Clerical Assistant

Job Description

Job Description

DEFINITION AND PURPOSE:

This position provides administrative and client support services for the Housing Choice Voucher (HCV) Program. The role assists HCV Case Specialists, the HCV Manager, and program participants by maintaining accurate records, supporting office operations, coordinating communications, and helping ensure smooth delivery of housing assistance services. The position serves as a key point of contact for clients and landlords while ensuring compliance with program procedures and policies.

ORGANIZATIONAL RELATIONSHIP:

• Supervised by: Housing Choice Voucher Manage
• Supervises: No Supervisory Responsibilities
• Coordinates with: Internal Departments, Vendors, Internal Leadership, Residents, Landlords

RESPONSIBILITIES:

• Responds to client and landlord inquiries regarding rent, charges, maintenance issues, fines, and related concerns.
• Communicates complaints regarding landlord maintenance or repair issues to the HCV Manager and follows up as needed.
• Provides guidance to clients and landlords on program procedures and routine processes.
• Assists with managing the Housing Choice Voucher waiting list.
• Supports clients and the public in completing required forms and documents.
• Maintains office traffic logs and monitors waiting area activities.
• Answers and routes incoming phone calls promptly and in a professional manner.
• Organizes, updates, and maintains departmental files and records.
• Performs data entry for applications and assists with scheduling interviews.
• Supports lease-ups by assisting clients and landlords with signing leases and contracts.
• Assists with the monthly re-examination and recertification process.
• Conducts general administrative and office support tasks as assigned.
• Follows all policies and procedures outlined in the HCV Administrative Plan.
• Performs other duties as assigned.

ESSENTIAL KNOWLEDGE, SKILLS AND ABILITIES:

• Strong customer service and communication skills.
• Ability to handle sensitive client inquiries professionally and accurately.
• Administrative and clerical skills, including filing, recordkeeping, and document organization.
• Data entry accuracy and attention to detail.
• Ability to manage multiple tasks such as scheduling, phone coordination, and office support.
• Basic knowledge of office systems, forms, and procedures.
• Familiarity with or ability to learn housing assistance program processes (HCV guidelines).
• Organizational skills for maintaining logs, files, and waiting lists.
• Ability to work independently while supporting a team environment.

TRAINING, EDUCATION AND EXPERIENCE:

• High school diploma or equivalent required; relevant degree preferred.
• Minimum of 2 years’ experience in administrative support, clerical work, reception, data entry, office administration, housing programs or social work; or a combination of education and experience.

SPECIAL REQUIREMENTS:

• Must have a valid Virginia Operator’s license with a good driving record and reliable transportation.
• Must pass drug and complete background screenings.
• Must be free to travel as necessary.
• Basic proficiency in office software and data entry systems.
• Ability to work with confidential client information in compliance with housing program regulations.

WORKING CONDITIONS:

• Physical Activity of this position: walking, fingering-picking, pinching, and typing.
• Physical Requirements of this position: Light work – exerting up to 25lbs of force occasionally, and/or up to 10 lbs of force frequently, and/or a negligible amount of force constantly to move objects.

This description provides information regarding the essential functions of the designated job, and general nature and level of work associated with the job. It should not be interpreted to describe all the duties that may be required of such employees or be used to limit the nature and extent of assignments such an individual may be given.

RRHA hires only U.S. Citizens and lawfully authorized aliens.

Equal Opportunity Employer/Drug Free Workplace