HCVP/TSO Administrative Assistant

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. All activities must support the Richmond Redevelopment and Housing Authority (“RRHA” or “Authority”) mission, strategic goals, and objectives.

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.
Skills :
Graduation from high school/ G.E.D. and completion of related training or college courses.
Progressively responsible experience providing administrative support.
To perform this job successfully, the employee should have strong computer skills (e.g. MS Word, Excel, PowerPoint, and Outlook). Must have the ability to learn other computer software programs as required by assigned tasks.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
To perform this job successfully, the employee is frequently required to remain in a stationary position. Daily movements include sitting; standing; reaching and grasping; operating computers and other office equipment; moving about the office; and attending onsite and offsite meetings. The employee must be able to exchange information in person, in writing, and via telephone. The employee must occasionally transport up to 25 pounds.
RRHA’s comprehensive benefits package. It includes :
Medical, vision, dental and prescription drug coverage
Flexible Spending Accounts (medical and/or dependent care)
Retirement Benefits through membership in the Virginia Retirement System (VRS) and voluntary participation in a 457(b) Deferred Compensation Plan.
Life Insurance
Accidental death and Dismemberment insurance
Worker’s Compensation Insurance
Short-term Disability
Long Term Care Insurance
Supplemental Insurance plans by AFLAC
Employee Assistance Program (EAP)
Paid leave
Paid holidays
Credit Union participation
Free parking