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What You'll Do

The Administrative Assistant provides essential support to the Home Modification Department by managing client intake, processing applications, and assisting with day-to-day administrative needs. As a member of the Home Modification team, this position supports program operations to ensure services meet participant needs and achieve program goals. This role serves as a primary point of contact for applicants seeking assistance through our home repair and modification programs. The ideal candidate is detail-oriented, highly organized, and committed to promoting accessibility, inclusion, and respectful customer service. The occupant of this position is guided by the Organizational Systems Manual (policies and procedures), multi-year Strategic Plan, Operational Work Plan, Organizational Calendar and teamwork expectations in the conduct of all professional activities. The occupant is expected to maintain skills and knowledge essential for successful job performance.

Your responsibilities will include:

+ Conduct initial intake screenings and process housing program applications, including verifying documentation and determining eligibility according to program guidelines.

+ Manage and maintain the department’s waiting list; distribute application packets to clients, follow up on incomplete submissions, and send reminder notices regarding deadlines or missing information.

+ Review and process application denials, including drafting and mailing formal denial letters.

+ Serve as a primary point of contact for applicants by answering incoming calls and providing clear information on eligibility requirements, available grants, program offerings, and services.

+ Prepare and submit required Short Forms and Long Forms for all City of Austin projects.

+ Draft affidavits, acknowledgements, and customized client documents for unique application or project needs.

+ Ensure accuracy, compliance, organization, and confidentiality of all electronic and paper program participant files.

+ Provide administrative support to the Director of Housing Programs and the Home Modification Department, including assistance with program oversight activities and special projects as needed.

+ Coordinate multiple administrative tasks while managing time and workflow effectively.

+ Refer applicants to the Single Stop website and other community partners for additional resources and support.

+ Promote and serve clients with a high standard of courtesy, professionalism, and respect; contribute to a cohesive, supportive team environment.

+ Perform other related duties as assigned. This job description is not designed to cover or contain a comprehensive listing of all activities, duties, or responsibilities.

You're a great fit for this role if you have:

+ High school diploma, GED, or equivalent.

+ Minimum of 2+ years of administrative experience.

+ Two or more years of experience in a non-profit sector (preferred).

+ Bilingual in English and Spanish (preferred).

The Fedcap Group provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. We are an EEO employer committed to diversity.