Admin Assistant III

Our Client, a Government Relations Services company, is looking for an Admin Assistant III for their Fairfax, VA location.


Responsibilities:

• 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 HUD's 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
• Duty #1 30% Assists staff who are responsible for certifying and recertifying clients for affordable housing programs. Using HUD's 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.

• 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)"
• HS diploma or GED : Associates Degree

• Health Benefits
• Referral Program
• Excellent growth and advancement opportunities