Administrative Assistant II - Jobs Plus

Position: Administrative Assistant II – Jobs Plus

FLSA Status: Non-Exempt

Pay Plan: 1

Grade: 11

We Are Norfolk Redevelopment and Housing Authority

NRHA’s Vision and Mission

We are proud to be the largest housing and redevelopment authority in Virginia and a leader in real estate development and property management across the country. Since 1940, we’ve been working to revitalize and improve neighborhoods in Norfolk.

As an award-winning public housing authority designated by the Department of Housing and Urban Development (HUD), the NRHA VISION is to provide quality housing choices in neighborhoods where people want to live. Our MISSION is to provide quality housing opportunities that create sustainable, mixed-income communities.

Today, our dedicated team continues focusing on our vision and mission by providing exceptional service to residents, vendors, development partners, and community stakeholders through programs that support the development and sustainability of affordable housing and offering programs that support the goal of self-sufficiency for all residents of Norfolk, Virginia.

Position Summary

Provides administrative and clerical support to the Jobs Plus Program Manager and program staff in the daily operation of the Jobs Plus Program at Oakleaf Forest. Serves as the initial point of contact for residents, employers, service providers, and community partners. Supports resident enrollment, appointment scheduling, participant records, data entry, outreach activities, and preparation of program reports. Works under the general supervision of the Jobs Plus Program Manager and maintains accurate, confidential records to support employment services, financial incentives, and community support for work.

Essential Functions

• Greet residents and visitors; answer telephone calls, monitor program email, respond to routine inquiries, and direct requests to the appropriate staff member or partner.
• Explain basic program services and enrollment steps using approved materials; assist residents with intake forms, consent forms, and required documentation, referring eligibility questions to designated staff.
• Schedule enrollment appointments, employment services, workshops, partner meetings, and follow-up visits; maintain calendars and send appointment reminders.
• Create and maintain organized paper and electronic participant files, contact lists, referral records, attendance logs, and program correspondence.
• Enter and update enrollment, service participation, referrals, and staff-verified employment and earnings information in designated databases and tracking systems; identify missing or inconsistent information for staff follow-up.
• Prepare letters, forms, flyers, meeting agendas, minutes, spreadsheets, presentations, and other program materials as assigned.
• Assist Employment Specialists with administrative follow-up on referrals, training registrations, appointments, and requested documents; route service needs and barriers to appropriate program staff.
• Provide basic clerical assistance to residents using the program’s resource area, including scanning documents, printing resumes, and navigating online application forms; refer employment counseling needs to Employment Specialists.
• Support resident outreach and recruitment by distributing approved materials, maintaining contact records, and coordinating activities with Employment Specialists and the Community Coach.
• Coordinate logistics for orientations, job fairs, employer visits, workshops, resident meetings, and community events, including space reservations, materials, registration, sign-in sheets, and attendance records.
• Support communication with Property Management regarding Jobs Plus financial incentives; collect and route authorized documents and track follow-up under established procedures. Eligibility decisions, rent calculations, and lease actions remain with designated staff.
• Compile program activity and participation data for the Manager’s review; assist with preparation of monthly summaries, grant reports, monitoring materials, and audit documentation.
• Maintain administrative files for partner agreements, meeting records, program purchases, and other supporting documentation; track deadlines and notify the Manager of outstanding items.
• Prepare purchase requests, organize invoices and receipts, monitor office supply inventories, and coordinate office equipment or technology service requests in accordance with NRHA procedures.
• Assist with organizing staff schedules, training registrations, travel documentation, and timekeeping records as assigned; route items for required review and approval.
• Protect participant information, obtain required releases before sharing records, and follow NRHA procedures for secure access, storage, retention, and disposal of records.
• Follow NRHA policies and applicable program procedures; participate in required training and promptly report recordkeeping or operational concerns to the Manager.
• Perform other related duties as assigned.

Performance Standards

• Participant records and data entries are accurate, complete, current, and submitted within established deadlines.
• Residents, partners, and staff receive courteous service and timely responses or referrals.
• Appointments, workshops, and meetings are coordinated accurately, with required materials and attendance records available.
• Reporting documentation is organized and available for management review, monitoring, and audits.
• Confidential information is safeguarded, and administrative tasks are completed in accordance with established procedures.

Minimum Qualifications

High school diploma or equivalent required. A minimum of two years of administrative or clerical experience involving customer service, recordkeeping, scheduling, and data entry is required. An equivalent combination of education and experience that provides the required knowledge, skills, and abilities may be considered. An associate degree in business administration, office administration, human services, or a related field is preferred. Experience in a housing authority, workforce development program, community organization, or resident services setting is preferred.

Special Requirements

• Must possess a valid driver’s license.
• Subject to a background check and reference verification prior to hire.
• Must maintain confidentiality and adhere to NRHA’s code of conduct and ethics policies.
• Must be available for occasional evening or weekend activities and local travel to program sites, meetings, or events as assigned.
• May be required to become a Notary Public in the Commonwealth of Virginia if assigned duties require notarization.

Knowledge, Skills, and Abilities

• Ability to learn the program’s enrollment, reporting, and financial incentive coordination processes and designated data systems.
• Knowledge of office practices, filing systems, records management, and professional customer service.
• Proficiency in Microsoft Word, Excel, Outlook, and Teams; ability to learn participant databases and other program software.
• Ability to enter and verify data accurately, maintain spreadsheets, and compile routine activity reports.
• Strong organizational skills and attention to detail; ability to prioritize assignments and meet deadlines.
• Effective written and verbal communication; ability to prepare clear correspondence and follow oral and written instructions.
• Ability to work respectfully with residents from diverse backgrounds and communicate with employers, service providers, and staff.
• Ability to handle sensitive information, use sound judgment within established procedures, and recognize matters requiring supervisory review.
• Ability to operate standard office equipment and work independently while coordinating with a program team. Familiarity with public housing or workforce services and bilingual ability are preferred.

Physical Requirements

Work is primarily performed in an office or community-based program setting, with occasional visits to resident communities and event locations. Duties involve sitting, standing, walking, communicating with others, and using computers and standard office equipment. Occasional lifting or moving of office supplies and event materials up to 15 pounds may be required. Essential functions may be performed with reasonable accommodation.

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.

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

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. We are committed to providing equal employment opportunities to all qualified applicants and employees without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, veteran status, or any other protected status under applicable federal, state, or local law. We value diversity and encourage individuals from all backgrounds to apply.