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Winooski Housing Authority

Job Description

Job Title: Property Manager Assistant

Reports To: Property Services Supervisor

Property Manager Assistant is a non-exempt position

Summary:

The Property Manager Assistant is responsible for providing support to the Property Management department and coordinating with the Housing Choice Voucher program to ensure that our tenant records are accurate and current.

The Property Management Assistant will work with tenants to update their financial records annually and as needed, manage tenant accounts, support the leasing function and assist in the Property Mangers in the eviction process. The Property Management Assistant will also be responsible to ensure that tenant records, such as phone numbers, email addresses, and language spoken is current and accurate. Some direct communication with tenants is required.

Essential Duties and Responsibilities:

This represents a general statement of responsibilities and is not meant to describe the entirety of the position over time. Duties may be assigned, removed, or altered as needed.

Housing Subsidy Support:

Track which tenants are due for a recertification of their housing subsidy eligibility.

Send Paperwork to tenants who are due for recertification.

Receive Paperwork from tenants, monitor for completeness, and enter data into the software system.

File all paperwork according to the Housing Choice Voucher program standards.

Tenant Accounts:

Bill tenants for charges incurred outside of rents.

Monitor nonpayment of rent by tenants monthly. Make initial phone call to tenant to remind them of payment requirements.

Prepare a report for Property Managers on past due rents monthly.

Assist in the preparation of eviction letters for tenants with rents past due by more than 60 days.

Answer tenant questions about their rent issues.

Tenant Files:

Prepare leasing packets for Property Mangers.

Assist Property Managers in assembling tenant files and turn into the Housing Choice Voucher Program staff.

Review tenant files for accuracy and completeness.

Data Monitoring:

Keep the various software systems current with tenant data by auditing and correcting errors.

Prepare reports for Property Managers and Maintenance as requested.

Monitor regular task deadlines to ensure compliance with regulations.

Property Inspection:

Acquire certification in property inspections

Assist Property Managers in apartment and property inspections.

Complete records on inspections, submit work orders to maintenance.

Assist with the coordination of pest control activities.

Other Duties:

Back up the front desk during absences.

Assist in supporting activities for staff and tenants.

Provide tenants with notification of work to be done by maintenance and other activities that may impact their enjoyment of the building.

Exempt Status:

This position is non-exempt.

Competency:

To perform the job successfully, an individual should demonstrate the following competencies:

Problem Solving - Identify and resolve issues with tenants or with the buildings in a timely manner; Gather and analyze information skillfully; Develop alternative solutions; Work with colleagues and staff to generate best possible options.

Technical Skills Use the Microsoft Office suite, PHAWeb database, Robocall system, payroll system and other technology helpful to performing job functions.

Project Management Work with management to perform tasks related to accomplishing projects, meet deadlines.

Customer Service - Manage difficult or emotional customer situations; Respond promptly to customer needs when in the purview of the agency.

Interpersonal Skills - Focus on solving conflict, not blaming; Maintain con identiality; Engage with tenants, and fellow employees in a constructive manner.

Oral Communication - Speak clearly and persuasively in positive or negative situations; Responds well to questions.

Written Communication - Write clearly and informatively and in compliance with legal requirements for action taken or warned; Presents numerical data effectively.

Cost Consciousness - Work within approved budget; Develop and implement cost savin