General Description: The Housing Aide is responsible for performing clerical and administrative duties in support of Inkster Housing Commission's Asset Managed Projects (AMP) and ensuring that work orders systems, tracking logs, and maintenance supplies are properly maintained. In-addition, the Housing Aide functions as an occupancy specialist for applicants for public housing, conducting annual review interviews and processing all required paperwork to update income, and rent payment. The position ensures that all of the foregoing is properly documented in tenant files.

This is a UNION position

Essential Functions:

An employee in this class may be called upon to perform any and all other tasks listed below. This list of examples does not include all tasks, which the employee may be asked to perform.

· Establishes and maintains a work order system to control flow of work.

· Conducts the annual review by interviewing the applicant and obtaining third party verification of information provided by the applicant, including name, address, telephone number, family composition, marital status, social security number, income, assets, and qualified expenses.

· Enters into the computer system work orders received from residents and assists with scheduling routine and preventive maintenance using a work order system.

· Verifies information provided by the applicant by calling or writing to agencies, current landlord and other individuals for third party verification.

· Performs housekeeping inspections and site inspections on a routine basis.

· Assists with prioritizing work orders in terms of emergency or non-emergency.

· Maintains a file for each applicant organized in accordance with the approved filing protocol.

· Issues supplies, parts, equipment, tools and appliances to authorized personnel based on approved stock requisitions.

· Performs timely and accurate data entry into the computer system.

· Ensures that all materials and tools requested are documented and signed for by the requestor.

· Complies with the provisions of the Admissions and Continuing Occupancy Policy.

· Assists with a variety of administrative functions, including maintaining and analyzing reports, tracking logs, etc., that reflect the status of vacant units, inspections, work orders, and property damage.

· Assists in receiving supplies, parts, materials and capital equipment items to be stored in main stockroom. Coordinates with Maintenance Supervisor in checking manifests to ensure that items received are in accordance with specifications.

· Maintains and monitors the waiting list and reports to the Director of Asset Management & Modernization on imbalances between waiting list applicants and available unit sizes and types; assists with maintaining vacancy data on a monthly and annual basis.

· Prepares maintenance reports as instructed and completes other technical assignments in support of the Asset Management department's overall workload.

· Regularly coordinates with the inspections staff to ensure prompt evaluation of units and to ensure orderly and efficient turnaround.

· Serves as a “floater” to cover for Asset Management staff on leave or in the event of a position vacancy, as assigned.

· Uses the computer system to generate program records and assists the Asset Manager with obtaining and generating special reports, particularly related to intake and leasing.

· Assists with the regular evaluation and update of the materials used for orienting new residents and conducts counseling for residents suspected of violating the lease or late in paying rent.

· Performs other duties as assigned by the Director of Asset Manager & Modernization or Asset Manager.

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Required Knowledge, Skills and Abilities:

· Excellent Customer Service

· Ability to effectively communicate verbally with a variety of people, one-on-one and in small groups.

· Ability to effectively communicate in writing, generally using existing form letters or other documents as examples.

· Ability to mitigate conflicts and negotiate successful resolutions to disputes among team members or with clients.

· Working knowledge of the rules and requirements of the public housing program or ability to achieve such knowledge quickly.

· Ability to interpret and apply complex rules, regulations and notices.

· Ability to use a personal computer to enter and report data and perform word processing.

· Ability to perform arithmetic calculations accurately.

· Ability to operate a variety of standard office machines, including a computer, fax machine, copier, multi-line telephone, and calculator.

· Knowledge of basic office procedures such as filing.

· Knowledge of HUD regulations and guidelines relating to program eligibility and participation, income determination, tenant share calculation, Uniform Physical Condition Standards (UPCS), etc.; and State and Local building and occupancy laws or regulations and IHC’s Admissions and Continuing Occupancy Policy and related policies and procedures

Candidate MUST have a valid Driver's License

Qualifications, Knowledge and Skills:

· High School diploma or equivalent; supplemented by two (2) years business school course in office management, accounting and/or administration and two years responsible experience with a public housing or related social program or any equivalent combination and experience.

· Must maintain a valid Michigan Driver's license

· Public Housing Specialist Certification (within 1 year of employment).

· Public Housing Rent Calculation Certification (within 1 year of employment).

Materials and Equipment Used:

· Computer, Calculator, General Office Equipment, Cell phone, Office phone

Work Environment and 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 could be made to enable individuals with disabilities to perform the essential functions.

Work is performed in a normal office environment with regular exposure to outdoor temperatures, dirt and dust. These environmental characteristics are representative of those an employee encounters while performing the essential functions of this job. Often involves visits to outdoor developments, sites, dwellings or facilities. The noise level in the work environment is usually moderate.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; talk and hear. The employee is occasionally required to stand, walk, and stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to ten pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.