What are the responsibilities and job description for the Office Manager position at St. Clair County (IL)?
JOB
JOB DESCRIPTIONPOSITION: Office Manager (Management Department) REPORTS TO: Asset Management Director DUTIES: See Attached SUPERVISES: Management Assistant (Collections) and part-time / temporary employees as assigned SALARY: $45,500 - $50,000 FLSA: ExemptWORK LOCATION: Belleville Central Office/Scattered SitesREQUIREMENTS AND QUALIFICATIONS: Good CharacterCandidates must demonstrate a solid history of reliability, efficiency, initiative, empathy, excellent interpersonal skills, effective communication, and, crucially, the ability to work well in a team environment. It is imperative that applicants do not have a significant criminal history (consent to a criminal background check is mandatory); provide two personal and two professional references from the local community and their work experience; and meet the requirements for coverage under SCCHA’s fidelity bond.GeneralFamiliarity with the area, particularly those residing within the SCCHA service jurisdiction is highly valued. However, relevant experience in non-profit organizations or social service work in the region will also be considered.Physical StateAbility to perform job duties as described / listed herein. Must pass post-employment offer physical exam and substance abuse test. EducationHigh School diploma or GED, plus college coursework substantially equivalent to bachelor’s degree in business, Social Work, Public Administration, Real Estate, Management, or another related field as determined by SCCHA. Paralegal/Court Experience experience is preferred.Experience/SkillsMinimum 5 years of related work experience as determined by SCCHA Strong organizational skills. Extensive experience and strong technical skills in federal housing programs, especially Public Housing Program. Strong communication skills, both written and verbal, required to effectively perform job duties. Must be courteous, professional, tactful and diplomatic (emphasis added). Strong computer skills, including personal computer applications (Word, Access and Excel) and ability to learn customized software related to administration of federally assisted housing programs. Ability to work effectively and accurately in a fast-paced office environment with numerous interruptions required. The ability to work and make continued progress on multiple assignments simultaneously is essential. Must be knowledgeable of or can learn the legal process related to Forcible Entry and Detainer Actions and work effectively with other parties involved (attorney, paralegal, Court Clerk, Sheriff Deputies, Process Server, etc.)TransportationMust always maintain a valid driver’s license on file; ability and be willing to use personal car for SCCHA business. Documentation of auto insurance compliant with State minimum requirements must be always kept on file with SCCHA. Incumbent must be eligible to be insured under SCCHA’s auto insurance policy. CertificationsPublic Housing Specialist / Manager Certification by Nan McKay & Associates, National Association of Housing and Redevelopment Officials (NAHRO) or other equivalent certification as determined by SCCHA. Certification(s) required within 6 months of hire, subject to training availability. Paralegal training /certification may be accepted in lieu of stated certification. The above-stated requirements and qualifications are considered necessary for initial employment and must be maintained as a condition of continued employment. The Housing Authority reserves the right to impose additional job-related requirements and qualifications, as necessary, and similarly may waive the stated requirements when appropriate to provide for the employment of any person determined to possess the combination of education, work experience, supervisory experience and related skills and abilities to successfully perform the assigned duties.THIS IS AN EQUAL EMPLOYMENT OPPORTUNITY- M/F/D/VOffice Manager (Management Department)GENERAL CONDITIONS: This role is a management-level position that entails considerable responsibility and necessitates an experienced individual with a proven track record in problem-solving, planning, organizing, controlling, and monitoring functions related to the administration of federally assisted housing programs overseen by the SCCHA. This includes, but is not limited to, the Public Housing Program, Rural Development Program, and HUD’s Multi-family Housing Programs. The ideal candidate must be highly professional and discreet, capable of representing the organization with a high degree of visibility. This is a regular full-time position governed by SCCHA Personnel Policies, which includes eligibility for comprehensive fringe benefits and an initial six-month probationary evaluation period. The standard work schedule consists of 37.5 hours per week, although occasional evening and weekend work may be necessary. This position is exempt from Federal Wage Hour Overtime Labor