HCVP/TSO Administrative Assistant

Job Description

The Richmond Redevelopment and Housing Authority (RRHA) has a position opening in the Housing Choice Voucher Program and Tenant Selection Office to serve as an Administrative Assistant to the Department Director. The position provides administrative or secretarial support to an administrative superior involving substantial public contact, information gathering, and policy interpretation.

Essential Duties and Responsibilities

The position duties and responsibilities listed below describe the general nature and scope of work. Other responsibilities, duties, and skills may be required and assigned, as needed.

Screens and distributes incoming mail and telephone calls and responds to and resolves routine issues and complaints; refers remaining issues to appropriate department personnel; keeps a suspense log of required actions/deadlines.

Schedule appointments and keeps calendar for the HCVP/TSO department director.

Compile data for statistical and financial reports; maintains a variety of statistical records.

Process personnel, payroll and purchasing information; order and maintain office supplies; resolve errors on orders received and on invoices; prepare and monitor requisitions, invoices, and approve payments.

Compose correspondence; type and proofread a wide variety of reports, letters, memos, forms, and statistical charts; types from rough draft, verbal instructions or recordings; may sign and distribute correspondence.

Performs complex word processing tasks such as merging and sorting, integrating text with graphics, spreadsheet and database files, uploading/downloading, and creating footnotes and outlines; uses spreadsheet and database software to develop and maintain records; uses basic statistical software packages; uses graphics software and recommends appropriate display of information.

Establish, organize and maintain filing systems; maintain inventory records and other department and program files; handle and maintain sensitive and confidential information and records.

Maintains calendars and schedules of activities, meetings and various events; set up meetings and appointments; coordinate activities with other departments, the public and outside agencies; coordinate travel arrangements; ensure that meeting facilities are prepared.

Verify and review materials for completeness and conformance with established regulations and procedures; apply applicable policies and procedures in determining completeness of applications, records and reports.

Establishes, reviews, researches and implements office procedures, standards, priorities, and deadlines related to assigned functions.

Develops budget estimates; monitors and controls budget status and expenditures; perform record keeping for various funds and expenditures.

Provides information about department program, projects, services, and operations to internal and external entities.

May attend meetings, take minutes and transcribe as necessary; coordinate and participate in the preparation and process of agendas; ensure that agenda packets are complete including all staff reports and related supporting documents; coordinates the duplication, collation, and distribution of agenda packets.

Keeps supervisor informed of significant and important items requiring his/her review or action.

Attends meeting on behalf of supervisor or work unit.

Serves as liaison between supervisor and other staff members, transmitting assignments and requesting status information.

May provide guidance and direction to lower level clerical workers; reviews work for accuracy, timeliness and conformance with instructions and standard practices; evaluates performance and provides training.

Performs other related work duties as assigned.

Behavioral Competencies

This position requires the incumbent to exhibit the following behavioral skills:

Effective Communication:

Responds to inquiries by sharing information in a well-organized manner; Participates fully in one-on-one and group meetings by communicating openly and honestly; When conflicts arise, seeks positive resolution by engaging directly with those involved

Customer Service:

Demonstrates full understanding of how one’s own work/role relates to the team goals in fulfilling client needs; Demonstrates an understanding of the client’s needs

Initiative:

Demonstrates insight into operational processes by suggesting new approaches; Collaborates with others to analyze and evaluate the value of alternative approaches for improving programs and services

Job Knowledge:

Seeks assignments that provide development opportunities in new areas; Seeks mentoring from others

Responsiveness and Accountability:

Results driven, holds oneself accountable for achieving goals not just completing tasks; Demonstrates support for decisions made by others; Identifies and communicates issues relating to own work that create obstacles in processes and procedures.

Teamwork:

Demonstrates understanding of the team's work processes and procedures; Clearly communicates status of deliverables to team members on a timely basis; Identifies critical issues and raise concerns to team members

Job Competencies

Thorough knowledge of office practices and procedures.

Considerable knowledge of business English, spelling and punctuation.

Considerable knowledge of microcomputer applications including word processing, spreadsheet, database development, and e-mail

Skill in proofreading and editing correspondence.

Skill in organizing workflow and coordinating activities.

Skill in typing accurately from rough draft or plain copy.

Ability to effectively communicate both orally and in writing and maintain effective working relationships with all levels of employees and the public.

Ability to coordinate a variety of resources in gathering information and independently answering inquiries.

Ability to analyze and interpret policy and procedural guidelines to resolve problems and questions, independently.

Ability to prioritize

Ability to make arithmetic computations and tabulations accurately and with reasonable speed.

RRHA Employees must have the technical aptitude to be able to use a variety of software and equipment, including but not limited to: Yardi, ADP/UKG, Microsoft 365, etc. on an as-needed basis.

Education and/or Experience (The following requirements may be used to evaluate applicants for employment. When applicable, equivalent substitution will be allowed for differences in experience and education.)

Education: Graduation from high school/ G.E.D. and completion of related training or college courses.

Experience: Progressively responsible experience providing administrative support

Preferred Qualifications: Possession and retention of a valid Virginia motor vehicle operator's license. Note: Applicant must have and maintain a driving record acceptable to RRHA and its insurance carrier(s).

Strength Requirements

Sedentary Work: Sedentary Work involves exerting up to 10 pounds of force occasionally or a negligible amount of force frequently to lift, carry, push, pull, or otherwise move objects, including the human body. Sedentary work involves sitting most of the time but may involve walking or standing for brief periods of time. Jobs may be defined as Sedentary when walking and standing are required only occasionally, and all other Sedentary criteria are met. Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This is an office environment. The noise level in the work environment is moderate.

Full-time