Admin Assistant II

Position 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 HUDs 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

Skills Required
Duty #1 30%

• Assists staff who are responsible for certifying and recertifying clients for affordable housing programs. Using HUDs 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.

Experience Required

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

Education Required
HS diploma or GED

Education Preferred
Associates Degree