Office Assistant

Newport News City Redevelopment & Housing Authority (VA); Newport News (VA); On-site; USD 36,000 - 48,000; Full time

Job summary

Newport News City Redevelopment & Housing Authority (VA) seeks a receptionist to greet visitors, answer phones, and provide general information. The role involves typing documents, maintaining files, and supporting various administrative tasks under moderate supervision.

Typical duties include data entry, scheduling, mail handling, and assisting tenants with routine requests. A valid driver's license is required; high school diploma or GED is expected for consideration.

Qualifications

• High school diploma or GED with public-facing admin experience.
• Experience greeting visitors and handling calls.
• Ability to prepare accurate reports and correspondence.

Responsibilities

• Greet visitors; answer calls; forward messages.
• Prepare and maintain files; type documents and reports.
• Enter data; prepare logs and reports; reconcile data.
• Schedule appointments and coordinate meetings.
• Process rent payments, notices, and recertifications; maintain records.
• Handle mail and orders; maintain office supplies; operate equipment.

Skills

Office administration

Data entry / record keeping

Typing

Customer service

Communication skills

Education

High school diploma or GED

Equivalent education/experience

Tools

Office software

Job description

GENERAL DEFINITION OF WORK:

Performs administrative support work greeting, assisting, and directing visitors, answering telephone, providing general information, typing documents, preparing and maintaining files and records, and related work as apparent or assigned. Work is performed under the moderate supervision of the assigned department supervisor.

TYPICAL TASKS: (Examples Only)

Acts as receptionist; greets visitors; answers telephone; provides information; forwards calls to appropriate parties or takes messages; assists the public with the completion of standardized records or documents; directs visitors to appropriate parties. Types a variety of documents including correspondence, lists, labels, reports, memoranda, etc.; checks items for clerical accuracy and completeness; assists in the preparation of various documents and information to be disseminated to the public or throughout the organization. Enters a variety of data into the computer; prepares reports and logs; screens, verifies, and reconciles data; performs edits and updates. Schedules and conducts annual recertifications; tracks changes and sends out verifications; logs and tracks rent payments; completes unlawful detainees and notices of eviction pertaining to unpaid rent and missed recertifications appointments; counsels and reviews lease, rules, and regulations with clients. Schedules appointments and activities; coordinates meetings; maintains calendars. Receives citizen inquiries, complaints, and service requests and resolves them within the framework of established policies and procedures or forwards to appropriate parties for disposition. Sorts, indexes, and maintains files; maintains records on client requests. Receives, sorts, processes, and distributes incoming and outgoing mail. Orders office supplies and maintains inventory. Operates a variety of standard office equipment.

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, tenants, contractors, outside agencies, and the general public.

EDUCATION AND EXPERIENCE:

(The following requirements may be used to evaluate applicants for employment. When applicable, equivalent substitution will be allowed for differences in experience and education.) High school diploma or GED and minimal experience in general administrative support work involving public contact, or equivalent combination of education and experience.

WORKING CONDITIONS:

This work requires the occasional exertion of up to 10 pounds of force; work regularly requires sitting, speaking or hearing and using hands to finger, handle or feel, frequently requires reaching with hands and arms and occasionally requires standing, walking, climbing or balancing, stooping, kneeling, crouching or crawling, pushing or pulling and repetitive motions; work has standard vision requirements; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; work requires preparing and analyzing written or computer data, operating motor vehicles or equipment and observing general surroundings and activities; work has no exposure to environmental conditions; work is generally in a moderately noisy location (e.g. business office, light traffic). 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.