Office Assistant

Newport News City Redevelopment & Housing Authority•Newport News, VA

About The Position

Performs administrative support work by greeting, assisting, and directing visitors; answering telephones and providing general information; typing documents; preparing and maintaining files and records; and completing related work as assigned. The position is performed under the moderate supervision of the assigned department supervisor. The role serves as a receptionist and public contact, supports document preparation and data entry, maintains records and calendars, processes mail, orders office supplies, and operates standard office equipment. It also handles client-related administrative tasks, including annual recertifications, rent-payment tracking, notices related to unpaid rent or missed recertification appointments, and reviewing lease rules and regulations with clients.

Requirements

High school diploma or GED and minimal experience in general administrative support work involving public contact, or an equivalent combination of education and experience.
General knowledge of standard office practices, procedures, equipment, and office assistance techniques.
General knowledge of business English, spelling, arithmetic, the department's organization and functions, and general administrative policies and practices.
Skill operating personal computer equipment and related office software.
Ability to maintain office records and prepare accurate reports from file sources.
Ability to organize and perform work independently.
Ability to type at a reasonable rate of speed.
Ability to prepare effective routine correspondence and perform routine office management details without referring them to a supervisor.
Ability to establish and maintain effective working relationships with associates, tenants, contractors, outside agencies, and the public.
Valid driver's license; a selected candidate with an out-of-state license must obtain a Commonwealth of Virginia driver's license within 45 days of employment.

Responsibilities

Greet visitors, answer telephone calls, provide information, forward calls or take messages, assist the public with standardized records or documents, and direct visitors to appropriate parties.
Type correspondence, lists, labels, reports, memoranda, and other documents; check clerical accuracy and completeness; and assist with preparing information for distribution.
Enter data into a computer; prepare reports and logs; screen, verify, and reconcile data; and perform edits and updates.
Schedule and conduct annual recertifications, track changes, send verifications, and log and track rent payments.
Complete unlawful detainee and eviction notices related to unpaid rent and missed recertification appointments; counsel clients and review leases, rules, and regulations with them.
Schedule appointments and activities, coordinate meetings, and maintain calendars.
Receive citizen inquiries, complaints, and service requests; resolve them under established policies and procedures or forward them for disposition.
Sort, index, and maintain files and records of client requests.
Receive, sort, process, and distribute incoming and outgoing mail.
Order office supplies and maintain inventory.
Operate standard office equipment.