Niagara Area Habitat for Humanity (NAHFH) is seeking a highly organized, detail oriented, mission driven individual to join our team as Administrative Assistant. This newly created position reflects the growing needs of the affiliate and reports to the Executive Director. This position supports office operations, organizational communications, recordkeeping, billing functions, and affiliate programs while serving as a first point of contact for staff, volunteers, partner families, and the public. Application Instructions To apply, please submit a resume, cover letter, and three professional references to: Careers@niagarahabitat.org. Applications may be reviewed on a rolling basis until the position is filled. Priority consideration will be given to applications received by October 31st, 2026. Only candidates selected for an interview will be contacted. Incomplete applications may not be considered. Position Description The Administrative Assistant provides administrative and program support for Niagara Area Habitat for Humanity (NAHFH). Reporting to the Executive Director, this position supports office operations, organizational communications, recordkeeping, billing functions, and affiliate programs while serving as a first point of contact for staff, volunteers, partner families, and the public. The position plays an important role in ensuring the efficient day-to-day operation of the affiliate through effective administrative and program support, and record management. Essential Duties Office Management & General Program Support Serve as the first point of contact for visitors, callers, and general inquiries, providing information and directingrequests to the appropriate staff member Manage incoming and outgoing communications, including phone calls, emails, mail, and messages Maintain efficient office operations, including office equipment, supplies, filing systems, and administrativerecords Coordinate office purchases and vendor services in accordance with organizational policies and budget guidelines In coordination with the Development Associate, work on the distribution of organizational communications and bulk mailings, including newsletters, program information, event materials, donor correspondence, and other affiliate communications In coordination with the Development Associate, assist with recruitment, onboarding, and administrative support of office and data-entry volunteers Organize and maintain affiliate records, files to support reporting, audits, program evaluations and activities,and databases in both digital and physical formats Assist with preparation and distribution of board meeting materials, reports, and organizational documents Create, update, and maintain organizational databases related to staff training, and affiliate activities In coordination with the Construction Team, maintain project schedules, construction calendars, andadministrative records across affiliate programs In coordination with the Executive Director and Development Associate, assist with grant reporting and data collection as needed Support affiliate compliance with Habitat for Humanity policies and procedures Identify opportunities to improve administrative systems and office efficiency Provide administrative support for special events, volunteer activities, community engagement initiatives, andaffiliate programs Bookkeeping and Billing Support Assist with invoicing, billing, and reimbursement activities for affiliate programs in coordination with the Executive Director and Bookkeeper In coordination with the Bookkeeper, process and record incoming payments and execute bank deposits withsupporting documentation and in accordance with affiliate procedures Record and maintain donor gift information in organizational databases and provide administrative support for donor gift processing and recordkeeping. Maintain accurate financial records, supporting documentation, and filing systems. Support preparation of financial reports, grant documentation, and program reimbursement requests as needed. Family Services Support Process requests for program information and distribute intake and application materials to eligible applicantsunder the direction of the Family Services Team Leader Maintain accurate records of applicants, partner families and program participants in support of FamilyServices programs Support the Family Services Team with notifying applicants regarding missing documentation Schedule meetings and appointments for Family Services staff and applicants Update project management, client tracking, and other program databases with current participant information Assist with maintaining confidential family files, participant records, and program documentation Qualifications Required Strong organizational skills with exceptional attention to detail, accuracy, and follow-through Excellent written, verbal, and interpersonal communication skills with the ability to interact professionally with the staff, homeowners, volunteers, donors, vendors, board members, community partners, contractors, and the public Demonstrated ability to manage multiple priorities, coordinate competing deadlines, and maintain accurate records while supporting a variety of programs and organizational functions while maintaining a high level of organization and customer service Strong customer service skills and the ability to respond to inquiries professionally, courteously, and confidentially Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and Google Workspace Experience with data entry, file management, recordkeeping, and administrative support functions Ability to learn and effectively utilize databases, project management software, billing systems, CRM platforms, and other technology tools Ability to maintain confidential and sensitive information with professionalism, discretion, and sound judgment Strong problem-solving skills and the ability to identify practical solutions while adapting to changing priorities and organizational needs Self-motivated with the ability to work independently while contributing effectively as part of a collaborative team Commitment to the mission, vision, and values of Niagara Area Habitat for Humanity Valid driver's license, reliable transportation, and willingness to travel locally as needed Ability to perform the physical requirements of the position, including occasional lifting and carrying of materials weighing up to 25 pounds, navigating stairs, and moving throughout office, program, and event locations Preferred Experience preparing invoices, processing deposits, maintaining financial records, or supporting accounts payable and accounts receivable functions Experience utilizing databases, CRM systems, project management software, and reporting tools Familiarity with QuickBooks or similar accounting software Experience coordinating mailings, maintaining records, scheduling meetings, and preparing reports Experience supporting boards, committees, volunteers, or community-based programs Experience training, coordinating, or supervising volunteers and/or office interns Knowledge of nonprofit operations, volunteer management, affordable housing programs, and community service initiatives Experience coordinating projects, programs, or multiple stakeholders in a nonprofit, housing, construction, or community service environment Familiarity with grant reporting, data collection, and compliance documentation Education and Experience Associate's degree in Business Administration, Office Administration, Accounting, Human Services, or related field and 1-3 years of relevant experience; or High school diploma or equivalent and 3-5 years of relevant administrative, billing, bookkeeping support, or nonprofit experience; or Equivalent combination of education, training, and experience demonstrating required knowledge, skills, and abilities Compensation and Schedule This is a full-time position with a Monday through Friday schedule, 9:00 AM to 5:00 PM. The wage range is anticipated to be $23.00 - $26.00 per hour, commensurate with experience. Occasional evening and weekend hours may be required to support programs, events, and community activities. Benefits include Medical, Dental/Vision, SIMPLE IRA with company match and PTO. Why Join the NAHFH team? At Niagara Area Habitat for Humanity, you will be part of a growing mission- driven organization focused on building strength, stability and self-reliance through affordable home ownership. Every role contributes directly to providing safe, affordable housing, community revitalization and meaningful impact for families in our community. Niagara Area Habitat for Humanity is an equal opportunity employer committed to a diverse and inclusive workplace. All qualified applicants will receive consideration for employment without regard to any status protected by applicable federal, state, or local law.

Pay:

$23.00 - $26.00 per hour

Benefits:

Dental insurance Health insurance Paid time off Retirement plan Vision insurance

License/Certification:

Driver's License (Required) Ability to

Commute:

Niagara Falls, NY 14304 (Required)

Work Location:

In person