Administrative Assistant II - Jobs Plus

Norfolk Redevelopment And Housing Authority•Norfolk, VA

7d•$24 - $28•Hybrid

About The Position

Provides administrative and clerical support to the Jobs Plus Program Manager and program staff in the daily operation of the Jobs Plus Program at Oakleaf Forest. Serves as the initial point of contact for residents, employers, service providers, and community partners. Supports resident enrollment, appointment scheduling, participant records, data entry, outreach activities, and preparation of program reports. Works under the general supervision of the Jobs Plus Program Manager and maintains accurate, confidential records to support employment services, financial incentives, and community support for work.

Requirements

High school diploma or equivalent required.
A minimum of two years of administrative or clerical experience involving customer service, recordkeeping, scheduling, and data entry is required.
An equivalent combination of education and experience that provides the required knowledge, skills, and abilities may be considered.
Must possess a valid driver’s license.
Subject to a background check and reference verification prior to hire.
Must maintain confidentiality and adhere to NRHA’s code of conduct and ethics policies.
Ability to learn the program’s enrollment, reporting, and financial incentive coordination processes and designated data systems.
Knowledge of office practices, filing systems, records management, and professional customer service.
Proficiency in Microsoft Word, Excel, Outlook, and Teams; ability to learn participant databases and other program software.
Ability to enter and verify data accurately, maintain spreadsheets, and compile routine activity reports.
Strong organizational skills and attention to detail; ability to prioritize assignments and meet deadlines.
Effective written and verbal communication; ability to prepare clear correspondence and follow oral and written instructions.
Ability to work respectfully with residents from diverse backgrounds and communicate with employers, service providers, and staff.
Ability to handle sensitive information, use sound judgment within established procedures, and recognize matters requiring supervisory review.
Ability to operate standard office equipment and work independently while coordinating with a program team.

Nice To Haves

An associate degree in business administration, office administration, human services, or a related field is preferred.
Experience in a housing authority, workforce development program, community organization, or resident services setting is preferred.
Familiarity with public housing or workforce services and bilingual ability are preferred.

Responsibilities

Greet residents and visitors; answer telephone calls, monitor program email, respond to routine inquiries, and direct requests to the appropriate staff member or partner.
Explain basic program services and enrollment steps using approved materials; assist residents with intake forms, consent forms, and required documentation, referring eligibility questions to designated staff.
Schedule enrollment appointments, employment services, workshops, partner meetings, and follow-up visits; maintain calendars and send appointment reminders.
Create and maintain organized paper and electronic participant files, contact lists, referral records, attendance logs, and program correspondence.
Enter and update enrollment, service participation, referrals, and staff-verified employment and earnings information in designated databases and tracking systems; identify missing or inconsistent information for staff follow-up.
Prepare letters, forms, flyers, meeting agendas, minutes, spreadsheets, presentations, and other program materials as assigned.
Assist Employment Specialists with administrative follow-up on referrals, training registrations, appointments, and requested documents; route service needs and barriers to appropriate program staff.
Provide basic clerical assistance to residents using the program’s resource area, including scanning documents, printing resumes, and navigating online application forms; refer employment counseling needs to Employment Specialists.
Support resident outreach and recruitment by distributing approved materials, maintaining contact records, and coordinating activities with Employment Specialists and the Community Coach.
Coordinate logistics for orientations, job fairs, employer visits, workshops, resident meetings, and community events, including space reservations, materials, registration, sign-in sheets, and attendance records.
Support communication with Property Management regarding Jobs Plus financial incentives; collect and route authorized documents and track follow-up under established procedures. Eligibility decisions, rent calculations, and lease actions remain with designated staff.
Compile program activity and participation data for the Manager’s review; assist with preparation of monthly summaries, grant reports, monitoring materials, and audit documentation.
Maintain administrative files for partner agreements, meeting records, program purchases, and other supporting documentation; track deadlines and notify the Manager of outstanding items.
Prepare purchase requests, organize invoices and receipts, monitor office supply inventories, and coordinate office equipment or technology service requests in accordance with NRHA procedures.
Assist with organizing staff schedules, training registrations, travel documentation, and timekeeping records as assigned; route items for required review and approval.
Protect participant information, obtain required releases before sharing records, and follow NRHA procedures for secure access, storage, retention, and disposal of records.
Follow NRHA policies and applicable program procedures; participate in required training and promptly report recordkeeping or operational concerns to the Manager.
Perform other related duties as assigned.