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Resident Services Coordinator

Department/Group: Resident Services
Position Type: Full-Time
Supervisor: Assistant Executive Director
FLSA: Non-Exempt

Role and Responsibilities

Responsible for developing and delivering a broad range of counseling and referral services for low-income participants to help them move toward self-sufficiency and achieve their program goals, thereby reducing their need for subsidized programs and services. Performs a variety of professional and technical tasks in the assessment of participant needs, the coordination of support service providers, and for monitoring the provisions of program services.

The duties listed below illustrate of 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. Undertakes and performs the following and all other work-related duties as assigned.

  • Maintains, develops, and nurtures partnerships/relationships with current social service providers, local community businesses/organizations, and local, state, and federal program contacts in an effort to build and support Agency program initiatives and participants.
  • Visits and discusses residents’ needs in relation to their home environment, identifying priorities and goals to assist them and/or their family in planning realistically for current and future needs, working closely with service providers and others in formulating, establishing, and implementing care plans and services.
  • Informs residents of services available and of their eligibility for relevant services, taking on a consultative roll based on experience and expertise in delivery of integrated area services. Monitors and evaluates efficacy of services and recommends changes to enhance operations and quality.
  • Educates and counsels participants in available opportunities/programs/assistance and/or remedial efforts needed to prevent the loss of housing as a result of poor housekeeping or other violations of the terms of lease as appropriate.
  • Maintains effective, consistent, and reliable relationships with community health and social services agencies to ensure targeted services are maintained to the measurable benefit of participants and that the distance between assessment and support is as short as possible.
  • Develops procedures/systems necessary to monitor and track the progress of the programs, the number of residents that have been contacted, the number of residents that have responded, and the number and status of these residents that are actively already qualified or being assisted or prepared to qualify for participation in applicable Agency programs.
  • Receives referrals from Property Managers and other personnel and enables decisions regarding emergency/crisis intervention through contact with and the support of regular professional consultancy. Enables the referral and allocation process to assess and implement effective case management.
  • Keeps accurate professional case records and complies with administrative requirements as required by Agency policies, practices, and procedures. Ensures privacy and maintains security of confidential materials.
  • Keeps current with appropriate social work developments and to further enhance of job-related knowledge.
  • Attends and/or participates in appropriate departmental, staff, and Agency professional meetings.
  • May plan, design, organize, conduct, and coordinate activities and events for participants of various age groups to foster program goals and objectives on a short- and long-term basis.
  • Organize agency-sponsored events and required tenant services by coordinating with related departments, scheduling volunteers and staff to ensure all aspects are supported and promoting the event to achieve desired event results
  • 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

Bachelor’s degree from an accredited college or university in Social Work, Human Services, Psychology, or other closely related field and three (3) years of progressively responsible program management, grant funding, social services, community services, and/or housing-related work or closely related responsibilities.

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HCV Receptionist

Department/Group: Housing Choice Voucher
Position Type: Part-Time
Supervisor: Assistant Executive Director
FLSA: Non-Exempt

Role and Responsibilities

The employee is responsible for greeting clients via telephone or in person and provides administrative support to the department and staff. The employee performs general office work and various administrative support functions.

The duties listed below illustrate of 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. Undertakes and performs the following and all other work-related duties as assigned.

  • Answers telephone and responds courteously to calls, written requests, and e-mails to answer questions and provide information and assistance within area of expertise regarding program or refers calls to other employees or departments as appropriate.
  • Serves a front office receptionist and assists all applicants, tenants, landlords, vendors and community.
  • Receives and reviews applications for HCV program.
  • explains program and eligibility requirements. Addresses applicant concerns regarding program, application processing, waiting list placement, and explains decisions if application denied.
  • Assists applicants in completion of forms and identification of required documents.
  • Reviews applications and documentation for completeness.
  • Prepares and sends written requests for income verification. Obtains, verifies, and calculates all sources of income and resources to determine financial eligibility of applicants.
  • Based upon a review of all information assembled, identifies factors that indicate a particular type of residential complex or unit may be required to meet specialized individual needs.
  • May conduct rent calculations and determines increases and decreases at reexaminations and verifies income to evaluate participant’s proper rent payment level.
  • Assists in coordination of the orientation program for landlords and residents
  • Explains HCV rental agreements, payments, housing quality standards, and other program rules, regulation and requirements to perspective tenants and landlords; resolves any issues or concerns on program requirements and utility allowances.
  • Accurately enters waiting list application information into appropriate system, keeping information up-to-date, and ensuring correct coding.
  • Periodically reviews applicant files and updates information on prospective tenants.
  • Conducts interims in accordance with HUD and Agency policies and procedures. Requests bank, TANF, food stamps, employment, school/college, childcare verifications from appropriate agencies to complete certifications.
  • Assists with conducting background and sex offender information checks of tenants to be recertified and verifies receipt of information from agencies or other sources as required and submits packet for processing with a third-party contractor.
  • Collects tenant payments on debts owed, records on tracking system, and mails receipts as needed.
  • Maintains lobby area in a neat, presentable, and orderly style.
  • Provides information about the establishment, such as location, department or offices, staff within the organization, or services provided; listens, hears, and resolves customer and public complaints and observes and reports any unusual activity in the front lobby.
  • 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.
  • Undertakes and performs other work-related duties as assigned including work in other functional areas to cover absences or provide relief, to equalize peak work periods, or otherwise balance the workload.