provisions.This employee serves in several capacities and utilizes various tools / processes to ensure the federally assisted programs administered by SCCHA are managed in accordance with all applicable federal law, HUD regulations, program guidebooks, and established policies and procedures. Primary emphasis is on using available tools and resources to minimize TARS (Tenant Accounts Receivables), maximize collections and to ensure a high degree of accuracy in receiving and applying rental and other payments. The position requires detailed technical knowledge of multiple program components and functional areas.Work is complex and varied in nature within multiple occupational fields. There is considerable opportunity for individual initiative and judgments or decisions, especially in planning work and applying sound principles to solving unique problems.The incumbent reports directly to the Asset Management Director to ensure adherence to and compliance with established goals, objectives and strategic initiatives as set forth by the Executive Director and/or the Board of Commissioners. The incumbent works with a general outline of the work to be performed and is generally relied on to develop or amend work processes and sequences within the scope of established policies, procedures, and sound business practices. The position requires the ability to communicate effectively with Executive Director, Director of Asset Management, Program Directors, supervisors, “lead” staff and other employees in the various departments and divisions to achieve desired results and outcomes. All assigned duties will be consistent with the attached Duties and Description Narrative, which are subject to periodic change or modification, and are performed under the supervision of the Asset Management Director, the auspices of the Executive Director and subject to all policies and regulations established by the Board of Commissioners. OFFICE MANAGERDESCRIPTION OF DUTIES1.Assist Management Director and other Management Department Staff in the performance of their duties upon request. This involves a wide array of duties and assignments that change as needed to support departmental operations, objectives and needs.2.Plan, supervise, coordinate, and evaluate the activities of assigned employees, which include Management Assistant (Collections) and other temporary general office aide(s) and staff as assigned.3.Plan, supervise, coordinate, and/or perform all routine clerical duties, which include but are not limited to the following: a.Creating, editing and mailing/distributing letters, memorandums, and other written correspondence.b.Preparation of bulk mailings (i.e. rent statements, collection notices, resident mailings, etc.).c.Design, create, and file all departmental forms.4.Plan, supervise, coordinate, and/or perform all data entry and related activities for computerized resident accounting system, including but limited to the following: a.Computer input for move-outs, transfers, non-cash credits, service charges, late fees, etc.b.Review, adjust, and recommend for final approval security deposit disposition.c.Complete end of month process, run and mail monthly rent statements, rent reminders, 14 day demands, legal notices, UAP checks, etc.d.Produce computerized reports according to established schedule and upon request, including resident directories, vacated tenant ledgers, balance reports, tenant transaction histories, etc.5.Plan, supervise, coordinate, and/or perform all activities related to the collection program for all programs/projects (i.e. Public Housing, Multi-family Program with project-based rental assistance, Rural Development 515 Program) including but not limited to: a.Accept walk-in payments and pick-up payments at Post Office.b.Creation, preparation and distribution of all collection notices for active and vacated residents.c.Design, create, and maintain policy/procedures designed to improve collection of both current and vacated resident’s balances.d.Administration of legal program related to collections and lease enforcement activities initiated by property managers, including but not limited to: 1)Preparation of master record sheet, forcible entry and detainer form, and other forms as many be required by the court and/or attorney.2)Compile other documentation required for successful legal action, including but not limited to 30-day notices, evidence of service, tenant transaction history, etc.3)Appear in court related to collection actions.4)Arrange consultations between attorney and appropriate management department staff before trial date(s) on all non-collection court action.5)Keep Asset Management Director and Property Managers advised of scheduled court dates.6)Serve as liaison with the Sheriff’s Department to determine service status, schedule set-out, etc.7)Obtain checks from Finance for payment of costs associated with legal action.8)Perform activities related to HUD’s “Debts Owed” information system to keep current and accurate.9)Work in