Administrative Assistant I at Norfolk Redevelopment And Housing Authority – Norfolk, Virginia

About NRHA Founded in 1940, the Norfolk Redevelopment and Housing Authority (NRHA) provides low-income families in Norfolk, Virginia with safe and well-maintained housing. It also plans and administers large-scale residential redevelopment programs within Norfolk.

NRHA is an award-winning public housing authority and is designated by the Department of Housing and Urban Development (HUD) and has been especially effective in obtaining private investment partners to fund new neighborhoods; improving low-income public housing; planning and building mixed-income communities; and offering programs that support residents receiving rental assistance on their path to self-sufficiency. NRHA aims to create and apply meaningful housing and neighborhood development programs to serve all residents of Norfolk, Virginia.

NRHA looks for people who want to work in a challenging and progressive environment and make a positive difference in the community.

Summary

NRHA is seeking a part-time Administrative Assistant.

The Administrative Assistant – Property Management provides high-level administrative and clerical support to the Property Manager in overseeing the daily operations of public and affordable housing properties. This role is essential in maintaining compliance with HUD regulations, coordinating tenant communications, processing documentation, and ensuring the smooth operation of property management activities.

Key Responsibilities:

• Assist the Property Manager with administrative tasks related to leasing, rent collection, maintenance coordination, and tenant relations.
• Maintain accurate tenant records, lease files, compliance documentation, and unit availability in accordance with housing authority and HUD regulations.
• Prepare and process correspondence, notices, reports, work orders, and other documents related to property operations.
• Respond to tenant inquiries and resolve administrative issues in a professional and timely manner, ensuring high-quality customer service.
• Coordinate inspections, annual and interim recertification, tenant move-ins/move-outs, and work orders with appropriate departments.
• Complete all annual and interim recertifications in a timely manner and in full compliance with HUD regulations and Housing Authority policy.
• Support the preparation of reports related to occupancy, rent collection, and compliance for internal and external audits.
• Track and follow up on rent payments, late notices, and eviction processes in collaboration with the Property Manager.
• Schedule meetings, maintain calendars, organize files, records, and other documentation, and maintain a well-functioning office environment.
• Assist with the onboarding and orientation of new residents, ensuring all required documentation is completed and filed properly.
• Assist with community outreach, resident services, and coordination of resident meetings.
• Ensure compliance with all housing authority policies, procedures, and applicable regulations.
• Establishes and maintains document and electronic records, assuring accuracy and security; follows department procedures for records management; maintains the confidentiality of secure information.
• Performs or assists others in performing routine and nonroutine operations specific to the department/section: maintains comprehensive and current knowledge of department/section operations; may assist in conducting special events; may run inventories; may assist in audits; may be assigned to notarize documents; may assist in other administrative support assignment.
• Performs other related work as required.

Education and Experience

High school diploma or equivalent required; Associate degree in business administration, property management, or related field preferred. Minimum of 2 years of administrative or clerical experience in a property management, real estate, or housing authority environment. Any equivalent combination of education and experience that provides the required knowledge skills and abilities. May be required to be eligible to become a Notary Public in the Commonwealth of Virginia.

Required Certifications

• Certified Occupancy Specialist (COS) – or ability to obtain within 12 months of hire.
• Fair Housing Certification – or ability to obtain within 6 months of hire.
• Tax Credit Specialist (TCS) or HCCP Certification or ability to obtain within 9 months of hire (for LIHTC Communities)
• Public Housing Specialist (PHS) or ability to obtain within 9 months (For LIPH Communities)
• Rent Calculation Certification or the ability to obtain within 6 months
• Project Base Voucher Specialist (PBV) or ability to obtain within 9 months (For PBV Communities)

Knowledge, Skills, and Abilities

• Familiarity with HUD regulations, public housing, and affordable housing compliance.
• Proficiency in Microsoft Office Suite and property management software (e.g., Yardi, AppFolio, etc.).
• Strong organizational and multitasking skills with excellent attention to detail.
• Effective written and verbal communication skills.
• Ability to manage confidential and time-sensitive information appropriately.
• Strong customer service and interpersonal skills; ability to work well with diverse populations.
• Bilingual abilities a plus.
• Operational knowledge of NRHA organization, programs, policies, and practices.
• Skill in operating personal computers to enter data, prepare reports, document activity, and communicate; includes skill in standard spreadsheet software, word processing software, and electronic communications software.
• Ability to use standard office equipment, including copy machines, fax machines, multifunction peripheral (MFP) machines, and multi-line telephone systems.
• Skill in typing accurately and proficiently in a wide range of formats, such as correspondence, memoranda, and reports.
• Ability to understand and carry out complex oral and written instructions.
• Ability to make decisions in accordance with established procedures and policies.
• Ability to deal effectively and courteously with government officials, the public, other employees, and others outside the organization. Includes ability to maintain confidentiality of all business-related information.
• Ability to exercise independent judgment and initiative in the performance of routine operational activities.

Physical Demands/Work Environment

• Primarily office-based with occasional site visits required.
• May require lifting of office supplies up to 15 lbs.
• Must be able to sit for extended periods and operate standard office equipment.
• Must be able to frequently stand, walk, talk, see or hear to perform the duties of this job.
• The employee must occasionally lift and/or move up to 30 pounds.
• Job requires depth perception.

NRHA will consider equivalent substitutes for education and/or experience, provided that the candidate can demonstrate that he/she has obtained the knowledge and skill necessary to perform the duties of the job.

Those candidates who are selected for interview will be contacted directly by telephone. All other candidates will receive an email communication after the position is filled.

NRHA offers a competitive compensation and benefits package. The candidate's compensation offer will be determined by the candidate's work history and skill sets. Benefits include VRS retirement; medical, dental, and vision insurance; life insurance; short- and long-term disability insurance; tuition reimbursement options; public service loan forgiveness; and much more.

Those candidates who are selected for interview will be contacted directly by telephone. All other candidates will receive an email communication after the position is filled.

Drug Free Workplace: NRHA maintains a drug free workplace.

VRS Contribution: All full-time employees are required to contribute 5% of annual salary toward their retirement account; in accordance with VRS retirement provisions. This will be handled through a pre-tax payroll deduction.

The Norfolk Redevelopment and Housing Authority is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the Housing Authority will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective employees and incumbents to discuss potential accommodations with the employer.