Assistant Property Manager

Job Description

Job Description

Summary

The primary purpose of this position is to provide support to a Property Manager by performing a variety of tasks pertaining to the day-to-day business of assigned properties. The incumbent receives applications, verifies information, determines initial eligibility and continued eligibility, notifies applicants of the decision rendered, and assists with providing additional services to public housing residents.

All activities must support the Housing Authority of the Birmingham District's ("HABD" or "Agency") mission, strategic goals, and objectives.

Essential Duties and Responsibilities

The position duties and responsibilities listed below describe the general nature and scope of work. Other responsibilities, duties, and skills may be required and assigned as needed.

Determines applicant initial and continued eligibility in accordance with the Public Housing Admissions and Continued Occupancy Policy (ACOP) and regulatory requirements.

Conducts interviews as needed for initial eligibility and continued occupancy.

Performs accurate and supported rent calculations at initial lease up and at annual and interim certifications and enters information into HABD's system of record.

Performs or supervises coordination of application documentation, including, but not limited to, conducting criminal background and credit reviews and verifying income.

Prepares and sends written requests for income verification and verifies income from third party via mail and fax, or telephone.

Notifies applicants in writing of eligibility determination in accordance with HUD regulations, IRS, and PHA policy.

Provides customer service when issues are escalated and cannot be resolved by Client Support Specialists or other staff.

Assists Property Manager by researching and obtaining necessary documentation or data when requested; completes special projects related to housing management activities as needed.

Shows vacant units to applicants and provides applicants with information about the apartment, community, amenities, and other information.

Performs or coordinates move-in, move-out, annual, housekeeping, and follow-up inspections and handles minor complaints.

Generates, reviews, and sends a variety of reports; drafts correspondence as needed; proofreads documents to ensure consistency in formatting and proper grammatical usage; maintains all files for assigned site.

Prepares letters, office forms, records, correspondences, and memos.

Informs clients of specific problems observed and provides instruction for corrective action.

Compiles and maintains records of initial findings, action taken, and progress reports.

May participate in quarterly extermination inspections.

Supports the Property Manager in their assigned duties.

Assists with administrative duties as required.

Performs other related duties as assigned.

Behavioral Competencies

This position requires the incumbent to exhibit the following behavioral skills :

Job Knowledge : Exhibits requisite knowledge, skills, and abilities to perform the position effectively. Demonstrates knowledge of policies, procedures, goals, objectives, operational entities, requirements, and activities as they apply to the assigned organizational entity of HABD. Uses appropriate judgment & decision making in accordance with level of responsibility.

Commitment :  Sets high standards of performance; pursues aggressive goals and works hard / smart to achieve them; strives for results and success; conveys a sense of urgency and brings issues to closure; persists despite obstacles and opposition.

Customer Service : Meets / exceeds the expectations and requirements of internal and external customers; identifies, understands, monitors, and measures the needs of both internal and external customers; talks and acts with customers in mind.  Recognizes work colleagues as customers.

Effective Communication :   Ensures important information is passed to those who need to know; conveys necessary information clearly and effectively orally or in writing. Demonstrates attention to and conveys understanding of the comments and questions of others; listens effectively.

Initiative :   Proactively seeks solutions to resolve unexpected challenges.  Actively assists others without formal / informal direction.  Possesses the capacity to learn and actively seeks developmental feedback.  Applies feedback for continued growth by mastering concepts needed to perform work.

Responsiveness and Accountability :   Demonstrates a high level of conscientiousness; holds oneself personally responsible for one's own work; does fair share of work.

Teamwork : Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; supports everyone's efforts to succeed.

Job Competencies

Knowledge of HUD, federal, state, and local laws and regulations, as well as HABD policies and procedures related to the position.

Knowledge of the regulations affecting HABD's housing programs and demonstrated ability to understand the terms, conditions, and content of HABD's standard operating procedures for property management.

Knowledge of the needs and attitudes of the physically, socially, and economically disadvantaged, including the elderly population.

Ability to acquire the knowledge of HUD and Housing HABD housekeeping standards and housekeeping inspection procedures

Ability to maintain moderately complex records and to prepare clear and concise reports.

Proficient basic mathematical and statistical skills and ability to understand and interpret data, charts, and graphs.

Ability to prioritize tasks and work in a fast-paced environment.

Ability to maintain tact and professionalism in difficult situations.

Ability to understand, respond, follow and provide instructions in oral form.

Ability to establish and maintain effective working relationships with employees, officials, suppliers, and the general public.

Ability to establish and maintain effective working relationships with co-workers, vendors, consultants, contractors, clients, HUD, and local, state, and federal officials. Ability to communicate with people from a broad range of socio-economic backgrounds.

Education and / or Experience

High School Diploma or GED and a minimum of three (3) years of experience providing administrative support to property management or a similar field. Bachelor's Degree preferred. An equivalent combination of education and experience may be considered.

Some positions may require possession of a valid driver's license and the ability to be insurable under HABD's automobile insurance plan at the standard rate.

Technical Skills

To perform this job successfully, the employee should have strong computer skills (e.g. MS Word, Excel, PowerPoint, and Outlook). Must have the ability to learn other computer software programs as required by assigned tasks.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

To perform this job successfully, the employee is frequently required to remain in a stationary position. Daily movements include sitting; standing; reaching, and grasping; operating computers and other office equipment; moving about the office; and attending onsite and offsite meetings. The employee must be able to exchange information in person, in writing, and via telephone. The employee must occasionally transport up to 25 pounds.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Office environment and HABD properties. HABD properties may cause the employee to experience a range in temperatures and other weather conditions, loud noise levels, and an environment that is more hazardous than a standard office environment. The position requires the availability to work outside of the established HABD working hours. The noise level in the work environment is moderate.

The position is open until filled.