Admin Assistant III

Admin Assistant II, Fairfax, VA Job Description

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). It requires a wide range of general office duties, including answering and forwarding calls, responding to inquiries via phone, email, and in-person, performing data entry, processing mass mailings, electronic and paper filing, and archiving files.

The role maintains reports in Yardi for the preparation of administrative and statistical reports.

The incumbent reviews federal and state databases to verify client financial and non-financial information, including HUD’s Enterprise Income Verification System (EIV), Virginia Employment Commission (VEC), and the Dru Sjodin National Sex Offender database. Additional oversight includes reviewing federal databases such as the System for Award Management (SAM) for general information on owner debarments and other exclusionary actions taken by the Federal Government.

Hazard(s) of work:
Occupational contact with the public and other coworkers. Basic infection prevention measures are required, with PPE required to include face coverings when working in a public setting.

• 30% Assists staff responsible for certifying and recertifying clients for affordable housing programs. Uses HUD’s EIV, the State’s VEC, and Dru Sjodin National Sex Offender database to verify client financial and non‑financial information.
• Uses SAM to verify general information on owner debarments and other exclusionary actions taken by the Federal Government.
• Notifies housing services specialists of discrepancies and program violations found during monthly system verifications.
• Maintains Excel tracking sheets of monthly system verifications.
• Inputs data into Yardi, retrieves paper and electronic files, and researches 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.
• Uses standardized forms to prepare 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 and may assist housing services specialists with interview preparation.
• Schedules appointments.

• 30% Covers the front desk, answers telephone, takes messages, and responds to inquiries that require referencing a variety of sources and utilizing knowledge of the department/county operation.
• Provides 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.

• 30% Assists with organizing files for retention and retrieval.
• Updates internal policies and procedures related to general administrative functions, organizing 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 supervisors/ managers with FOIA requests, including locating physical files and redacting personal identification information (PII) according to protocols within five working days of receipt.

• 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 with usage of new or existing forms and equipment (e.g., telephone system, voicemail, e‑mail, software, printers, facsimile, and copiers).
• Ass…