This position is responsible for providing clerical assistance in the area of property management and property and resource development. Work is performed under the direct supervision of the Property Management Specialist. IMPACT: Work directly impacts the quality of life of HNNCSB consumers through the availability of housing options and property management. Performs general property management functions and responsibilities. Must possess strong computer and data entry skills. LATTITUDE: Work is performed independently, subject to review by the division director or manager or supervisor who outlines and prioritizes non-routine assignments. Detailed office policies and procedures, administrative and record keeping routines provide specific guidance to the incumbent, however, some independent judgment is required in balancing work priorities and in the resolution of unusual property management, leasing problems and assisting tenants. RESPONSIBILITY FOR THE WORK OF OTHERS: NA INTERPERSONAL CONTACTS: Work requires continuous communications with tenants, HNNCSB staff and property management. DIFFICULTY: Incumbent is responsible for providing property management functions of a complex nature. In the execution of daily work incumbent assists tenants who have challenging behaviors which may result in unpredictable or emergency situations. Work requires accuracy, attention to detail and compliance to strict regulations and time frames. COMMUNICATIONS: Work involves assisting the Property Manager with direct interviewing and housing counseling. Position assists with preparing detailed and technical documents. Constant oral and written communication by phone, email, and in person is involved. Position assists with the preparation of legal documents with regard to leases and court processes. EQUIPMENT/FACILITIES RESPONSIBILITY: Incumbent frequently operates agency equipment including telephone, cell phone, and computer at numerous property locations. WORKING CONDITIONS: Work is performed in both a typical office environment and also includes frequent visits to property locations and resident apartments of varying sanitary conditions located in a variety of neighborhoods. KNOWLEDGE/SKILLS/ABILITIES (KSA’S) - General knowledge of Virginia Fair Housing laws, principles, and practices.
- General knowledge of Virginia Residential Landlord and Tenant Act.
- General knowledge of the principles and practices of housing management.
- Ability to work independently of constant supervision.
- Ability to establish and maintain effective communications with tenants and staff.
- Ability to organize work so as to meet compliance regulations.
- Ability to work effectively in stressful situations.
- Ability to prepare, maintain, and document complex resident records, including annual and interim recertification.
- Exhibits excellent customer service, communication skills, good time management and organizational skills.
X. FORMAL TRAINING AND WORK EXPERIENCE:
Three (3) years of experience performing clerical/administrative functions, including at least one year of property management office experience. Requires proficiency using Microsoft Office applications. Property management-specific software, YARDI Voyager, preferred. XI. LICENSURE: Valid Virginia driver’s license. XII. PRINCIPLE DUTIES AND RESPONSIBILITIES: (illustrative only) - Performs a variety of operational support duties for the property management office.
- Receives visitors; answers telephone calls; determines purpose of calls and visits, and furnishes information within property management policies, rules and procedures.
- Collects rent.
- Posts rent in property management software – YARDI VOYAGER
- Submits deposits to Financial Services staff.
- Schedules applicant eligibility appointments.
- Schedules tenant annual recertification and interim recertification appointments.
- Prepares move-in and recertification packets.
- Maintains auditable tenant files.
- Maintains an accurate filing and record keeping system.
- Sends recertification paperwork to tenants.
- Submits work orders to Maintenance Department.
- Maintains key boxes for properties.
- Have additional keys made as needed.
- Prepares and post tenant notices.
- Accompanies contractors such as exterminator and HVAC, to apartments as needed.
- Assists Property Manager with resident concerns/complaints.
- Performs other related work as assigned.
XIII. PHYSICAL REQUIREMENTS: Must have the use of sensory skills necessary to effectively communicate and interact with tenants, other employees and public through the use of the telephone and computer. Personal contact is normally defined as the ability to see, read, talk, hear, handle objects and manipulate office machinery. Physical ability to effectively use and operate various office related equipment such as computer, phone, fax machine, copier, and calculator. Some walking and driving amongst various properties is required. May involve lifting items up to 20 pounds and occasional working in inclement weather. XIV. DRIVING REQUIREMENTS: Valid Driver’s License. Drives agency vehicles daily basis. |
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