What are the responsibilities and job description for the PH/HCV Assistant position at Mckean County Housing Authority?
1. Efficiently manage administrative and receptionist functions to support PH and HCV programs within MCRHA.
2. Exhibit cooperation and courtesy to team members, residents, applicants, landlords, and the public at all times.
3. Assist applicants with intake procedures for PH and HCV programs, including:
a. Collecting and reviewing required documentation (income verification, identification, household composition, etc.) for completeness and eligibility.
b. Explaining program requirements, application processes, and necessary forms to applicants.
c. Reviewing and completing eligibility screenings; assisting with intake processing.
d. Entering application information accurately into housing software and maintaining organized intake files.
e. Coordinating interviews, inspections, and follow-ups with staff.
f. Tracking applicant status and maintaining communication regarding application progress.
g. Supporting outreach to ensure eligible applicants are informed of program opportunities.
4. Update and maintain physical and electronic files with applicant and resident information.
5. Assist in verifying continuing resident eligibility based on income, assets, and expenses during annual and interim recertifications.
6. Assist in calculating rent based on participant income for PH and HCV programs; ensure compliance with HUD rules and regulations. Conduct annual re-certifications and follow up as needed.
7. Complete Public Housing move-in certifications, conduct move-in briefings, and complete lease signings.
8. Complete HCV briefings, issue vouchers, and follow up with voucher reminders.
9. Process tenant RFTAs, assist with scheduling inspections, determine reasonable rent and rent comparables, and process HCV move-in certifications.
10. Create, prepare, and distribute memos, notices, and other tenant correspondence, including warnings for non-compliance.
11. Gather information and prepare reports as directed.
12. Respond promptly to inquiries via phone, email, and in-person from applicants, residents, landlords, and the public.
13. Receive, open, date-stamp, and distribute incoming mail; prepare outgoing mail.
14. Answer and route calls on the office switchboard; greet and direct visitors professionally. Serve as backup to the Clerk as needed.
15. Monitor drop boxes and kiosks for submissions and inquiries.
16. Maintain office supplies and assist with general office organization.
17. Assist with scheduling appointments and coordinating communication between staff, applicants, and residents.
18. Collect, record, post, and deposit rent payments, security deposits, and other monies; issue receipts and ensure proper posting and end-of-day edits in housing software.
19. Collect and deposit laundry money; maintain accurate records.
20. Process work orders, including creating, communicating with maintenance, closing, posting charges, and monitoring outstanding work orders to ensure timely completion. File and maintain work orders.
21. Collect bids and ensure proper logging and secure handling until opening.
22. Handle vending orders and other routine administrative tasks as directed.
23. Assist with tenant move-ins, move-outs, transfers, and port-ins/port-outs; facilitate timely marketing, leasing, and occupancy of vacant units.
24. Conduct site inspections, including move-ins, move-outs, annual, re-inspections, and housekeeping. Document issues, follow up with tenants via phone or written notice, and submit work orders for needed repairs.
25. Perform housekeeping, annual, and other required inspections on tenant units.
26. Support resident retention activities, including counseling, repayment agreements, and monitoring tenant conflicts, grievances, and complaints.
27. Provide support to other on-site staff as needed and offer guidance to clerks and new hires when appropriate.
28. Take meeting notes or minutes as directed.
29. Complete daily/weekly/monthly reports and maintain accurate records of activities.
30. Work cooperatively with other members of the HCV & PH Programs, adjusting workload as necessary when team members are absent.
31. Handle documents on a variety of general, personal, and technical topics of a highly confidential nature and maintain confidentiality.
32. Provide broad administrative support to both Public Housing and HCV programs in achieving departmental goals and initiatives, assisting with any assigned tasks, and performing other related duties as requested to support overall program success
33. Adhere to Agency standards regarding ethical, responsible, and appropriate use, care, and safeguarding of Agency materials, supplies, resources, and assets.
34. Perform other related clerical, administrative, and operational duties as assigned, ensuring work complies with HUD regulations, the Fair Housing Act, and applicable federal, state, and local laws.
Job Type: Full-time
Pay: $32,000.00 per year
Benefits:
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Tuition reimbursement
- Vision insurance
Work Location: In person