conjunction with IT Supervisor to perform tasks related to Local Debt Recovery Program (LDRP) using Illinois Debt Recovery Portal (IDROP) to maximize collection and keep data accurate and complaint with State of Illinois requirements.e.Plan, supervise, coordinate, and/or prepare periodic write-off of uncollectible accounts for all assigned programs.6.Assist with the design, create, implement, and/or maintain systems to record and track advance payments to resident councils and/or residents and to ensure advanced funds are properly documented.7.Oversee, plan, supervise, coordinate and/or work with IT Supervisor to prepare submissions for monthly board meetings, including but not necessarily limited to: a.Accounts Receivable Report.b.Vacant Unit Report.c.Move-in / Move-out Report.d.Other Special Purpose Reports upon request.8.Plan, supervise, coordinate, and/or prepare routine and special reports to HUD as assigned.9.Design, create, and/or maintain departmental filing system(s) that are efficient and effective related to the following functions/activities/programs: a.Administrative files.b.District files.c.Forms (originals).d.Resident Initiatives.e.Vacated Files.f.Purchase Order / Requisition Files.10.Design, create, and/or maintain departmental records management systems in a manner which is consistent with good business practices, in accordance with state law, and meets the needs of the department and the agency. Take lead role in Records Retention / Disposal activities for the department and agency.11.Plan, supervise, coordinate and/or maintain computerized purchase requisition system, including but not limited to: a.Assisting with proper coding.b.Performing computer input.c.Printing.d.Copying, filing, submitting, etc.e.Serving as liaison between department staff and purchasing officer.12.Perform miscellaneous activities necessary to ensure smooth, efficient, and effective departmental operations and to support the activities of the Asset Management Director, including but not limited to: a.Design, create, and/or maintain departmental “tickler” or “suspense” file.b.Receive, screen, route, and/or handle incoming telephone calls.c.Schedule and assist Asset Management Director in preparing for routine and special meetings, which include but not limited to: 1)Resident grievance hearings / supervisory review meetings.2)Periodic department meetings.d.Assist Management Director in maintenance of business calendar and schedule of events.e.Plan, coordinate, and/or otherwise prepare submission of departmental office supply purchases.f.Work with management staff to track and document completion of move-in inspections, post move-in (90 day) inspections, move-out inspections (and related security deposit dispositions), AIC (accelerated inspection cycle) inspections and other routine tasks and assignments.g.Assist with preparation of special funding or other grant/program submissions. h.Coordinate low-volume copier operations, which includes but is not limited to troubleshooting problems, ordering supplies and arranging for service.i.Plan, Coordinate and otherwise prepare for departmental special events and/or special projects (such as policy updates, lease revisions, new form development).j.Use monthly budget reports to monitor and track expenditures and keep within budget, alerting Department Directors of potential budget overruns. k.Produce or arrange for production of monthly budget status reports for resident council operations.l.Perform service contract administration activities as assigned (such as Senior Services Program, Family Resource Center Program, etc.).13. Other duties as assignedREQUIRED SKILLS / ABILITIESExcellent keyboard / keypad / typing skills.Strong computer operational skills: Effective and technical utilization of custom housing software program(s), currently Tenmast to accurately perform a wide array of tasks.Personal computer software programs including Microsoft Office Suite (Word, Excel, Power Point and Access).Possesses extensive expertise and experience in developing graphic design projects, including forms, flyers, brochures, and signage.Comprehensive understanding of FE&D and small claims legal frameworks, along with experience in legal filings or court proceedings specifically related to evictions and compensation recovery.Knowledge of mailing/delivery systems and procedures: Certified/Registered mail.Overnight/priority delivery methods.Bulk delivery optionsOther.Strong interpersonal abilities characterized by courtesy, professionalism, tact, and diplomacy.Highly Proficient in creating and formatting high-quality business correspondence using Microsoft Word Suites.Case management skills (file compilation and documentation).Ability to work effectively and accurately in a busy office environment with numerous interruptions and distractions (i.e. phone calls, visitors, inquiries / request for assistance from other staff, etc.).9.Flexible and cooperative approach to workplace activities (high degree of emphasis on this personal attribute)10.Other duties as assigned.
