Administrative Associate

Connecticut Housing Finance Authority • Rocky Hill, CT

4d • Hybrid

About The Position

The Administrative Associate supports the Connecticut Housing Finance Authority (CHFA) Legal Department in its work with the Board of Directors, executive leadership, CHFA business units, and external partners. The role independently oversees the department’s day-to-day administrative operations, transaction and project coordination, records and information management, and Board governance support. It receives direction from the General Counsel and has no supervisory responsibilities.

Requirements

• High school diploma or GED.
• Generally, at least 3 years of administrative, clerical, or customer service experience, or an equivalent combination of education and experience.
• Proficiency in Microsoft Office Suite, including Teams, Word, Excel, Outlook, and PowerPoint.
• Proficiency with scheduling software and basic data entry tools.
• Strong written and verbal communication skills.
• High attention to detail, time management, and multitasking capabilities.

Nice To Haves

• Associate or bachelor's degree.
• Previous experience in a law firm setting.
• Familiarity with Judicial and Secretary of State websites and land record searches.

Responsibilities

• Administer and oversee day-to-day Legal Department operations, set priorities, coordinate resources, evaluate administrative processes, and recommend improvements.
• Serve as an 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.
• Evaluate departmental administrative needs and identify opportunities to improve processes, resource use, communication, and service delivery.
• Use independent judgment to prioritize competing demands, resolve operational issues, and determine appropriate actions within established policies and delegated authority.
• Assess administrative resource needs and recommend staffing support, technology, equipment, supplies, and other resources.
• Analyze operational challenges and recommend solutions to improve coordination, communication, workflow, and service between the Legal Department and other CHFA departments.
• Oversee administrative coordination of single-family and multifamily financing transactions with internal and external participants to facilitate timely closings.
• Establish and maintain transaction tracking procedures, monitor milestones and documentation requirements, identify potential delays, and escalate significant issues.
• Coordinate the collection, organization, distribution, and tracking of legal and transaction documents according to established procedures and attorney direction.
• Develop and oversee records management and document control procedures, including maintenance, organization, retention, retrieval, and disposition of confidential records.
• Evaluate filing systems, databases, and document management practices and recommend improvements to accessibility, accuracy, security, and efficiency.
• Monitor compliance with departmental procedures and CHFA policies concerning records management, confidentiality, document retention, and information security.
• Maintain controls over sensitive information and use discretion in handling and routing confidential materials.
• Oversee administrative coordination of CHFA Board and committee meetings, including schedules, agendas, supporting materials, meeting documentation, and follow-up on action items.
• Coordinate preparation, review, organization, and distribution of Board minutes, resolutions, memoranda, and other governance documents.
• Maintain systems for tracking Board actions, resolutions, assignments, and outstanding matters, and identify items requiring follow-up or executive attention.
• Coordinate sensitive and confidential communications involving the General Counsel, executive leadership, Board members, and other stakeholders.
• Complete other duties as assigned; duties and responsibilities may be changed at management’s discretion.

Benefits

• Competitive salaries.
• Tuition reimbursement.
• 457 deferred compensation.
• State-sponsored pension plan.
• Comprehensive health, dental, life, and disability plan.
• Paid vacation, sick leave, and holidays.
• Hybrid work schedule.
• Ongoing training and career development.
• May be eligible for student loan forgiveness under the Federal Loan assistance program, if qualified.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED