Housing Program Assistant Jobs in Virginia (NOW HIRING)

JOB DESCRIPTION

HOUSING INSPECTOR/ ADMINISTRATIVE SPECIALIST

(SECTION 8 HOUSING CHOICE VOUCHER PROGRAM)

GENERAL STATEMENT OF DUTIES:

Under the supervision of the Inspection Supervisor, the Housing Inspector/Administrative Specialist performs a supportive role in all operational areas of the Section 8 Housing Choice Voucher Program with the primary responsibility being the Housing Quality Standard (HQS) and National Standards for Physical Inspection of Real Estate (NSPIRE) inspections of occupied and vacant dwellings for properties participating in or expecting to participate in the Program. In addition to field inspections, this position provides vital administrative and clerical support to maintain accurate database records, process inspection notices, coordinate schedules, may provide relief if needed for front desk receptionist and ensure smooth operational workflow in the Inspection Department.

EXAMPLES OF WORK:(Illustrative only)

• Performs physical pre-occupancy, initial, annual and follow-up inspections of potential or participating properties in the Program.
• Performs special inspections to resolve complaints by participants and/or landlords.
• Prepares and submits reports that summarize all deficiencies noted during the inspection, inclusive of the recommended corrective action to be taken.
• Communicates orally and in writing with property owners or management agents concerning units’ compliance with housing quality standards.
• Compiles all data necessary to facilitate rent reasonableness analysis and utility allowance adjustments.
• Maintains a current listing of available units throughout the City for participation in the Program.
• Establishes a viable working relationship with property owners and property management companies involved with the Program.
• Prepares reports and written correspondence as required and ensures records are maintained in compliance with Program regulations.
• Maintains confidentiality of landlord/participants and all business-related information.
• Observes all safety rules and regulations.
• Input, update, and manage all inspection schedules, results, fail notices, and logs accurately in the agency software database system.
• Draft, format, generate, and mail formal correspondence, including inspection notifications, failed item notices, warning letters, and abatement notices.
• Respond to inquiries from property owners, tenants, and agency staff regarding inspection scheduling, results, and program compliance.
• Maintain organized digital and physical inspection files, ensuring audit readiness and proper documentation storage.
• Coordinate scheduling calendars and route optimizations to ensure efficient daily inspection coverage.
• Assist with routine office clerical tasks, including answering phone calls, monitoring departmental email inboxes, filing, scanning, and generating routine statistical reports.
• Job duties, responsibilities, specifications, and other job aspects may be changed as needed; performs other duties as assigned.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:

• Possess a fundamental knowledge of the Department of Housing and Urban Development (HUD) established HQS and/or NSPIRE Inspection standards and a general knowledge of the City of Portsmouth’s occupancy standards.
• Comprehensive knowledge of Section 8 program policies and procedures.
• Basic knowledge of all phases of residential maintenance, which includes masonry, carpentry, brick, concrete work, roofing, sheet metal, landscaping and plumbing, is highly desirable.
• Good clerical and administrative aptitude, organizational skills and proficient in mathematical calculations.
• Computer literacy required in the use of a personal computer and electronic communications.
• Excellent verbal and written communication skills are essential and comfortable making presentations before others.

SPECIAL REQUIREMENTS:

• Must be a self-starter, show initiative and work independently and exercise good judgment with minimum supervision; be punctual and dependable in attendance.
• Must write legibly and be computer literate; ability to multi-tasks and to plan, organize and schedule work to meet critical deadlines and performance measures.
• Must perform well under pressure and with time restraints.
• Ability to analyze problems and situations and find appropriate solutions.
• Must be generally available for occasional after-hours and weekend activities. In the event of emergencies, must be accessible, preferably by phone or other effective means.
• Must be bondable; drug screening and criminal history record required.
• Ability to make appropriate “on-the-spot” decisions in accordance with established policy and procedures.
• Must possess excellent human relations skills and promote a positive image of the Authority by establishing and maintaining to the greatest extent possible a viable, positive and functional working relationship with all co-workers, social agencies, clients, property management companies and property owners of the City involved directly or indirectly with the Program and all other appropriate agencies of the City with which the Authority may come into contact.
• Office Work: Standard office setting involving sedentary computer work, keyboarding, filing, and phone communications.

PHYSICAL REQUIREMENTS:

• Ability to perform inspections in inclement weather.
• Ability to physically access all types of dwelling units.
• Ability to stoop, kneel, bend, stretch, crawl, and climb a ladder, etc.
• Ability to operate a variety of automated office machines, i.e. computer, copier, printer, fax machine, telephone, calculator, etc.
• Ability to move, carry and/or operate objects and materials such as files, computer printouts, reports, etc.
• Ability to operate an automobile, be insurable by an automobile insurance carrier, possess, and maintain a valid driver’s license issued by the Commonwealth of Virginia throughout duration of employment.

ACCEPTABLE EXPERIENCE AND TRAINING:

• NSPIRE Certification: Required within six (6) months of employment.
• Computer Skills: Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and strong adaptability to housing management database software.
• Communication: Strong verbal and written communication skills for professional client and landlord interactions.
• Organization: Exceptional time management, record-keeping, and multitasking capabilities.