JOB DESCRIPTIONPOSITION: Office Manager (Management Department) REPORTS TO: Asset Management Director DUTIES: See Attached SUPERVISES: Management Assistant (Collections) and part-time / temporary employees as assigned SALARY: $45,500 - $50,000 FLSA: ExemptWORK LOCATION: Belleville Central Office/Scattered SitesREQUIREMENTS AND QUALIFICATIONS: Good CharacterCandidates must demonstrate a solid history of reliability, efficiency, initiative, empathy, excellent interpersonal skills, effective communication, and, crucially, the ability to work well in a team environment. It is imperative that applicants do not have a significant criminal history (consent to a criminal background check is mandatory); provide two personal and two professional references from the local community and their work experience; and meet the requirements for coverage under SCCHA’s fidelity bond.GeneralFamiliarity with the area, particularly those residing within the SCCHA service jurisdiction is highly valued. However, relevant experience in non-profit organizations or social service work in the region will also be considered.Physical StateAbility to perform job duties as described / listed herein. Must pass post-employment offer physical exam and substance abuse test. EducationHigh School diploma or GED, plus college coursework substantially equivalent to bachelor’s degree in business, Social Work, Public Administration, Real Estate, Management, or another related field as determined by SCCHA. Paralegal/Court Experience experience is preferred.Experience/SkillsMinimum 5 years of related work experience as determined by SCCHA Strong organizational skills. Extensive experience and strong technical skills in federal housing programs, especially Public Housing Program. Strong communication skills, both written and verbal, required to effectively perform job duties. Must be courteous, professional, tactful and diplomatic (emphasis added). Strong computer skills, including personal computer applications (Word, Access and Excel) and ability to learn customized software related to administration of federally assisted housing programs. Ability to work effectively and accurately in a fast-paced office environment with numerous interruptions required. The ability to work and make continued progress on multiple assignments simultaneously is essential. Must be knowledgeable of or can learn the legal process related to Forcible Entry and Detainer Actions and work effectively with other parties involved (attorney, paralegal, Court Clerk, Sheriff Deputies, Process Server, etc.)TransportationMust always maintain a valid driver’s license on file; ability and be willing to use personal car for SCCHA business. Documentation of auto insurance compliant with State minimum requirements must be always kept on file with SCCHA. Incumbent must be eligible to be insured under SCCHA’s auto insurance policy. CertificationsPublic Housing Specialist / Manager Certification by Nan McKay & Associates, National Association of Housing and Redevelopment Officials (NAHRO) or other equivalent certification as determined by SCCHA. Certification(s) required within 6 months of hire, subject to training availability. Paralegal training /certification may be accepted in lieu of stated certification. The above-stated requirements and qualifications are considered necessary for initial employment and must be maintained as a condition of continued employment. The Housing Authority reserves the right to impose additional job-related requirements and qualifications, as necessary, and similarly may waive the stated requirements when appropriate to provide for the employment of any person determined to possess the combination of education, work experience, supervisory experience and related skills and abilities to successfully perform the assigned duties.THIS IS AN EQUAL EMPLOYMENT OPPORTUNITY- M/F/D/VOffice Manager (Management Department)GENERAL CONDITIONS: This role is a management-level position that entails considerable responsibility and necessitates an experienced individual with a proven track record in problem-solving, planning, organizing, controlling, and monitoring functions related to the administration of federally assisted housing programs overseen by the SCCHA. This includes, but is not limited to, the Public Housing Program, Rural Development Program, and HUD’s Multi-family Housing Programs. The ideal candidate must be highly professional and discreet, capable of representing the organization with a high degree of visibility. This is a regular full-time position governed by SCCHA Personnel Policies, which includes eligibility for comprehensive fringe benefits and an initial six-month probationary evaluation period. The standard work schedule consists of 37.5 hours per week, although occasional evening and weekend work may be necessary. This position is exempt from Federal Wage Hour Overtime Labor provisions.This employee serves in several capacities and utilizes