Housing Assistant

Job Description

Title: Housing Assistant

Reports To: Executive Director

Department/Division: Administration

FLSA Status: Non-Exempt

Employment Status: Full-Time

Date: April 15, 2026

Position Summary

Responsible for front office operations and special projects including processing applicants for the Public Housing (PH) and Section 8 Housing Choice Voucher (HCV) Programs, administering the waiting lists for all programs in compliance with HUD regulations. This position is also responsible for processing invoices and preparing monthly reports on accounts payable. The duties listed below illustrate the various types of work that may be performed. The omission of specific statements regarding duties does not exclude them from the position if the work is similar, related, or a logical assignment in association with this position.

Responsibilities

Undertakes and performs the following and all other work-related duties as assigned.

1. Answer’s telephone, screens calls, and greets visitors in a courteous, professional manner, ascertains nature of their business and conducts guests to meet with appropriate person. Answers general inquiries from other employees and the public, in person and over the phone. Refers calls and/or visitors to other employees or departments as appropriate. Secures and transmits routine information on Agency programs as directed.

2. Assists applicants in completion of forms and identification of required documents.

3. Reviews applications and documentation for completeness, logs applications, and accurately inputs data into computer.

4. Manages Waiting List, based on information and Waiting List data, contacts eligible applicants to offer available units in accordance with Agency policies and procedures.

5. Collects payments for rent and other services from residents and issues receipts. Posts transactions in software and researches and resolves any discrepencies. Monitors delinquent rent roll, oversees issuance of delinquent notices and late payment charges.

6. Maintains an accurate petty cash fund and ensures funds are balanced and replenished regularly in accordance with Agency policies and procedures.

7. Posts various daily transactions including rent adjustments, miscellaneous charges, security deposits and move-outs to resident accounts and makes sure items are posted accurately.

8. Runs monthly reports for outstanding balances, deposits, adjustments and documents the adjustments with proper documentation. Assures that everything balances before running the end of month report.

9. Processes and maintains resident vacated accounts and monitoring, restoring, and posting fees for utility disconnects.

10. Opens daily mail and stamps with date received. Verifies vendor number, purchase order number, property, quantity, price, and general ledger account number from the related purchase order. Verifies that purchase order has been received by staff and the date received. Ensures that payments to vendors are timely to take advantage of discounts.

11. Enters and posts invoices into the financial accounting system. Splits paid charges out to the site level. Ensures that all invoices balance to the batch total in the computer system and files.

12. Verifies that vendors have tax exempt status and W9’s for payment.

13. Prepares invoices to be paid monthly and monthly bill listing for board approval and direct deposit notices. and sends electronic payment files to the bank.

14. Contact’s vendors and/or staff to clarify information, requests information or alerts them of problems such as price variance or quantity discrepancy. Researches any past due invoices and/or statements.

15. Stops payment, voids and reissues lost or incorrect payments. Research checks information in the bank software.

16. Processes purchasing card transactions for all employees. Verifies that the receipts match statement, ensures that there is a purchase order for each item listed on the statement and that procurement requirements are followed. Contacts staff to clarify and/or request information. Enters all statements into the computer system.

17. Receives incoming maintenance calls/notices concerning needed maintenance repairs of routine or emergency nature and responds in a courteous manner. Responds to process requests in a timely manner.

18. Determines nature of work orders and separates emergency, urgent, and general/routine work orders by category and creates the maintenance schedules for each day.

19. Accurately enters all work orders into the system and provides work order notification and tracking number to maintenance personnel as appropriate to the situation.

20. Dispatches Maintenance staff work orders and follows up on work progress, as necessary.

21. Assists in ordering supplies and maintaining inventory for maintenance.

22. Assists in facilitating efficient administrative support for all Agency operations, programs and activities as assigned.

23. Assists the Executive Director in preparing the agenda, letters of notification, and meetings handouts for all Board of Commissioners Meetings.

24. Ensures lobby is neat, orderly, and free from clutter and safety standards are maintained. Cleans office and other general areas of the office.

25. Accountable for consistent adherence to strong Agency standards regarding the ethical, responsible, and appropriate use, care, and safeguarding of Agency materials, supplies, resources, and other assets.

Education and Experience

Two-year (2) associate degree from an accredited college or university or graduate of a licensed business college with three (3) years of progressively responsible experience in bookkeeping, accounting, finance, or closely related field or an equivalent combination of education and experience.

Knowledge and Skills

• Good knowledge of GAAP, basic bookkeeping principles, recordkeeping procedures, budgeting, cost allocation, auditing, and financial reporting.
• Ability to perform a job independently upon receiving general instructions.
• Ability to read papers, periodicals, journals, manuals, dictionaries, thesauruses, and encyclopedias which may include those designated and available on the internet.
• Intermediate mathematical ability for working with real numbers, fractions, percentages, ratios/proportions, and measurements.
• Must be knowledgeable in State requirements regarding Sales and Use Tax, 1099 IRS rules and general accounting principles
• Intermediate writing skills necessary for report writing, business letters, expositions and summaries with proper format, punctuation, spelling and grammar, using all parts of speech.
• Considerable skills in operating appropriate computer equipment, applicable software such as Microsoft Outlook, Excel and Word and general office machines including 10-Key calculator.
• Ability to deal effectively with sensitive and confidential information.
• Ability to establish and maintain effective, professional, and tactful working relationships with co-workers and persons outside the Agency.

Supervision Controls

The employee receives instructions from the Executive Director. Normally, the employee plans and carries out routine work activities with minimal supervision and independently resolves problems that arise. The employee receives specific instructions when complaints are brought to the attention of the supervisor, and when the supervisor is contacted by the employee for directions. The employee's work is reviewed regularly for quality control purposes, conformity to organizational policies, and attainment of objectives. The employee has no supervisory duties.

Guidelines

Guidelines followed by the Housing Assistant include published laws, regulations, handbooks, financial and accounting standards established through nationally recognized accounting standards boards. If guidelines do not cover a situation, the employee consults the supervisor. Sound judgment, consistency, and accuracy are needed to successfully perform duties.

Complexity

The employee performs a variety of routine and generally related tasks. The course of action is determined by established procedure, the supervisor, or the employee. Tasks are to be coordinated, integrated, and/or prioritized to be accomplished within set deadlines. Routine work is relatively structured, and problems may require consultation with the supervisor.

Scope and Effect

The employees’ work affects the Agency’s credit standing and budget. Successful accomplishment of tasks by the employee can enhance the Agency's ability to provide housing that is decent, safe, and sanitary, and to render adequate services for its residents.

Personal Contacts

The employee has contact with co-workers, residents, vendors, and business firms. Personal contacts serve multiple purposes including giving or gaining information and resolving problems.

Physical Requirements

• Work is principally sedentary, but may involve some physical exertion, such as kneeling, crouching, or lifting to obtain files, records, and office supplies, and eyestrain from working with computers and other office equipment.
• Must be able to sit and/or stand for up to eight (8) hours at a time while performing work duties.
• Must be able to bend, stoop, push, and pull in the performance of office related duties.
• Must be able to use fingers bilaterally and unilaterally to operate office equipment.
• Must be able to establish and maintain effective working relationships, co-workers, residents, and persons outside the Agency.

6. Must be able to perform essential job functions in an environment that will sometimes include increased levels of work-related stress.

• Must have vision and hearing corrected as required to be able to fulfill essential job functions.
• Must maintain punctuality and attendance as scheduled.
• An employee may request a reasonable accommodation to mitigate any of the physical requirements listed above.

Work Environment

Work involves the normal risks or discomfort associated with an office environment and is usually in an area that is adequately cooled, heated, lighted, and ventilated.

Other Requirements

• Must possess a valid driver’s license and maintain a good driving record.
• Must be available for occasional overnight travel for training.
• Must pass criminal background check.
• Must work with the highest degree of confidentiality.

The Charles City Housing & Redevelopment Authority is an Equal Opportunity Employer. This job description is subject to change and in no manner states or implies that these are the only duties and responsibilities to be performed. The duties herein are representative of the essential functions of this job. This job description reflects management's assignment of functions; however, it does not prescribe or restrict tasks that may be assigned. Nothing in this document restricts management's right to assign or reassign duties and responsibilities at any time. The qualifications listed above are guidelines, other combinations of education and experience that could provide the necessary knowledge, skills, and abilities to perform the job may be considered at the discretion of the Executive Director.

Employment with the Charles City Housing & Redevelopment Authority is on an “at-will” basis. Nothing in this document is intended to create an employment contract, implied or otherwise, and does not constitute a promise of continued employment.

Disclaimer: The above statements describe the general nature, level, and type of work performed by the incumbent(s) assigned to this classification. They are not intended to be an exhaustive list of all responsibilities, demands, and skills required of personnel so classified. Job descriptions are not intended to and do not imply or create any employment, compensation, or contract rights to any person or persons. Management reserves the right to add, delete, or modify and/or all provisions of this description at any time as needed without notice. This job description supersedes earlier versions.

Pay: $18.50 - $24.50 per hour

Benefits:

• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person

Salary : $19 - $25