Administrative Assistant - Onsite
About The Position
The Administrative Assistant III supports management and staff administering the Housing Choice Voucher (HCV) and State Rental Assistance Program (SRAP). The position verifies client financial and non-financial information through federal and state databases, identifies and reports discrepancies or potential program violations, maintains Excel tracking sheets, and prepares reports using Yardi. The role provides general office, reception, records, correspondence, and supply-management support. Duties include data entry; answering calls and inquiries; handling mailings; organizing, scanning, retrieving, and archiving records; helping with FOIA requests; preparing and distributing communications to tenants, owners, and agencies; and maintaining office forms and supplies. The assistant also supports and trains administrative staff, attends regular staff meetings, and performs related duties as assigned. This is an onsite position in Fairfax County, Virginia, with standard office hours of 8:00 AM to 4:30 PM. A face covering is required when interacting with the public. The assignment runs through December 31, 2026, with a possible extension. Remote and hybrid work are not available. Compensation is $18.00 per hour.
Requirements
- High school diploma or GED.
- At least 2 years of administrative experience.
- Strong administrative, data, and multitasking skills.
- Ability to work independently.
Nice To Haves
- Associate’s degree preferred.
Responsibilities
- Assist management and staff in administering the Housing Choice Voucher (HCV) and State Rental Assistance Program (SRAP).
- Verify client financial and non-financial information using federal and state databases, including HUD EIV, VEC, Dru Sjodin National Sex Offender, and SAM.
- Identify and notify specialists of discrepancies or program violations.
- Maintain Excel tracking sheets and prepare reports using Yardi.
- Perform data entry; answer and forward calls; respond to inquiries by phone, email, and in person; and process mass mailings.
- Organize, retrieve, scan, and archive paper and electronic files.
- Assist with FOIA requests by locating and redacting files as needed.
- Cover reception, take messages, schedule appointments, and refer inquiries to appropriate personnel.
- Prepare, mail, and fax correspondence, notifications, and information packets to tenants, owners, and agencies.
- Organize files for retention and retrieval, update internal administrative policies and procedures, and assist with archiving official documents.
- Research and order supplies, maintain form stock, coordinate form printing, and manage supply rooms.
- Train administrative staff on forms and office equipment and provide backup for receptionist and senior administrative functions.
- Attend regular unit and divisional staff meetings.
- Perform other related duties as assigned.
Stand Out From the Crowd
Upload your resume and get instant feedback on how well it matches this job.
What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