various tools / processes to ensure the federally assisted programs administered by SCCHA are managed in accordance with all applicable federal law, HUD regulations, program guidebooks, and established policies and procedures. Primary emphasis is on using available tools and resources to minimize TARS (Tenant Accounts Receivables), maximize collections and to ensure a high degree of accuracy in receiving and applying rental and other payments. The position requires detailed technical knowledge of multiple program components and functional areas.Work is complex and varied in nature within multiple occupational fields. There is considerable opportunity for individual initiative and judgments or decisions, especially in planning work and applying sound principles to solving unique problems.The incumbent reports directly to the Asset Management Director to ensure adherence to and compliance with established goals, objectives and strategic initiatives as set forth by the Executive Director and/or the Board of Commissioners. The incumbent works with a general outline of the work to be performed and is generally relied on to develop or amend work processes and sequences within the scope of established policies, procedures, and sound business practices. The position requires the ability to communicate effectively with Executive Director, Director of Asset Management, Program Directors, supervisors, “lead” staff and other employees in the various departments and divisions to achieve desired results and outcomes. All assigned duties will be consistent with the attached Duties and Description Narrative, which are subject to periodic change or modification, and are performed under the supervision of the Asset Management Director, the auspices of the Executive Director and subject to all policies and regulations established by the Board of Commissioners. OFFICE MANAGERDESCRIPTION OF DUTIES1.Assist Management Director and other Management Department Staff in the performance of their duties upon request. This involves a wide array of duties and assignments that change as needed to support departmental operations, objectives and needs.2.Plan, supervise, coordinate, and evaluate the activities of assigned employees, which include Management Assistant (Collections) and other temporary general office aide(s) and staff as assigned.3.Plan, supervise, coordinate, and/or perform all routine clerical duties, which include but are not limited to the following: a.Creating, editing and mailing/distributing letters, memorandums, and other written correspondence.b.Preparation of bulk mailings (i.e. rent statements, collection notices, resident mailings, etc.).c.Design, create, and file all departmental forms.4.Plan, supervise, coordinate, and/or perform all data entry and related activities for computerized resident accounting system, including but limited to the following: a.Computer input for move-outs, transfers, non-cash credits, service charges, late fees, etc.b.Review, adjust, and recommend for final approval security deposit disposition.c.Complete end of month process, run and mail monthly rent statements, rent reminders, 14 day demands, legal notices, UAP checks, etc.d.Produce computerized reports according to established schedule and upon request, including resident directories, vacated tenant ledgers, balance reports, tenant transaction histories, etc.5.Plan, supervise, coordinate, and/or perform all activities related to the collection program for all programs/projects (i.e. Public Housing, Multi-family Program with project-based rental assistance, Rural Development 515 Program) including but not limited to: a.Accept walk-in payments and pick-up payments at Post Office.b.Creation, preparation and distribution of all collection notices for active and vacated residents.c.Design, create, and maintain policy/procedures designed to improve collection of both current and vacated resident’s balances.d.Administration of legal program related to collections and lease enforcement activities initiated by property managers, including but not limited to: 1)Preparation of master record sheet, forcible entry and detainer form, and other forms as many be required by the court and/or attorney.2)Compile other documentation required for successful legal action, including but not limited to 30-day notices, evidence of service, tenant transaction history, etc.3)Appear in court related to collection actions.4)Arrange consultations between attorney and appropriate management department staff before trial date(s) on all non-collection court action.5)Keep Asset Management Director and Property Managers advised of scheduled court dates.6)Serve as liaison with the Sheriff’s Department to determine service status, schedule set-out, etc.7)Obtain checks from Finance for payment of costs associated with legal action.8)Perform activities related to HUD’s “Debts Owed” information system to keep current and accurate.9)Work in conjunction with IT Supervisor to perform tasks related to Local Debt