Occupancy Clerk

Position Overview:

The Occupancy Clerk is responsible for ensuring compliance with all required occupancy procedures, maintaining resident files, assisting with the intake and renewal process, and supporting the Property Manager in the day-to-day management of the property. This role plays a key part in maintaining accurate records and ensuring that the housing program complies with federal, state, and local regulations for low-income affordable housing, including Section 8, Section 42, and Tax Credit programs.

Key Responsibilities:

Tenant Intake and Leasing Support

• Application Processing: Assist prospective tenants with the application process, ensuring accurate and complete information is submitted. Review applications for eligibility based on program requirements.
• Eligibility Verification: Collect necessary documents to verify income, family size, assets, and other criteria required for program compliance. Ensure documentation is complete and accurate.
• Lease Preparation: Assist the Property Manager with lease preparation, ensuring leases are signed on time and comply with all necessary regulations.
• Move-In Coordination: Coordinate move-in logistics, including scheduling inspections and preparing move-in packets for tenants.

Recertification and Renewal Process

• Annual Recertification: Assist with the annual recertification process, ensuring all documentation is up-to-date and accurate for each resident. Monitor deadlines to ensure timely recertifications.
• Resident Communication: Notify residents of upcoming recertifications, provide necessary forms, and explain the documentation requirements.
• Process Documentation: Update and maintain all required paperwork for renewals and recertifications, ensuring all forms are signed and submitted by the required deadlines.

Resident File Management

• File Organization: Maintain accurate, up-to-date resident files in compliance with HUD, Tax Credit, and other program requirements.
• Confidentiality: Ensure the confidentiality of all resident information in compliance with Fair Housing and other regulatory standards.
• File Audits: Assist with periodic audits of resident files to ensure that all required documentation is included and compliant with local, state, and federal regulations.

Rent and Payment Processing

• Rent Collection: Track rent payments, late fees, and outstanding balances, ensuring that all rent payments are processed timely and accurately.
• Assist with Delinquencies: Notify tenants of outstanding balances and assist with rent payment plans as necessary. Maintain records of payments and communication.

Compliance and Reporting

• HUD and Tax Credit Compliance: Ensure compliance with all applicable housing regulations, including but not limited to HUD, Section 8, Section 42, and other affordable housing programs.
• Reporting: Assist in generating reports on occupancy, rental payments, move-ins, move-outs, and other key property metrics as requested by the Property Manager.
• Inspection Support: Assist the Property Manager in coordinating and preparing for HUD, state, or local inspections as needed.

Resident Services

• Communication: Serve as a point of contact for residents, responding to inquiries and addressing concerns regarding lease terms, recertifications, and general property management matters.
• Resident Referrals: Refer residents to external agencies for support services, such as social services, financial assistance, or maintenance requests.

General Office Administration

• Front Desk Support: Provide general office support, including answering phones, greeting residents and visitors, and assisting with general inquiries.
• Office Supplies: Maintain office supplies and materials related to occupancy functions, ensuring the office runs smoothly.
• Record Keeping: Ensure that all occupancy-related records are maintained accurately, filed appropriately, and in accordance with internal and regulatory standards.

Required Qualifications:

• Experience: Minimum of 2 years of experience in property management, with a focus on affordable housing programs (e.g., Section 8, Tax Credit, HUD).
• Knowledge: Familiarity with housing regulations and compliance requirements for low-income housing, including HUD, Section 8, and Section 42.

• Skills:
• • Excellent organizational skills with attention to detail.
  • Strong communication skills, both written and verbal.
  • Ability to work well with residents, colleagues, and external agencies.
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
  • Experience with property management software (Yardi, RealPage, etc.) is preferred.

Preferred Qualifications:

• Certifications: Knowledge of or certification in Fair Housing, Tax Credit, or Section 8 is a plus.
• Education: High school diploma or equivalent; some college coursework or a degree in business administration, real estate, or a related field is preferred.

Physical Requirements:

• Ability to lift and carry up to 25 pounds occasionally.
• Ability to sit for long periods and use a computer.
• Some walking and standing required when interacting with residents and conducting property tours.

Work Environment:

• Location: Plymouth Place – Low-Income Affordable Housing Community.
• Schedule: Full-time, Monday through Friday, 9:00 AM to 5:00 PM. Occasional evenings or weekends may be required for special projects or meetings.

Compensation:

Actual base salary considers several factors including but not limited to geography, job-related knowledge, experience, and budget. The start of the salary range is typically associated with the minimum experience required.

The role is considered non-exempt so will be eligible for overtime pay in accordance with federal and state law. The anticipated base pay range for this position is $20.00 - $23.00 per hour.

Benefits:

• Competitive pay
• Health, dental, and vision insurance
• Paid time off and holidays
• Retirement savings plan
• Employee assistance and more
• Term life and Voluntary supplemental life insurance

Why RHF?

At RHF, we are dedicated to making a meaningful difference in the lives of our residents. We strive to create vibrant communities where individuals can thrive, regardless of age or background. With over 50 years of experience in providing affordable housing and supportive services, RHF is a mission-driven organization that focuses on the well-being, independence, and dignity of every resident we serve. We offer a collaborative and supportive work environment, opportunities for professional growth, and a commitment to making a lasting impact in the communities we serve. Join us in our mission to create positive change and improve lives—because at RHF, we believe in making every day better for those who need it most.