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Program Support Assistant

1 month ago

Paducah, United States Housing Authority of Paducah Full time
Job DescriptionJob DescriptionDescription:

POSITION SUMMARY:

This position will support the property management department by performing administrative and routine clerical tasks. Responsibilities may include, but are not limited to, answering phones, taking messages, sorting mail, maintaining, organizing, and updating files, operating office machine and computer equipment, scheduling meetings, and appointments, and assisting clients and visitors in the office and over the phone.


JOB DUTIES AND RESPONSIBILITIES:

The following statements contain general details describing the principal functions of an Assistant Property Manager’s level of knowledge and skills typically required and overall scope of responsibility; but should not be considered an all-inclusive listing of requirements for this position. The omission of specific duties does not exclude them from this job description, if the work is similar, related, or a logical assignment in association with this position..


A-GENERAL RESPONSIBILITIES:

1. Greet individuals entering the administrative office of the property and answer the telephone, ascertain the nature of business, and assist individuals or refer to the proper person for assistance.

2. Provide individuals with applications for admission and provide general instructions and details for completing and returning the application and accompanying documents.

3. Provide residents with appropriate forms (i.e. intent to vacate, no income, etc.) as needed, and follow-up by established procedures and guidelines.

4. Collect rent and other charges from residents.

5. Assist with follow-up of delinquent accounts and pursue collections in accordance with established procedures.

6. Attend periodic staff meetings and trainings.

7. Scan and save records (including tenant and ex-tenant records).

8. Purge files and folders as assigned in accordance with HUD/HAP retention policies.

9. Assisting in mailing rent statements and 14-day notices monthly as well as other mailings as assigned (tenant and/or landlord).

10. Process and sort incoming/outgoing mail as well as checking drop boxes as assigned.

11. Assist with the recertification process as assigned (usually completed 60 days ahead).

12. Review PIC/EIV reports as assigned (ex. new hirer report, deceased tenants, etc.).

13. Maintain accurate and updated tenant and landlord information.

14. Assisting with expense and other reports as assigned.


B-PROPERTY MANAGEMENT

1. Communicate with residents as needed to inform them of policies, procedures, rules, and regulations.

2. Help facilitate a maintained property and grounds by filtering discrepancies to maintenance.

3. Maintain records of residents’ community service hours in accordance with HUD guidelines.

4. Participate and cooperate in audits as required, including pre-auditing files for accuracy.

5. Monitor security cameras and properties and report suspicious activities and concerns to SPM to be reported to local authorities (police).


C-RESIDENT RELATIONS

1. Assist residents with special problems and promote amicable tenant relations.

2. Counsel residents who are not complying with the terms of the lease and concerning delinquent payments.

3. Maintain records of resident community service hours in accordance with requirements.

4. Refer residents with special problems such as economic, social, legal, health, etc. to groups or agencies that provide aid, as appropriate.

5. Maintain liaison with community service organizations to stay abreast of services offered in order to refer residents.

6. Resolve conflict and complaints amongst residents, if possible, in order to avoid grievances.

7. Participate in informal and grievance hearings and appeals as needed.


KNOWLEDGE, SKILLS AND ABILITIES (KSA’s)

1. Knowledge of Authority policies, procedures, principles, and practices as they pertain to property management.

2. Knowledge of Department of Housing and Urban Development (HUD) rules and regulations that apply to property management.

3. Knowledge of laws and standards that apply to property management, such as Fair Housing Laws, OSHA standards, and Local and State Building Codes.

4. Knowledge of basic building maintenance, fire prevention, and liability reduction principles.

5. Knowledge of basic office practices, procedures, and equipment.

6. Knowledge of the principles of management and supervision.

7. Knowledge of the operations of Authority computer systems and software.

8. Knowledge of agencies that help and provide services to residents, including some knowledge of eligibility requirements.

9. Ability to exercise a high level of confidentially.

10. Ability to communicate effectively, orally and in writing.

11. Ability to use knowledge of basic math enough to perform calculations required for summarizing rent collections, making deposits, and for rent adjustments.

12. Ability to read and interpret policies and guidelines in order to make sound decisions.

13. Ability to prepare clear concise reports and make appropriate recommendations within the scope of responsibility.

14. Ability to use basic office equipment such as telephones, fax, copier, computer, etc.

15. Ability to efficiently generate records, receipts and reports using a calculator and/or computer.

16. Ability to establish and maintain effective relationships with peers, superiors, residents, community service agencies and the public.

17. Ability to manage multiple priorities and multiple demands to accomplish tasks in accordance with established requirements.

18. Skilled in analyzing situations in order to identify problems and offer possible solutions, using sound judgment to make decisions.

19. Skilled in communicating will diverse individuals in a variety of situations.

20. Ability to maintain required records such as tenant files, vacancy reports, etc.

Requirements:

MINIMUM QUALIFICATIONS:

Education and Experience:

  1. High school diploma or equivalent required; additional education or relevant certifications preferred.
  2. Minimum of 2 years of experience in an administrative or clerical role, preferably within property management or a related field.

Physical and Other Requirements:

  1. Ability to sit for extended periods and perform repetitive tasks.
  2. Capability to handle stress and work under pressure.
  3. Professional demeanor with a strong customer service orientation.

Knowledge, Skills, and Abilities:

  1. Knowledge of basic office practices, procedures, and equipment.
  2. Proficiency with office machines and computer equipment, including telephones, fax machines, copiers, and computers.
  3. Familiarity with software applications such as Microsoft Office Suite (Word, Excel, Outlook).
  4. Knowledge of property management principles and practices.
  5. Basic understanding of Department of Housing and Urban Development (HUD) rules and regulations.
  6. Ability to exercise a high level of confidentiality.
  7. Strong communication skills, both oral and written.
  8. Ability to read and interpret policies and guidelines.
  9. Basic math skills sufficient to perform calculations for rent collections and adjustments.
  10. Strong organizational skills with the ability to maintain accurate records and files.
  11. Ability to manage multiple priorities and demands efficiently.
  12. Skilled in problem-solving and decision-making.
  13. Ability to establish and maintain effective relationships with peers, superiors, residents, community service agencies, and the public.
  14. Familiarity with Fair Housing Laws, OSHA standards, and local and state building codes is a plus.
  15. Ability to perform the essential functions of the position with or without reasonable accommodation.
OTHER

1. Valid driving license

2. Ability to be insured under the Authority’s vehicle policy

3. Ability to be covered under the Authority’s fidelity bond

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