Job Title: Housing Assistant

Department: Housing Management

Reports To: Property Manager

FLSA Status: Hourly/Non-Exempt

Pay Scale: $11/hour - $15.00/hour

Scope and Purpose

Under the direction of Property Manager, assist in the overall management of housing operations, which includes the rental units and the physical developments. Above all else, the spirit of teamwork and cooperation with other team members will not only improve the job you do, but enhance the entire work experience.

Duties and Responsibilities

General Administration:

§ Assist in processing requests for rent adjustments (interims) in accordance with established procedures, including obtaining verifications, entering information into computer, etc.

§ Assist in maintaining tenant files and related documentation regarding continuing eligibility and adjustments.

§ Assist in showing vacant apartments utilizing professional marketing procedures, and maintain a high level of continued occupancy by leasing property in a timely manner.

§ Assist in checking references and other information on resident applications through Authority’s approved credit and criminal investigative services.

§ Assist in completing Rental Agreements.

§ Prepare reports in accordance with established procedures.

§ Assist in completing move-in and move-out reports, and send move in and move out packages to Accounting Department for permanent filing and disbursement of security deposits.

§ Assist in sending/posting all notices regarding compliance to rules and regulations when a violation occurs.

§ Assist in maintaining the waiting list per established procedures.

§ Assist in maintaining the property business office in a neat, orderly and business-like manner at all times.

§ Assist in collection of rents and posting of rental payments to the bank and tenant ledger.

General Repair and Maintenance Including Grounds Maintenance:

Assist in making sure all vacant apartments are cleaned immediately and made ready for showing and occupancy within three days after move out.
Log all resident complaints so that maintenance personnel can be dispatched promptly. Items covered under warranties should be reported to the appropriate maintenance companies and followed up for prompt repairs.
Generate work orders in response to requests for repairs from residents, coordinate completion of repairs, and close out work orders in accordance with established procedures.
Conduct property inspections, including move-in, housekeeping, and grounds in order to assure adherence to established standards.
Assist in maintaining records of the status of assigned units, e.g. filled, vacant, anticipated vacancy, etc.
Assist in maintaining community-owned materials and tools in a neat and orderly manner at all times.

Tenant Relations:

Assist in counseling residents who are not complying with the terms of the lease, and concerning delinquent payments.
Refer residents with special problems, such as economic, social, legal, health, etc. to groups or agencies that provide assistance, or to resident services coordinator, as appropriate.
Assist in resolving conflict and complaints among residents, if possible, in order to avoid grievances.
Participate in hearings and appeals as needed.

Supervising Personnel:

There are no supervision responsibilities.

Skill Requirements

Knowledge of Authority policies and procedures, particularly as they pertain to property management.
Knowledge of Department of Housing and Urban Development (“HUD”) rules and regulations that apply to property management.
Knowledge of laws and standards that apply to property management, such as Fair Housing Laws, Landlord-Tenant Law, OSHA Standards, local and state building codes.
Knowledge of basic office practices, procedures, and equipment.
Knowledge of the operation of the Authority’s computer system and software.
Knowledge of the agencies that provide assistance and services to residents, including some knowledge of eligibility requirements.
Knowledge of Basic English in order to communicate verbally and in writing.
Knowledge of mathematics sufficient to perform calculations required for summarizing rent collections, making deposits, and for rent adjustments.
Ability to maintain required records such as tenant files, vacancy reports, etc.
Ability to read and interpret policies and guidelines in order to make sound decisions.
Ability to prepare clear concise reports and make appropriate recommendations within scope of responsibility.
Ability to use basic office equipment such as telephone, fax, copier and computer.
Ability to communicate verbally and in writing.
Ability to generate records, receipts, and reports efficiently using a calculator and the computer system.
Ability to establish and maintain effective working relationships with peers, superiors, residents, community service agencies, and the public.
Ability to manage multiple priorities and multiple demands to accomplish tasks in accordance with established requirements.
Skilled in analyzing situations in order to identify problems and offer possible solutions.
Skilled in communicating with all types of people in a wide variety of situations.

Qualifications for this Position

High school education or equivalent.
Experience in property management and experience involving public contact preferred.
Valid driver’s license.
Use of personal automobile for local job-relate travel and pick-up.
Neat, clean and appropriate appearance.

NOTE: This job description should not be interpreted as all-inclusive. It is intended to identify the major responsibilities and requirements of this job classification.