Education and Experience

High school diploma or possession of a certificate of equivalence for High School Achievement (G.E.D.) and three (3) years of relevant experience or an equivalent combination of education and experience sufficient to fulfill essential position functions.

The following Certifications must be obtained within one (1) year of employment or other allowable period of hire as authorized by the Executive Director or his/her designee:

  • HCV Rent Calculation
  • Fair Housing
  • Enterprise Income Verification System (EIV)
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Administrative Assistant

Department/Group: Executive
Position Type: Full-Time
Supervisor: Executive Management
FLSA: Non-Exempt

Role and Responsibilities

Performs highly responsible and complex secretarial and administrative duties to assist the Executive Director and Assistant Executive Director in accomplishing the administrative functions of the Agency and coordinating the overall daily operations of the Executive Office. Uses considerable judgment and initiative to perform a variety of tasks involving office management, data processing, secretarial and administration for the Agency.

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

  • Answers telephone, screens calls, and greets visitors in a courteous, professional manner, ascertains nature of their business and conducts guests to meet with the Executive Management or 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.
  • Takes dictation, composes, prepares, and proofreads confidential correspondence, reports, summaries, memoranda, and forms from verbal direction, relevant information from a variety of sources, or knowledge of Agency policy and procedures and presents the information in a clear and understandable format.
  • Prepares meeting handouts for all Board of Commissioners Meetings. Setup for Board Meetings.
  • Maintains calendar for the Executive Management scheduling appointments, meetings, and conference calls as required, and coordinates the overall daily operations of the Executive Office.
  • Arrange travel/training registration for the Executive Director, Board, and senior management staff including reservations, preparation of itinerary, and other related documentation.
  • Coordinates and schedules grievances/disciplinary action appeal hearings upon reaching the Executive Management’s level.
  • Assists the Executive Management in research and preparation of necessary information, materials, and reports for conferences, appointments, meetings.
  • Ensures that contracts, letters, and forms from other departments and agencies requiring the signature of the Executive Director are executed and returned in a timely manner and that a copy is maintained on file in the Executive Office.
  • Locates and attaches appropriate files to correspondence to be answered by the Executive Management.
  • Maintains files on contracts, appraisals, reports and budgets, real estate documents, HUD regulations and other forms and correspondence pertinent to the Central Office and operating divisions.
  • Reviews incoming correspondence and determined by the Executive Management and responds to or refers to such correspondence as appropriate. Proofreads inter-office memoranda and outgoing correspondence prepared by department directors/heads prior to signature by Executive Management.
  • Prepares reports or other correspondence as directed by the Executive Management, including bi-weekly agendas, staff meeting agendas, etc.
  • Ensures that the Executive Management is informed concerning events, circumstances, etc., which affect the operation and reputation of the Agency.
  • Conducts research as necessary, and develops reports and analyses as required to achieve agency goals.
  • Assists with the preparation of required reports.
  • Ensures privacy and maintains security of confidential materials sent to the Executive Management. Maintains appropriate files/records for general correspondence, contract documents, agreements, legal documents, awards, financial reports, Board resolutions, minutes, and general reports in an accurate and timely manner.
  • Maintains permanent archive for the Executive Office including Board materials, photographs, legal and financial documents, awards, and other materials which would be of historical significance to the Agency.
  • Receives communications via the telephone, internet, and in person and either responds to routine questions or refers to the more complex inquiries to the Executive Management.
  • Receives all incoming mail, faxes, internal memoranda, and other publications for the Executive Office.
  • Requisitions and maintains office supplies inventory by checking stock to determine inventory level, anticipating needed supplies, expediting orders, and verifying receipt of supplies. Maintains appropriate records and purchase order system. Maintains copy machine, fax machine, postage machine, including scheduling of regular service and unanticipated repairs.
  • Handles documents on a variety of topics of a highly sensitive nature and maintains confidentiality regarding all documents and information received by or in the possession of the employee.
  • 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.
  • Assists with the fiscal year-end audit.
  • Provide support for accounts payable and financial operations.
  • Accurately process accounts payable using accounting software and other programs as required
  • Conduct daily accounts payable functions, including invoice entry and check preparation in the absence of the bookkeeper.
  • Compare purchase orders, prices, terms of payment, and other charges with invoices to prepare for check processing.
  • Complete other accounts payable duties as assigned.
  • Serves as the central point of contact for various information technology functions, as needed.

