Administrative Associate

Administrative Associate

ABOUT THE CONNECTICUT HOUSING FINANCE AUTHORITY:

Connecticut Housing Finance Authority ("CHFA") is a self-funded, quasi-public organization. Its mission is to alleviate the shortage of housing for low- and moderate-income families and persons in the state of Connecticut ("State") and, when appropriate, to promote or maintain the economic development of the State through employer-assisted housing efforts. CHFA is a mission-driven leader in creating affordable housing opportunities for families and individuals in Connecticut. We believe in the power of the diverse and inclusive communities we serve. We provide a challenging, progressive, and supportive environment that encourages and promotes employee development. We offer competitive salaries; tuition reimbursement; 457 deferred compensation, state-sponsored pension plan, comprehensive health, dental, life, and disability plan, paid vacation, sick, and holidays, hybrid work schedule, ongoing training, career development, and, if qualified, employee may be eligible for student loan forgiveness under Federal Loan assistance program.

ABOUT THE POSITION:

The Administrative Associate position will support the CHFA Legal Department staff in its work with the CHFA board of directors, executive leadership and the different business units from homeownership and multifamily to finance and administration as well as our outside partners.

SUPERVISION RECEIVED:

Receives direction from the General Counsel.

SUPERVISION EXERCISED:

None.

RESPONSIBILITIES:

Legal Department Operations and Administration

- Independently administer and oversee the day-to-day operational functions of the Legal Department, establishing priorities, coordinating resources, evaluating administrative processes, and recommending improvements to support departmental effectiveness.

- Serve as a primary administrative and operational liaison to the General Counsel, attorneys, paralegals, executive leadership, CHFA business units, Board members, and external partners.

- Develop, implement, and maintain administrative procedures, workflow protocols, and operational practices to promote efficiency, consistency, accountability, and compliance with applicable organizational policies.

- Evaluate departmental administrative needs and identify opportunities to improve processes, resource utilization, communication, and service delivery.

- Exercise independent judgment in prioritizing competing departmental demands, resolving operational issues, and determining appropriate courses of action within established policies and delegated authority.

- Assess departmental administrative resource needs and make recommendations regarding staffing support, technology, equipment, supplies, and other operational resources.

- Analyze operational challenges and recommend solutions to improve coordination, communication, workflow, and service delivery between the Legal Department and other CHFA departments.

Legal Transaction and Project Coordination

- Oversee the administrative coordination of single-family and multifamily financing transactions, working with attorneys, paralegals, finance personnel, business units, borrowers, lenders, outside counsel, and other transaction participants to facilitate timely and effective closings.

- Establish and maintain transaction tracking procedures, monitor critical milestones and documentation requirements, identify potential administrative delays, and elevate significant issues to the appropriate attorney or department leadership.

- Coordinate the collection, organization, distribution, and tracking of legal and transaction-related documentation in accordance with established procedures and attorney direction.

Policy, Records, and Information Management

- Develop and oversee departmental records management and document control procedures, including the maintenance, organization, retention, retrieval, and appropriate disposition of confidential legal and business records.

- Evaluate existing filing systems, databases, and document management practices and recommend enhancements to improve accessibility, accuracy, security, and operational efficiency.

- Monitor compliance with established departmental procedures and applicable CHFA policies relating to records management, confidentiality, document retention, and information security.

- Maintain appropriate controls over sensitive departmental information and exercise discretion in determining the appropriate handling and routing of confidential materials.

Board Governance and Executive Support

- Oversee the administrative coordination of CHFA Board of Directors and committee meetings, including the development of meeting schedules, coordination of agendas and supporting materials, preparation and distribution of meeting documentation, and follow-up on action items.

- Coordinate the preparation, review, organization, and distribution of Board minutes, resolutions, memoranda, and other governance-related documentation, ensuring accuracy, completeness, confidentiality, and adherence to established procedures.

- Maintain and administer systems for tracking Board actions, resolutions, assignments, and outstanding matters, proactively identifying items requiring follow-up or executive attention.

- Exercise discretion in coordinating sensitive and confidential communications involving the General Counsel, executive leadership, Board members, and other stakeholders.

MINIMUM QUALIFICATIONS REQUIRED:

- High school diploma or GED is required. An associate or bachelor's degree is preferred. Generally, 3+ years of administrative, clerical, or customer service experience or an equivalent combination of education and experience is required .

- Proficiency in Microsoft Office Suite (Teams, Word, Excel, Outlook, PowerPoint), scheduling software, and basic data entry tools are required. Strong written and verbal communication, high attention to detail, time management, and multi-tasking capabilities are required.

- Previous experience in a law firm setting and/or familiarity with the Judicial and Secretary of State websites and land record searches is encouraged.

This is not an exclusive list of all job functions, and the employee is expected to complete all duties as assigned. Duties and responsibilities may be added, deleted, or changed at any time at the discretion of management, formally or informally. This job description in no way constitutes an employment contract or agreement.

CHFA EOE