorities.
• Accountability: Takes ownership of assignments and follows through to completion.
• Communication: Communicates clearly and professionally with employees, management, vendors, and external parties.
• Problem Solving: Investigates issues and determines when escalation is necessary.
• Adaptability: Learns new systems, processes, and regulatory requirements quickly.
• Teamwork: Works effectively across HR, licensing, accounting, IT, and mortgage operations.

Performance Measures

• Accuracy and timeliness of administrative records and documentation.
• Timely completion and tracking of licensing and compliance deadlines.
• Effective support of employee onboarding and HR processes.
• Accuracy and organization of accounting and financial documentation.
• Timely resolution or escalation of technology and system-related requests.
• Responsiveness to employees and management.
• Able to maintain confidentiality and follow company policies and procedures.