Secretary-Receptionist

Job Overview
We are seeking a dynamic and highly organized Secretary-Receptionist to join our team! This vital role combines front desk responsibilities with administrative support, ensuring seamless office operations and exceptional customer service. The ideal candidate will be energetic, detail-oriented, and possess excellent communication skills. You will be the first point of contact for visitors and callers, managing schedules, handling correspondence, and supporting various office functions to keep everything running smoothly. This position offers an exciting opportunity to contribute to a professional environment while honing your administrative expertise.

Duties

• Answers telephone calls; provides information to visitors, other departments and personnel as requested.
• Intake applicant changes for the Housing Choice Voucher Program.
• Intakes Resolution Center contact forms for the Resolution Fulfillment Coordinator.
• Updates and maintains the agency Barr Listing.
• Updates and maintains the back-up front desk schedule.
• Performs routine office duties such as greeting visitors, typing correspondence, and maintains office supplies
• Maintains an organized reception area.
• Keeps all brochures and correspondence in the reception area updated.
• Refers inquiries to appropriate person or agency.
• Handles wide variety of correspondence – by phone, mail or in person.
• Drafts, types and copies correspondence, reports and similar documents; delivers correspondence to appropriate person.
• May prepare statistical reports, judicial documents, work orders and correspondence for various departments upon request; files work as directed.
• Operates computer, laptop and/or agency business system for data entry and/or for word processing.
• Conduct a daily check of the public spaces in and outside the Admin Building. Pick up and dispose of litter. Submit work order to management to address deficiencies.
• Assists other clerical positions as requested.
• Performs other related duties as assigned by management.

Requirements

• Bachelor's Degree (BA) from four-year college or university in business, public administration or Associate's Degree in communication, property management, or administrative support, social science, or four years of related experience and/or training, or equivalent combination of education and experience.
• Certificates, licenses and registrations required: Valid Virginia Driver’s License. Must complete and receive a Customer Service Certification within in two year of hire date.
• Computer skills required: Microsoft Office Suite;
• Other skills required:
• Must be able to use web meeting platforms such as Zoom or Go To Meeting.
• Knowledge of professional style of writing, spelling and grammar in order to prepare/perform variety of tasks, letters and reports efficiently and effectively.
• Knowledge of clerical and departmental functions and procedures.
• Knowledge of various forms and formats used by the agency.
• Skills and abilities in typing at an efficient and acceptable rate of both quantitative and narrative materials within established time frames.
• Skills and abilities in following written and oral instructions.
• Ability to handle the public in pleasant and tactful manner.
• Skills and abilities in compiling and preparing financial/statistical reports by obtaining data from finished departmental records using standard procedures.
• Skills and abilities in organizing materials, including identifying appropriate filing techniques.
• Skills and abilities in working with co-workers and the public in order to maintain good working relationships.
• Skills and abilities in planning and organizing own work, involving a variety of related tasks.
• Some knowledge of basic or commonly used procedures or operations, which typically require some previous general clerical training, or experience; and the level of general education achieved in graduation from high school.
• Valid Virginia Driver’s License, criminal background, and drug screening check required.

COMPETENCIES:

• Communication: Expresses verbal and written ideas and thoughts clearly and effectively; good listening and comprehension skills; keeps other adequately informed; uses appropriate communication methods; adjusts approach or method to best fit the situation; exhibits objectivity and openness to other’ views; manages competing demands; accepts criticism and feedback.
• Accountability: Arrives as scheduled, prepared to work; takes responsibility for own actions; commits to doing the best job possible; keeps commitments; removes threats to our customers, colleagues, and properties; reacts to problems by solving them; recognizes responsibility for the success of others as well as the organization’s success.
• `Teamwork: Behavior, communications, and actions reflect positively on business unit and HRHA; provides support, information, and other resources to internal and external customers of the Authority to further HRHA initiatives, goals and objectives; actively contributes to teamwork; balances team and individual responsibilities.
• Initiative: Seeks solutions to problems both within and beyond area of direct responsibility; looks for and takes advantage of opportunities; seeks opportunities to increase job skills, proficiency, and knowledge.
• Creativity: Develops and presents solutions to improve business processes; adapts efficiently and effectively to changes in the work environment. Creates opportunities or benefits for the work unit or authority.
• Customer Service: Displays courtesy and sensitivity towards others; manages difficult or emotional customer situations; responds promptly to customer needs; works effectively with others; establishes and maintains positive working relationships; does the right thing the first time; displays dependability; follows up and follows through in every situation. Ability to employ de-escalation strategies.
• Integrity: Follows applicable policies and rules in making decisions and taking actions; complies with regulations and laws; demonstrates honesty; observes the highest standards of ethical conduct in the performance of their jobs; avoids the appearance of wrongdoing; gives realistic and direct answers; if answer is unknown, works diligently to find the answer.

PHYSICAL DEMANDS AND WORK ENVIORNMENT:

• Frequently required to stand
• Frequently required to walk
• Occasionally required to sit
• Frequently required to utilize hand and finger dexterity
• Frequently required to bend, stoop, kneel or crawl
• Frequently utilize visual acuity to operate equipment, read
• technical information, and/or use a keyboard
• Occasionally required to lift/push/carry items up to 50 pounds.

Join us in creating a welcoming environment where professionalism meets efficiency! This role is perfect for someone eager to develop their administrative career while making a meaningful impact through exceptional service. We value energetic individuals who thrive in organized settings and are committed to supporting our team’s success.

Pay: $19.50 - $22.29 per hour

Expected hours: 40.0 per week

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Retirement plan

Work Location: In person