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Administrative Assistant

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Job Description
Position Title: Office Assistant
Reports To: Executive Director
Department/Division: Housing
FLSA Status: Non-Exempt
Date: April 17, 2024
Employment Status: Full-Time

Reports To: Property/Community Manager

Duties And Responsibilities:

  • The Property Manager is responsible for the overall operation of the Housing Development/Property including, but not limited to the following:
  • Ensure that residents are provided with a clean, safe, and well-maintained community.
  • Answer the phone.
  • Market apartments.
  • Accept applications (conduct and understand applications), show units, and determine eligibility of prospective residents, based on HUD guidelines. 
  • Collect all application material - income, assets, social security card, birth certificate, etc.
  • Ensure EIV is in resident files.
  • Learn EIV and Fair Housing.
  • Complete Landlord Checks and Background Checks.
  • Willing to take or go to training.
  • Take resident complaints.
  • Conduct periodic Orientation Sessions for all new residents to ensure their understanding of their obligations.
  • Handle all rent collections and delinquent accounts.
  • Maintain effective rent collection records and procedures.
  • Maintain accurate records of all tenant households residing at the property.
  • Establish and maintain effective working relationships with residents and resident organizations.
  • Establish and maintain effective working relationships with outside community/social service agencies for the provision of needed services to residents.
  • Establish and maintain cooperative working relationships with on-site property staff and other Housing Authority staff.
  • Develop and implement human service programs for residents in coordination with residents, staff and outside agencies
    • (i.e., Social Event, Job Training, Job Readiness, Computer Training, Youth Programs, Elderly Programs, etc.).
  • Analyze and make necessary recommendations regarding any security and vandalism problems.
  • Report any and all accidents and/or emergency situations to the appropriate personnel, and prepare and submit proper reports.
  • Perform or supervise routine inspections of the property, recording any deficiencies and taking action to improve the general appearance of the property, and correct any existing deferred maintenance problems within the budget allocations.
  • In coordination with the Maintenance Supervisor, establish and maintain schedules and personnel assignments for routine maintenance and emergency coverage.
  • Continually research and evaluate ways to improve services and facilities from the standpoint of quality, efficiency and economy including maintenance, trash removal, air conditioning, heating, pest control, grounds, interior common areas and property safety and security.
  • Perform or supervise Annual Unit Inspections recording any deficiencies, and ensuring that necessary repairs and replacements are handled and completed in a timely manner, in accordance with established policies and procedures.
  • Perform all other related duties as assigned or appropriate.

Qualifications:

  • Knowledge of principles, practices, and techniques used in the administration of federally assisted housing programs.
  • Knowledge of HUD guidelines/requirements regarding resident occupancy eligibility requirements - willing to learn these requirements.
  • Knowledge of applicable federal, state and local laws, rules and regulations relative to managing federally assisted residential properties - willing to learn laws and regulations.
  • Knowledge of community resources.
  • Knowledge of principles of organization, administration, and personnel management.
  • Ability to establish and maintain effective relationships with persons of diverse backgrounds.
  • Ability to establish and maintain effective relationships with community agencies, special interest groups, residents and Housing Authority staff.
  • Ability to explain and apply property-specific and Housing Authority policies, procedures, rules and regulations to residents.
  • Ability to develop, implement and administer community/human service-related programs.
  • Ability to develop and monitor various residential property management reporting systems, relating to Rent Collections, Maintenance Service Requests and Delivery, Property Inspections, Unit Inspections, Property Safety and Security, Inventory Control, etc.
  • Ability to prepare analytical, statistical and narrative reports.
  • Ability to communicate clearly and concisely, both orally and in writing.
  • Ability to operate a computer using word processing and data processing programs.
  • Ability to select, supervise, train and evaluate assigned staff.
  • Possess or obtain within six months of placement a national certification from an accredited organization in the area of housing management.

Salary and Benefits: Dependent upon experience and qualifications

  • Annual Salary:
    • Entry Level - $32,000
    • Maximum - $48,000
  • Annual Vacation Leave:
    • Entry Level - Forty hours (5 days) after one year of service
    • Maximum - One hundred sixty hours (20 days) after 90 days of service
  • Annual Sick Leave:
    • Earned at the rate of ten hours per month (15 days per year)
    • Maximum accumulation of 720 hours (90 days)
  • Medical Insurance:
    • Housing Benefits Plan Medical, Hospitalization and Prescription Drug coverage beginning the first of the month after start date. Employee's Value PPO Plan premiums 100% Employer Paid
  • Vision and Dental Coverage:
    • VSP Vision Plan - Employee's premiums 100% Employer Paid
    • United Healthcare Dental Plan - Employee's premiums 100% Employer Paid
    • Life Insurance with Accidental Death and Dismemberment
    • Group Term Life Insurance in the amount of $30,000 with Accidental Death and Dismemberment with premiums 100% Employer Paid

Read and Acknowledge

The Milan Housing Authority is an Equal Opportunity Employer. This job description is subject to change and in no manner states or implies that these are the only duties and responsibilities to be performed. The duties herein are representative of the essential functions of this job. This job description reflects management's assignment of functions; however, it does not prescribe or restrict tasks that may be assigned. Nothing in this document restricts management's right to assign or reassign duties and responsibilities at any time. The qualifications listed above are guidelines, other combinations of education and experience that could provide the necessary knowledge, skills, and abilities to perform the job may be considered at the discretion of the Executive Director.

Employment with the Milan Housing Authority is on an "at-will" basis. Nothing in this document is intended to create an employment contract, implied or otherwise, and does not constitute a promise of continued employment.

Disclaimer: The above statements describe the general nature, level, and type of work performed by the incumbent(s) assigned to this classification. They are not intended to be an exhaustive list of all responsibilities, demands, and skills required of personnel so classified. Job descriptions are not intended to and do not imply or create any employment, compensation, or contract rights to any person or persons.  Management reserves the right to add, delete, or modify and/or all provisions of this description at any time as needed without notice. This job description supersedes earlier versions.