Administrative Support Specialist

Newport News City Redevelopment & Housing Authority (VA); Newport News (VA); On-site; USD 19,000 - 30,000; Full time

Job summary

Newport News City Redevelopment & Housing Authority (VA) is seeking an intermediate administrative support specialist to assist in daily department operations, maintain confidential reports, and support staff. The role acts as receptionist, prepares documents, handles records, processes mail, coordinates meetings, and tracks invoices.

Strong organization, communication, and accuracy are essential, with the ability to work under supervision.

Qualifications

• General knowledge of standard office practices and English spelling/arithmetic.
• Ability to type and prepare routine correspondence with accuracy.
• Ability to work independently and maintain records and reports.

Responsibilities

• Greet and assist visitors; route calls and manage multi-line phone system.
• Type and file documents, reports, forms, and requisitions with accuracy.
• Process mail, purchase orders, and prepare staff travel arrangements.
• Coordinate meetings, calendars, and staff training logistics.
• Maintain department files and confidential records.
• Assist with five-year plan prep and basic financial data tracking.

Skills

Reception & front desk

Records management

Communication

Education

High School Diploma or GED

Job description

Performs intermediate administrative support work providing administrative support in a department, preparing and maintaining detailed and/or confidential reports, records, and files, assisting the public, and related work as apparent or assigned. Work is performed under the moderate supervision of the Department Head.

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable an individual with disabilities to perform the essential functions.

TYPICAL TASKS: (Examples Only)

• Acts as a receptionist; greets visitors; answers multi-line telephone; forwards calls to appropriate party; assists the public with the completion of standardized records or documents; directs visitors to appropriate party.
• Types a variety of documents including correspondence, forms, reports, purchase orders, requisitions, etc., where a knowledge of format and presentation is necessary.
• Handles inquiries or complaints from the general public in person or by telephone; receives and processes work orders.
• Schedules appointments and activities; coordinates meetings; maintains calendars; prepares travel arrangements for the department; prepares, coordinates, and registers staff for training.
• Prepares and maintains a variety of office files, accounts, and other records.
• Assists in the coordination and preparation of periodic, special, and other reports; collects information from a variety of sources and compiles data.
• Tracks employee evaluation records and serves as a point of contact between Human Resources and department supervisors.
• Receives and accounts for various revenues; posts, checks, balances, and adjusts accounts; gathers, assembles, tabulates, checks, and files financial data; coordinates payment processing requests; coordinates set-off debt program for Authority.
• Orders and maintains inventory of department supplies and equipment; initiates and oversees equipment services request.
• Assists with preparation of the five-year plan.
• Receives, sorts, processes, and distributes incoming and outgoing mail.
• Operates general office equipment such as a copier, computer, and calculator.

KNOWLEDGE, SKILLS AND ABILITIES:

General knowledge of standard office practices, procedures, equipment, and office assistance techniques; general knowledge of business English, spelling, and arithmetic; general knowledge of the organization and functions of the department and of general administrative policies and practices; skill in the operation of personal computer equipment and related office software; ability to keep office records and to prepare accurate reports from file sources; ability to perform and organize work independently; ability to type at a reasonable rate of speed; ability to prepare effective correspondence on routine matters and to perform routine office management details without referral to supervisor; ability to establish and maintain effective working relationships with associates, residents, contractors, outside social agencies, and the general public.

EDUCATION AND EXPERIENCE:

High school diploma or GED and moderate experience providing general administrative support involving public contact, or equivalent combination of education and experience.

SPECIAL REQUIREMENTS:

• Valid driver's license is required. If the selected candidate possess an out of state driver's license, a Commonwealth of Virginia driver's license must be obtained within 45 days of employment.