Description

Summary:

This position is primarily responsible for handling all recertification’s and all necessary paperwork to be in compliance with regulatory agencies, maintaining daily, weekly, and monthly reports including certification status, waiting list, and may include accurate reporting of rents and deposits received. This position is also responsible for assuming all responsibilities associated with accomplishing property objectives as set forth by the Regional Supervisor and the property owner in the Property Manager’s absence by performing the following duties.

Qualifications

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Core duties and responsibilities include the following. Other duties may be assigned.

Understands and ensures adherence to all Fair Housing, Americans with Disabilities Act and Fair Credit Reporting Act and other laws related to leasing.

Sends or delivers certification notifications (120 days, 90 days, 60 days) in a timely manner.

Meets with residents to complete the Resident Questionnaire and all verification forms; mail verification forms to third parties.

Completes certification file and enter into One Site; obtains resident signatures in a timely basis on various certification forms.

Ensures compliance with all HUD, IHDA, Tax Credit and/or other regulatory requirements related to the property’s funding sources.

Ensures that certification files meet regulations and company compliance procedures.

Prepares for and participates in management and occupancy reviews, internal and external file audits.

Prepares move-out forms and Security Deposit documents.

Performs file audits, as requested.

Accesses EIV/TRACS and maintains information as required.

Performs clerical and other office management tasks, as assigned.

Reports issues and/or problems to the Property Manager.

Works with other staff in such a manner to maintain a cordial and efficient environment.

Performs Move-In Certifications.

Fosters and maintains positive resident relations and excellent communications with resident.

Is responsive to resident questions, complaints, concerns and suggestions.

Projects a positive community image for the owner and building.

ATTENDANCE:

Must be punctual and timely in meeting all requirements of performance, including, but not limited to, attendance standards and work deadlines; beginning and ending assignments on time; and scheduled work breaks; where applicable.

COMPETENCIES:

To perform the job successfully, an individual should demonstrate the following competencies:

Intellectual

• Analytical - Synthesizes complex or diverse information; Collects and researches data; Uses intuition and experience to complement data; Designs work flows and procedures.
• Design - Generates creative solutions; Translates concepts and information into images; Uses feedback to modify designs; Applies design principles; Demonstrates attention to detail.
• Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations.
• Project Management - Develops project plans; Coordinates projects; Communicates changes and progress; Completes projects on time and budget; Manages project team activities.
• Technical Skills - Assesses own strengths and weaknesses; Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others.

Interpersonal

• Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.
• External Working Relationships – Develops and maintains courteous and effective working relationships with clients, vendors and/or any other representatives of external organizations.

Organization

• Cost Consciousness - Works within approved budget; Develops and implements cost saving measures.
• Safety and Security –All employees are responsible for observing safety and security procedures as applicable and reporting potentially unsafe conditions to management.

SUPERVISORY RESPONSIBILITIES:

Directly supervises on-site staff in the absence of the Property and Assistant Property Manager, as assigned. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION AND/OR EXPERIENCE:

High school diploma or general education degree (GED); and two or more years related experience and/or training; or equivalent combination of education and experience.

LANGUAGE SKILLS:

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

COMPUTER SKILLS:

To perform this job successfully, an individual should have knowledge of: Spreadsheet Software (Excel); Word Processing Software (Word); Electronic Mail Software (Outlook); and Presentation software (PowerPoint).

CERTIFICATES, LICENSES, REGISTRATIONS:

• Leasing Agent License or Broker
• Certified Occupancy Specialist and/or Tax Credit Certification (if TC property)
• ARM or CAM (Certified Apartment Manager) or equivalent

OTHER SKILL, ABILITIES, AND QUALIFICATIONS:

• Ability to complete forms; understand and implement compliance regulations; read and review reports and a wide variety of correspondence.
• Ability to effectively communicate with residents (handle concerns, complaints and issues).
• Must be able to work in a fast-paced, multi-faceted and customer service-oriented environment.
• Must be able to work as a team, interact with others in a professional/pleasant manner and exercise problem-solving skills.
• Must be able to apply principles of logical thinking or define problems, collect pertinent data, establish facts, draw valid conclusions and initiate appropriate course of action.
• Must be willing to take direction and guidance.
• Must be able to effectively communicate with a diverse population and group of personalities
• Word Processing, Excel, some type of regulatory software experience
• Must be able to utilize basic math skills
• Oral Communication - Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.
• Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.
• One Site software experience
• Education (Desired): Bachelor’s Degree or Associates Degree
• Not less than 2 years’ experience in affordable housing with recertification responsibilities
• 3 or more years’ experience in affordable housing with recertification responsibilities
• Access to reliable transportation
• Is proficient in all aspects of the HUD 4350.3 Handbook and attend training, as needed to maintain a current understanding of revisions in these regulations.
• Is familiar with the approved Resident Selection Plan and Affirmative Fair Housing Marketing Plan.
• The employee must be capable of adapting, with minimal or no advance notice, to changes in how business is conducted and work is accomplished, with no diminishment in work performance.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit and use hands to finger, handle, or feel. The employee is frequently required to reach with hands and arms; climb or balance and stoop, kneel, crouch, or crawl. The employee is occasionally required to stand and walk.

The employee must regularly lift and /or move up to 10 pounds, frequently lift and/or move up to 25 pounds and occasionally lift and/or move up to 50 pounds.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.