Administrative Assistant-20 hours a week in office

Description

The Administrative Assistant provides administrative support to a mortgage company, with primary responsibilities across Human Resources, Licensing, Accounting, and Information Technology. This position requires a highly organized, detail-oriented professional who can manage confidential information, maintain accurate records, coordinate deadlines, and provide day-to-day support to employees and management. Position is primarily in person, up to 20 hours per week to begin with the possibility of increased hours. 

Key Responsibilities

Human Resources

• Maintain confidential employee personnel files, records, and documentation.
• Assist with onboarding and offboarding employees, including new-hire paperwork, system access, and required documentation.
• Assist management with HR-related correspondence, policies, forms, and employee communications.
• Help ensure company HR practices and records are maintained consistently and confidentially.

Mortgage Licensing & Compliance Support

• 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.
• Assist with applications, renewals, sponsorships, terminations, and other licensing-related administrative tasks.

Accounting & Financial Administration

• Provide administrative support to the accounting and finance functions.
• Assist with accounts payable and accounts receivable processes.
• Prepare, organize, and maintain invoices, receipts, expense reports, and other financial documentation.
• Reconcile administrative records and assist with basic account and transaction reviews.
• Maintain organized electronic and physical financial records.
• Assist 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.

Information Technology & Systems Support

• Coordinate employee technology setup, changes, and termination of access.
• Assist with user account administration, password resets, permissions, and access requests as authorized.
• Coordinate with IT vendors or managed service providers when technical assistance is required.
• Maintain records of company hardware assets.
• Help maintain 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.

General Administrative Responsibilities

• Manage calendars, meetings, correspondence, and administrative communications.
• Prepare reports, spreadsheets, presentations, forms, and other business documents.
• Maintain accurate electronic and physical filing systems.
• Assist with office management, supplies, vendors, and facilities-related activities..
• Handle sensitive and confidential information with discretion.
• Provide professional and responsive support to management and employees.
• Perform other administrative and operational duties as assigned.

Requirements

Qualifications

• High school diploma or equivalent required; 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

Success in this position will be measured by:

• 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.
• Ability to maintain confidentiality and follow company policies and procedures.
• Overall organization, reliability, and ability to manage competing priorities.

Equal Opportunity Statement

The company is committed to providing equal employment opportunities to all qualified applicants and employees. Employment decisions are based on qualifications, business needs, and other lawful considerations without regard to legally protected characteristics.