Administrative Assistant-Part Time

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.

• 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.

• 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, sponsor ships, terminations, and other licensing-related administrative tasks.

• 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.

• 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.

• 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.

• 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.

• 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.

• Accuracy and timeliness of…