Property Management Assistant I (Juneau) Job #24-8456 PCN-386 - State of Alaska

Corporate Values:  Integrity, Respectful, Leadership, Sustainable

Alaska Housing Finance Corporation

PROPERTY MANAGEMENT ASSISTANT I

Juneau/Job #24-8456 PCN 386

Position Summary:  Responsible for assisting the Property Management team in the overall management of low-income public housing.

Reports to: Property Manager II or III or Property & Program Manager II or III

OVERVIEW

This dynamic position works within a team environment to provide Alaskans access to safe, quality, affordable housing.  The incumbent of this position must demonstrate strong cognitive ability in assessing and evaluating problems, have capacity in determining priorities and managing multiple projects related to AHFC Public Housing and voucher program standards. The incumbent must also have strong decision-making skills and ability to learn and apply housing policies, procedures, and rules. Must have the ability to listen and communicate with a diverse group of individuals and must have excellent communication skills, both verbal and written.

SUPERVISION RECEIVED AND EXERCISED:  Non-exempt, non-supervisory position.

Examples of Duties

The incumbent of this position is responsible for assisting in the management of low-income public housing and possessing knowledge of the voucher program, including, but not limited to, the following duties:

This position will be responsible answering, screening, and directing telephone calls to include complaints to the appropriate AHFC Staff. Responsible for making, rescheduling, and cancelling appointments as necessary. Providing accurate program information to clients or prospective applicants to include assistance with applications to housing programs, via paper, office Kiosk or online support with Rent Café. Will assist with reviewing application for completeness, potentially obtaining verifications and inputting client information into AHFC computer systems. This position may be required to provide appropriate community resource referrals. Giving or receiving client information in accordance with privacy guidelines or regulations. May provide information on applicant or client grievance procedures.

Ensuring at least “standard” performance under HUD’s assessment system indicators: by assisting with inspections of the physical condition of the units, buildings and systems. Assisting with documenting and reporting on resident satisfaction and other basic property management tasks.

Carrying out the work of the property in a manner that complies with all applicable Federal State and local laws, regulations, and AHFC policies and procedures, such as Civil and Disability rights, Fair labor standards practices, OSHA standards, and data privacy laws.

This position assists to maintain the financial health of the property and housing portfolio by assisting with the following, to include but not limited to: tracking of monthly and year-to-date income and expenditures; Acceptance of rent, daily cash balancing and deposits, and appropriate entry of cash activities into AHFC computer systems; Track Utility payments with local service providers, to include payments, charges, and notices; Purchasing goods and services, under the direction of the supervisor; Assisting with inventory control of all equipment, materials, and supplies; Assembling information and assisting with preparation of reports as required.

Assist in guiding day-to-day maintenance needs of the property. This position may assist with the Work Order phone line, forwarding emergent information to maintenance. Responsible for assisting maintenance staff with data entry or tenant billing. May walk the property, as needed, (rain or shine) to check for abandoned property, curb appeal standards compliance, hazardous conditions, and other needs. May inspects common areas, hallways, community rooms, and interior hallways daily and to ensure clean and safe environments provide for tenants. May report found deficiencies to property management or maintenance. May conducting NSPIRE inspections of each unit, documenting the results and correcting all deficiencies, including workability of smoke alarms. Assist Property Manager to coordinate with the HUD NSPIRE inspector to ensure that all units are available for inspection and that all deficiencies noted are corrected within the HUD-specified timeframes.

Coordinating with admissions staff to ensure prompt leasing of ready units. May assist with marketing and recruitment of applicants for the waiting list. May assist applicants in completing applications for public housing. May assist with client applications by obtaining verifications, inputting applications to the AHFC computer system, establishing applicant files, providing applicants with information on privacy requirements, establishing and maintaining tenant files.

This position assists with enforcing the lease firmly and fairly on all residents. Assisting with notifying residents, to include but not limited to: upcoming annual re-exam 90 to 120 days before the anniversary date; issuing notices for non-payment of rent by the required calendar day of the month; issuing notices for non-payment of charges in addition to rent by the required calendar day of the month; assisting with processing and filing a resident for lease termination.

Assist with maintaining adequate systems for resident safety and security. The position will respond promptly to any hazardous situations to prevent accidents. May be responsible for promoting, educating, and supporting health and safety practices regarding housing and residential life.

Other duties as assigned.

Knowledge, Skills and Abilities

Knowledge of: Business English and math; proper communication techniques; office practices and procedures, effective human relation concepts. Basic property management concepts and practices.

Skills in:  Organizing data and files; interpreting regulations; implementing and following procedures; making mathematical computations; selecting and applying guidelines and procedures; interviewing techniques; typing; operate 10-key by touch and operate a personal computer.

Ability to:  Comprehend written material, interpret and apply rules and instructions; operate complex records management system; perform assigned tasks independently; organize data and compile summaries and tabulations; convey information, both orally and in writing form to a variety of individuals in understandable and precise terms; establish and maintain effective working relationships.