Education and Experience

Associate degree in Public Administration, Business Administration or a closely related field from an accredited college or university and two (2) years of responsible Administrative Assistant experience or an equivalent combination of education, training, and experience resulting in the ability to fulfill the essential job duties of the position. Accounting background

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Assistant Property Manager

Department/Group: Multifamily Housing
Position Type: Full-Time or Part-Time
Supervisor: Property Manager
FLSA: Non-Exempt

Role and Responsibilities

  • Provide assistance and clerical support to property manager in the day-to-day operation of assigned properties.
  • Greet individuals entering the administrative office of the property and answer telephone, ascertain nature of business and assist individual or refer to proper personnel for assistance.
  • Collect rent and other charges from residents and deposit to bank according to policy.
  • Process requests for interim rent adjustments in accordance with established procedures, including obtaining verifications, entering information into computer, etc.
  • Follow-up on delinquent accounts and pursue collections in accordance with established procedures.
  • Computes tenant income, deductions, rents
  • Maintain tenant files and related documentation regarding continuing eligibility and adjustments
  • Produce letters and other office forms and records.
  • Assist applicants with submitting an online application as needed.
  • Conduct unit housekeeping inspections to assure adherence to established policies and standards
  • Post charges associated with work order, late charges, etc. by entering them in computer and generating notices for residents
  • Communicate with residents as needed to inform of policies, procedures, rules, and regulations
  • Assist with leasing units by typing lease, reviewing and signing lease, collecting deposits, etc.
  • Coordinate vacancy preparation in order to minimize time units are vacant
  • Maintain waiting list by contacting applicants to determine continued interest, update information etc.
  • Maintain records of the status of assigned units, e.g., filled, vacant, anticipated vacancy, etc.
  • Conduct annual re-examinations and enter data into computer system
  • Assist with eviction process, and prepare related documentation to support recommendation
  • Accompany pest control technician when servicing property
  • Recommend eviction if resident behavior warrants and prepare related documentation to support recommendation
  • Participate in hearings and appeals as needed
  • Resolve conflict and complaints among residents, if possible, in order to avoid grievances
  • Establish effective working relationships with other employees, residents, vendors, and general public.
  • Performs all other duties as assigned by the Director of Housing Operations.

Qualifications and Education Requirements

We seek detail-oriented, independent self-starters who demonstrate an unwavering commitment for decent, safe, and sanitary housing for residents.

Preferred Skills

  • Strong oral and written communication skills in multiple settings
  • Exceptional analytical and problem-solving skills, with an ability to use quantitative and qualitative data to make decisions and recommendations
  • Skill in the use of computers, office copier, and other office machines.
  • Proven track record of working with diverse individuals at all levels to drive decision-making and results
  • Knowledge of HUD, LIHTC, and HOME Funds rules, regulations and policies on tenant selection and required forms and reports.
  • Experience in general office work
  • High School Diploma

Physical Involvement

Must be able to operate office equipment. Standing, walking, reaching, bending, and lifting to twenty-five (25) pounds is sometimes required. Must possess mobility skills necessary to access a variety of work areas.

This job description should not be interpreted as all-inclusive. It is intended to identify the major responsibilities and requirements of this job classification. All incumbents may not perform all job duties listed, and some incumbents may perform some duties which are not listed, and incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this description.