Recovery Program (LDRP) using Illinois Debt Recovery Portal (IDROP) to maximize collection and keep data accurate and complaint with State of Illinois requirements.e.Plan, supervise, coordinate, and/or prepare periodic write-off of uncollectible accounts for all assigned programs.6.Assist with the design, create, implement, and/or maintain systems to record and track advance payments to resident councils and/or residents and to ensure advanced funds are properly documented.7.Oversee, plan, supervise, coordinate and/or work with IT Supervisor to prepare submissions for monthly board meetings, including but not necessarily limited to: a.Accounts Receivable Report.b.Vacant Unit Report.c.Move-in / Move-out Report.d.Other Special Purpose Reports upon request.8.Plan, supervise, coordinate, and/or prepare routine and special reports to HUD as assigned.9.Design, create, and/or maintain departmental filing system(s) that are efficient and effective related to the following functions/activities/programs: a.Administrative files.b.District files.c.Forms (originals).d.Resident Initiatives.e.Vacated Files.f.Purchase Order / Requisition Files.10.Design, create, and/or maintain departmental records management systems in a manner which is consistent with good business practices, in accordance with state law, and meets the needs of the department and the agency. Take lead role in Records Retention / Disposal activities for the department and agency.11.Plan, supervise, coordinate and/or maintain computerized purchase requisition system, including but not limited to: a.Assisting with proper coding.b.Performing computer input.c.Printing.d.Copying, filing, submitting, etc.e.Serving as liaison between department staff and purchasing officer.12.Perform miscellaneous activities necessary to ensure smooth, efficient, and effective departmental operations and to support the activities of the Asset Management Director, including but not limited to: a.Design, create, and/or maintain departmental “tickler” or “suspense” file.b.Receive, screen, route, and/or handle incoming telephone calls.c.Schedule and assist Asset Management Director in preparing for routine and special meetings, which include but not limited to: 1)Resident grievance hearings / supervisory review meetings.2)Periodic department meetings.d.Assist Management Director in maintenance of business calendar and schedule of events.e.Plan, coordinate, and/or otherwise prepare submission of departmental office supply purchases.f.Work with management staff to track and document completion of move-in inspections, post move-in (90 day) inspections, move-out inspections (and related security deposit dispositions), AIC (accelerated inspection cycle) inspections and other routine tasks and assignments.g.Assist with preparation of special funding or other grant/program submissions. h.Coordinate low-volume copier operations, which includes but is not limited to troubleshooting problems, ordering supplies and arranging for service.i.Plan, Coordinate and otherwise prepare for departmental special events and/or special projects (such as policy updates, lease revisions, new form development).j.Use monthly budget reports to monitor and track expenditures and keep within budget, alerting Department Directors of potential budget overruns. k.Produce or arrange for production of monthly budget status reports for resident council operations.l.Perform service contract administration activities as assigned (such as Senior Services Program, Family Resource Center Program, etc.).13. Other duties as assignedREQUIRED SKILLS / ABILITIESExcellent keyboard / keypad / typing skills.Strong computer operational skills: Effective and technical utilization of custom housing software program(s), currently Tenmast to accurately perform a wide array of tasks.Personal computer software programs including Microsoft Office Suite (Word, Excel, Power Point and Access).Possesses extensive expertise and experience in developing graphic design projects, including forms, flyers, brochures, and signage.Comprehensive understanding of FE&D and small claims legal frameworks, along with experience in legal filings or court proceedings specifically related to evictions and compensation recovery.Knowledge of mailing/delivery systems and procedures: Certified/Registered mail.Overnight/priority delivery methods.Bulk delivery optionsOther.Strong interpersonal abilities characterized by courtesy, professionalism, tact, and diplomacy.Highly Proficient in creating and formatting high-quality business correspondence using Microsoft Word Suites.Case management skills (file compilation and documentation).Ability to work effectively and accurately in a busy office environment with numerous interruptions and distractions (i.e. phone calls, visitors, inquiries / request for assistance from other staff, etc.).9.Flexible and cooperative approach to workplace activities (high degree of emphasis on this personal attribute)10.Other duties as assigned.
Salary : $45,500 - $50,000