The Administrative Assistant will perform quality control for the EHS portfolio of state, federal, and MaineHousing funded programs. This position will also be responsible for administrative and document management support to the department.

Quality control of the portfolio of federal, state, and MaineHousing funded programs outlined in the EHS Quality Control Plan

o Review project files and subgrantee monitoring reports

o Identify trends and make recommendations for training and continuous process improvement

o Review and track accuracy of reports submitted to State and Federal agencies

o Create reports and communicate with management team the results of QC reviews

Provide Administrative support to the EHS Department

o Respond to inquiries from the public and/or partners

o Assists with program communications

o Receive and distribute department mail to appropriate staff members

o Maintain department and sub-grantee lists

o Assist with document retention and archives

o Prepare invoices, check requests, and purchase orders

o Schedule and coordinate meetings, appointments, and travel arrangements

o Track technical equipment inventory (ex: blower doors, infrared cameras, testing equipment)

o Review and update forms to be shared with public and/or partners

o Assist with tracking compliance and monitoring documents

o Assist with tracking work plans, contracts, and budgets

o Coordinate activities associated with department events including arranging for venues, tracking and managing registrations, and providing written and/or electronic materials

Other duties as assigned

Working Conditions: Fast paced work environment. MaineHousing office hours are Monday – Friday 8:00am to 5:00pm.

Reports to: Director of EHS

The starting hourly rate for this position is $18.9149 (annual $39,343), plus a comprehensive benefits package, including, but not limited to, health, dental and vision, retirement options with employer match, life insurance, short and long-term disability, employee assistance, generous earned time and all major federal holidays. Employment is eligible for the Public Service Loan Forgiveness Program.

**Position will remain open until a suitable candidate is found**

Education and a minimum of two years of experience working in an administrative role or a combination of six years of experience. Proficiency with Microsoft Office (Word, Excel, PowerPoint, and Access) is required. Proficiency with Adobe Acrobat Standard is preferred.

Skills and Knowledge:

· Strong auditing skills and attention to detail

· Strong project management, time management, and organizational skills

· Perform a wide variety of administrative functions with minimal supervision

· Strong PC skills using various software (spreadsheet, word processing, database)

· Ability to proofread, edit, and make grammatical corrections

· Ability to establish and maintain good working relationships with business partners

· Excellent communication skills – oral, written, listening

· Ability to take initiative, work independently, and utilize creative and analytical skills to resolve issues