• 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.

    • 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.
    • This job has no supervisory responsibilities.
    • 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:
    • Knowledge of standard clerical procedures including scheduling, mail distribution, and telephone and appointment screening.
    • Knowledge of modern office equipment including copiers, personal computers, calculators, facsimile machines, etc. 
    • Ability to present ideas in a clear and concise manner, both orally and in writing.
    • Ability to understand and follow written and oral instructions.
    • Ability to learn assigned clerical tasks readily and to adhere to prescribed departmental routines.
    • Skills and abilities in organizing materials, including identifying appropriate filing techniques. 
    • Skills and abilities in working with co-workers and the public in order to maintain good working relationships. 
    • Skills and abilities in planning and organizing own work, involving a variety of related tasks.
    • Ability to maintain moderately complex clerical records.
    • 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.
    • Ability to type at a rate of 45 WPM.
    • Ability to work in less than ideal conditions, e.g. noise, high traffic areas, etc.  
    • Bilingual in Spanish preferred. 
    • Use of personal automobile for local job-relate travel and pick-up.
    • Valid Virginia Driver’s License, criminal background, and drug screening check required.
    Salary Range: $29,210 - 43,815 per year.

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