Administrative Assistant

SUMMARY: Performs complex clerical and administrative work. Work includes data entry, receiving and distributing materials, answering telephones, processing applications and maintaining files and records.

Performance of these duties requires excellent clerical and organizational skills, knowledge of modern office equipment, and the ability to compose effective correspondence.

DUTIES AND RESPONSIBILITIES:

• Maintain updated files for changes in Federal Regulations, to include Payment Standards,

Administrative Fees, Utility Allowances and Program Policy for HCVP

• Schedule HCVP appointments as needed: Recertification, Informal Meetings, Inspections
• Maintains a unit listing of available rental property.
• Serve as the back-up Resident Complaint Center Coordinator.
• Responsible for answering incoming calls for the Deputy Executive Director, greeting visitors, and answering questions from residents.
• Assists applicants with completion of appropriate documentation.
• Assists staff in processing applications.
• Assists with maintaining statistical records for internal and HUD required reports.
• Examines, checks, and verifies internal reports for completeness, accuracy of computation, and clarity.
• Types correspondence for the Director and provides general administrative and clerical assistance as needed.
• Responsible for records handling, typing, filing, and any other clerical duty required or designated.
• Supervises maintenance of waiting lists for eligible applicants; keeps updated records of all persons on waiting list and pending applications.
• Maintains the HCV and PBV Waiting listing using the HA system
• Processes applicant changes and selects applicants from the waiting list
• Reviews and corrects PIC errors
• Individuals may perform other duties as assigned including work in other functional areas to cover absences or relief, to equalize peak work periods or otherwise balance the work load.
• Performs other related duties as assigned by management.

SUPERVISORY RESPONSIBILITIES:

• This job has no supervisory responsibilities.

QUALIFICATIONS:

• Bachelor's Degree (BA) from four-year college or university in business, public administration, communication, property management, or social science, or four years of related experience and/or training, or equivalent combination of education and experience
• Certificates, licenses and registrations required: Valid Virginia Driver’s License
• Computer skills required: Microsoft Office Suite; Internal Systems Software, Encompass
• Other skills required:

o Knowledge of standard clerical procedures including scheduling, mail distribution, and telephone and appointment screening. o Knowledge of modern office equipment including copiers, personal computers, calculators, facsimile machines, etc. o Ability to present ideas in a clear and concise manner, both orally and in writing. o Ability to understand and follow written and oral instructions. o Ability to learn assigned clerical tasks readily and to adhere to prescribed departmental routines. o Skills and abilities in organizing materials, including identifying appropriate filing techniques. o Skills and abilities in working with co-workers and the public in order to maintain good working relationships. o Skills and abilities in planning and organizing own work, involving a variety of related tasks. o Ability to maintain moderately complex clerical records. o Ability to establish and maintain effective working relationships with co-workers, residents,

HUD, and local, state, and federal officials; ability to communicate with people from a broad range of socio-economic backgrounds. o Ability to type at a rate of 45 WPM. o Ability to work in less than ideal conditions, e.g. noise, high traffic areas, etc. o Bilingual in Spanish preferred. o Use of personal automobile for local job-relate travel and pick-up.

• Valid Virginia Driver’s License, criminal background, and drug screening check required.

COMPETENCIES:

• Communication: Expresses verbal and written ideas and thoughts clearly and effectively; good listening and comprehension skills; keeps other adequately informed; uses appropriate communication methods; adjusts approach or method to best fit the situation; exhibits objectivity and openness to other’ views; manages competing demands; accepts criticism and feedback.
• Accountability: Arrives as scheduled, prepared to work; takes responsibility for own actions; commits to doing the best job possible; keeps commitments; removes threats to our customers, colleagues, and properties; reacts to problems by solving them; recognizes responsibility for the success of others as well as the organization’s success.
• Teamwork: Behavior, communications, and actions reflect positively on business unit and HRHA; provides support, information, and other resources to internal and external customers of the Authority to further HRHA initiatives, goals and objectives; actively contributes to teamwork; balances team and individual responsibilities.
• Initiative: Seeks solutions to problems both within and beyond area of direct responsibility; looks for and takes advantage of opportunities; seeks opportunities to increase job skills, proficiency, and knowledge.
• Creativity: Develops and presents solutions to improve business processes; adapts efficiently and effectively to changes in the work environment. Creates opportunities or benefits for the work unit or authority.
• Customer Service: Displays courtesy and sensitivity towards others; manages difficult or emotional customer situations; responds promptly to customer needs; works effectively with others; establishes

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and maintains positive working relationships; does the right thing the first time; displays dependability; follows up and follows through in every situation.

• Integrity: Follows applicable policies and rules in making decisions and taking actions; complies with regulations and laws; demonstrates honesty; observes the highest standards of ethical conduct in the performance of their jobs; avoids the appearance of wrongdoing; gives realistic and direct answers; if answer is unknown, works diligently to find the answer.

PHYSICAL DEMANDS AND WORK ENVIORNMENT:

• Frequently required to stand
• Frequently required to walk
• Occasionally required to sit
• Frequently required to utilize hand and finger dexterity
• Frequently required to bend, stoop, kneel or crawl
• Frequently utilize visual acuity to operate equipment, read
• technical information, and/or use a keyboard
• Occasionally required to lift/push/carry items up to 50 pounds.

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities or physical requirements. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Job Type: Full-time

Pay: $34,801.00 - $39,679.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift

Work Location: In person

Salary : $34,801 - $39,679