Admin Assistant II

Job Description

Job Description

This position performs work in the completion of routine and non-routine assignments by assisting management and staff in the administration of the Housing Choice Voucher (HCV) and State Rental Assistance Program (SRAP). Performs a wide-range of general office duties requiring independent action, including answering and forwarding calls, responding to inquiries via phone, email and in-person, performing data entry, processing mass mailings and electronic and paper filing. Assist with archiving files. Maintains reports in Yardi for the preparation of administrative and statistical reports. Reviews federal and state databases to verify client financial/non-financial information, including but not limited to the HUD's Enterprise Income Verification System (EIV), Virginia Employment Commission (VEC) and Dru Sjodin National Sex Offender database. Reviews federal databases, including, but not limited to the System for Award Management (SAM) for general information on owner debarments and other exclusionary actions taken by the Federal Government.
Description of Hazard(s): Occupational contact with the public and other coworkers Engineering / Administrative / Work Practice Controls: Basic infection prevention measures: Workplace flexibilities as applicable (i.e., telework/alternative schedule, leave etc.) PPE Required: Face Covering Tasks listed that require use of this PPE: Work in a public setting, such as HCD office

Duties And Responsibilities
Duty #1 30% Assists staff who are responsible for certifying and recertifying clients for affordable housing programs. Using HUD's EIV, the State s VEC and Dru Sjodin National Sex Offender database, verifies client financial and non/financial information. Using SAM, verifies general information on owner debarments and other exclusionary actions taken by Federal Government. Notifies housing services specialists of discrepancies and program violations that are found during monthly system verifications.
Maintains excel tracking sheets of monthly system verifications. Inputs data into Yardi, retrieves paper and electronic files and documents, and research billing information. Generates, faxes, mails information and correspondence to tenants and owners as required. Prepares and updates logs. Assists with correspondence to public agencies requiring verification of applicant data. Using standardized forms, prepares voucher packets, contracts, leases, lease addenda, notices of rent, termination notices, vouchers and certificates of participation based on data from information sheets. Completes forms, general correspondence and reports. Mails out client notifications for recertification and continued program participation. Refers calls to appropriate staff. May assist housing services specialists with interview preparation. Schedules appointments.
Duty #2 30% Covers the front desk, Answers telephone, takes messages, responds to inquiries that require referencing a variety of sources and utilizing knowledge of the department/county operation including status of transfer or reexamination. Makes referrals to housing services specialists and other agency members. Participates in scheduling and assisting with orientation sessions for applicants, tenants, owners, volunteer groups and other interested parties. Prepares information packets to be distributed at briefings or mailed upon request.
Duty #3 30% Assists with organizing files for retention and retrieval. Updates internal policies and procedures as it relates to general administrative functions. Organizes paper and electronic documents. Performs daily retrieval and re-filing of electronic files. Produces and distributes to clients and owners via individual and mass mail-outs. Performs data entry functions. Retrieves and sends faxes via secure fax. Scans and files documents. Assists with archival of official documents and records. Assists with supervisors/ managers with FOIA requests, including locating physical files and redacting personal Identification Information (PII) according to redaction protocols within 5 working days of the receipt of the request.
Duty #4 10% Researches cost and orders program supplies and equipment. Maintains form stock, updates text on forms as necessary and coordinates printing requests. Trains administrative staff or helps on usage of new or existing forms and equipment (such as telephone system, voicemail, e-mail, software, printers, facsimile and copiers). Assists with typing and distribution of correspondence and mail outs. Copies and distributes incoming and outgoing correspondence. Distributes internal mail as required. Maintains the Rental Assistance supply rooms on both the first and second floors. Provides backup for receptionist support for agency when coverage is needed. Provides backup for Administrative Assistant III to route FCRHA items to senior and executive staff. Attends regular unit and divisional staff meetings. Performs other duties as required.

Physical Requirements
Ability to read information on a computer monitor; effectively communicate; operate keyboard-driven equipment and computer.
All duties performed with or without reasonable accommodations.
Work is generally sedentary in nature; however, incumbent is required to frequently move about to perform office work such as accessing files, attending meetings, making presentations, operating general office equipment, and performing other essential job duties; may be required to move items up to approximately 15 pounds in weight.

Skills Required
Inputs simple or occasional PRISM entries, with review of supervisor (e.g., simple Knowledge of a variety of standard office procedures.
Knowledge of specific unit terminology.
Knowledge of work done in related departments.
Ability to read and comprehend relevant documents.
Ability to process and integrate simple data.
Ability to establish and maintain effective working relationships with both external and internal contacts.
Ability to perform inquiries in CASPS and/or FAMIS.
Understanding of the basic PRISM functions.
Ability to perform inquiries (e.g., check personnel data) in PRISM.
Basic skills in the use of Microsoft Word.
Basic skills in the use of applicable Microsoft software.
Some experience in providing administrative support. T&A).
Types forms, updates personnel data, sets up agency personnel files, prints out and distributes personnel documents, and files critical records (e.g., performance evaluations, PARS). Notifies all participants of meetings and other functions in advance.
Schedules routine meetings.
Produces and electronically distributes simple documents (e.g., flyers).
Maintains a system for tracking the progress of work.
Orients new employees on procedures and systems.
Performs alpha and/or numeric filing.
Performs simple screening and sorting of mail.
Responsible for sending dated material.
Refers calls, greets visitors, gives standard information in response to phone or in-person inquiries, and acts as back up to other administrative positions.

Skills Preferred
Experience Required
Any combination of education, experience and training equivalent to high school graduation and 2+ years of experience providing administrative support in the assigned functional area(s) Intermediate to advanced admin skills Comfortable with data systems, compliance, and multitasking. Able to work independently.

Education Required
Any combination of education, experience and training equivalent to high school graduation and 2+ years of experience providing administrative support in the assigned functional area(s) Intermediate to advanced admin skills Comfortable with data systems, compliance, and multitasking. Able to work independently.

Additional Information
Work Schedule / Working Conditions Hours per Week: 40 This is an onsite position