Executive Assistant, Housing

3 weeks ago

Roanoke, United States Roanoke Redevelopment and Housing Authority Full time
Job DescriptionJob Description

General Definition of Work

Performs work supporting Vice President and all housing staff with a variety of tasks, answering resident phone calls, responding to emails, assisting with visits, serving as a general point of contact for vendors and community members related to housing, managing files, correspondence, and ad hoc projects for the Vice President, arranging meetings and trainings, completing procurement activities and accounting functions including bad debt collection, invoice coding, tracking of expenditures, and other work as apparent or assigned.

This position reports to the Director of Housing.

PAY: $17.98 - $25.16 PER HOUR

Essential Functions

To perform this job successfully, an individual must be able to perform each essential function satisfactorily, with or without a reasonable accommodation. 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 of the position and, if necessary, the employee must engage in an interactive process with RRHA HR to determine what accommodations may be possible.

· Manages procurement and contract/purchase order administration for the Housing department, including larger contracts and purchase orders for all sites or for shared procurement needs to maintain services and materials for housing sites; creates requests for quotations from start to finish; manages and compares quotations; communicates with vendors; tracks expenditures; works with site management to ensure expenses are tracked; and codes invoices.

· Supports Vice President of Housing with various daily administrative tasks, ad hoc projects; arranges meetings and trainings; composes and edits correspondence; orders office supplies; and maintains filing system.

· Manages bad debt activities; researches and updates balances; performs collection activities; updates United State Department of Housing and Urban Development (HUD) Employment Income Verification (EIV), system when balances are paid in full; deposits accounting; and produces reports on payments collected.

· Provides resident support and communications as the first point of contact for the Vice President of Housing’s office; provides general information and answers all inquiries to residents, applicants, and community partners.

· Supports housing staff and central office; sets up all RRHA new hires in Yardi Voyager system; adds or deletes housing staff into propriety systems used by Housing department such as Yardi Client Central, HUD EIV, online Information Services and affordablehousing.com; assists in credit card payments to various vendors; receives internal IT requests from all housing staff and enters tickets into the IT command center; relieves Central Office main switchboard and reception desk on regular rotation and as-needed basis; sorts incoming mail for all RRHA staff and other administrative duties as needed.

Minimum Qualifications

Associate's Degree in Business and computer training or certifications and considerable years of experience as an Executive Assistant or in Office Management, or a combination of equivalent education and experience.

Preferred Qualifications

Associate's Degree in Business and five years of proven work experience as an Executive Assistant or Executive Administrative Assistant or similar role. Experience with Purchasing through Government Procurement Procedures.

Special Qualifications

Obtains passing status of at least 70 on Virginia Department of Taxation debt-set-off program using the Taxation (IRMS) external web application within three (3) months of employment.

Obtains Fair Housing Training certification within twelve (12) months of employment, and on an annual basis thereafter.

Obtains passing status of Enterprise Income Verification System (EIV) Training.

Obtains passing status of Cyber Challenge Awareness Training and Certificate.

Valid state identification or driver’s license in the Commonwealth of Virginia.

Working Conditions

The characteristics listed below are representative of the physical demands, physical agility, sensory requirements, and environmental exposures required by an individual to successfully perform the essential duties of this position. Reasonable accommodations may be made to enable an individual with disabilities to perform the essential functions of the position and, if necessary, the employee must engage in an interactive process with RRHA HR to determine what accommodations may be possible.

· Employees sit frequently or most of the time of the time but may sometimes walk or sometimes stand for periods of time.

· This classification involves physical agility requirements such as: climbing, stooping, kneeling, crouching, crawling, reaching, pushing, pulling, repetitive motions and manual dexterity.

· Sensory requirements include standard vision requirements, ability to express ideas and standard hearing requirements. #HP

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