Assistant Property Manager (3322)

HOUSING AUTHORITY OF THE CITY OF NEWARK•Newark, NJ

6d•Onsite

About The Position

The Assistant Property Manager supports the Property Manager. Under direction of the Property Manager, incumbent performs the following functions: applicant screenings in accordance to NHA procedures; making decisions on the determination of the acceptance or rejection of applicants; coordinating unit offers and unit showing; pre-leasing activities and all functions pertaining to marketing and leasing apartments; coordinating move-in activity with site management; may take the lead in a small clerical unit; and doing related work as required. As needed, this position assists in other department activities. Essential Duties and Responsibilities The below statements are intended to describe the general nature and scope of work being performed by this position. This is not a complete listing of all responsibilities, duties and/or skills required. Other duties may be assigned. Supports, in position’s capacity, all Authority operating departments. Reviews, interviews, and submits recommendations on resident eligibility for NHA housing services. Reviews information and applicant data to determine applicant program eligibility. Interviews candidates as necessary. Requests additional documentation and/or references as needed. Serves as the front line person for eligibility / recertification at the property management office. Maintains 100% completion and accuracy of the recertification / eligibility process on a monthly basis. Responsible for monthly 100% upload of recertification into the HUD PIC system with no errors. Maintains clear and consistent communication with outside agencies, tenant groups, and internal NHA departments. Communicates effectively with staff, clients, vendors, and external contractors. Maintains positive image of Authority. Supports the efforts of the Property Manager and the Maintenance Supervisor in the completion of their duties to ensure that customer complaints are resolved in a timely manner. Manages mail, telephone, and electronic communication systems. Forwards and directs all written or verbal correspondence to the appropriate party in a timely manner. Performs general office duties such as typing/data entry, correspondence, filing, faxing, copying, compiling work orders and rent collection reports. Assists Property Manager to process accounts payables and accounts receivables according to Newark Housing Authority fiscal policy. Provides supporting data, materials and documentation and helps prepare reports as required. Assists Property Manager with interview process of all new housing applicants. Provide recommendations and guidance for tenant “lease-up” program and process. Maintains tenant files in accordance with NHA policies and procedures. Confers with managers and/or superintendents regarding the status of unit turnover and final cleaning. In the absence of the Property Manager, leads the operation of assigned property(ies), including but not limited to: consistently meets the overall Authority quality, occupancy, cost and revenue goals; ensures that assigned property(ies) are maintained in decent, safe and sanitary condition at all times; organizes assigned work; develops effective work methods that comply with Authority expectations; and partners with internal and external resources to maintain high levels of property performance and standards.). Receives and processes rent payments and security deposits and submits data to the Rent Collection unit. Inputs and retrieves computerized data on apartment vacancies and updates status of applicants. Provides orientation to tenants on housing maintenance and regulations affecting their rights and obligations as tenants. Investigates and verifies family composition, income data, rental history, and housekeeping methods. Implements apartment transfer procedure. Responds to inquiries from staff, residents, applicants, managers and superintendents. Prepares leases and distributes copy to Property Manager for signature. Maintains a sufficient level of rentals to meet management needs, including the maintenance of the original tenant folder on new rentals and transfers. Supports all department activities and works as team member. Performs other duties and responsibilities as assigned.

Requirements

Extensive knowledge of Authority structure, key functions, staff, policies and procedures of the Authority and their impact on the position.
Knowledge of applicable Federal, State and Local and HUD laws, rules, regulations, codes and guidelines as they relate to landlord-tenant operations.
Demonstrated knowledge of general real estate practices.
Knowledge of daily property management operations.
Understanding of occupancy standards and processes, and ability to understand the Authority’s Admissions and Continued Occupancy Policy and associated procedures.
Demonstrated ability to work with a diverse, low-income population.
Knowledge of “up front income verification” and “Rental Integrity Monitoring”.
Ability to determine maintenance and repair needs.
Ability to effectively respond in a timely manner to the handling of emergencies during working and non-working hours.
Ability to determine special resident needs and to make social agency contacts and referrals as necessary.
Ability to prepare financial feasibility analyses, conduct research and prepare narrative reports and proposals.
Ability to develop business and strategic plans.
Associate's degree (A.A.) or equivalent from two-year college or technical school (Bachelor’s Degree preferred) and a minimum of 3 to 5 years progressive experience as an administrative assistant or recertification clerk in a fast paced environment, preferably in real estate or property management; experience in interviewing, securing, verifying information, making eligibility determinations and investigating applicants; and an experience in marketing or leasing apartments; or an equivalent combination of education and experience.
Receipt of Certified Occupancy Specialist – Public Housing (COS-P) within 1 year of employment.
Ability to read, analyze, and interpret budgets, financial reports, operating schedules, and governmental regulations.
Ability to conduct research.
Ability to write proposals, narrative reports, correspondence, and procedure manuals that are generally error free.
Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
Ability to compute rate, ratio, percent and basic statistical data and to draw and interpret bar graphs.
Ability to solve complex problems and deal with a variety of variables in situations where only limited standardization exists.
Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Strong computer skills (MS Word, MS Excel).
Must be able to learn other recording, information systems, or computer software as necessary.
Must possess a valid New Jersey driver’s license.

Nice To Haves

Experience in public sector, customer service a plus.

Responsibilities

Applicant screenings in accordance to NHA procedures
Making decisions on the determination of the acceptance or rejection of applicants
Coordinating unit offers and unit showing
Pre-leasing activities and all functions pertaining to marketing and leasing apartments
Coordinating move-in activity with site management
May take the lead in a small clerical unit
Assists in other department activities as needed
Supports all Authority operating departments
Reviews, interviews, and submits recommendations on resident eligibility for NHA housing services
Reviews information and applicant data to determine applicant program eligibility
Interviews candidates as necessary
Requests additional documentation and/or references as needed
Serves as the front line person for eligibility / recertification at the property management office
Maintains 100% completion and accuracy of the recertification / eligibility process on a monthly basis
Responsible for monthly 100% upload of recertification into the HUD PIC system with no errors
Maintains clear and consistent communication with outside agencies, tenant groups, and internal NHA departments
Communicates effectively with staff, clients, vendors, and external contractors
Maintains positive image of Authority
Supports the efforts of the Property Manager and the Maintenance Supervisor in the completion of their duties to ensure that customer complaints are resolved in a timely manner
Manages mail, telephone, and electronic communication systems
Forwards and directs all written or verbal correspondence to the appropriate party in a timely manner
Performs general office duties such as typing/data entry, correspondence, filing, faxing, copying, compiling work orders and rent collection reports
Assists Property Manager to process accounts payables and accounts receivables according to Newark Housing Authority fiscal policy
Provides supporting data, materials and documentation and helps prepare reports as required
Assists Property Manager with interview process of all new housing applicants
Provide recommendations and guidance for tenant “lease-up” program and process
Maintains tenant files in accordance with NHA policies and procedures
Confers with managers and/or superintendents regarding the status of unit turnover and final cleaning
In the absence of the Property Manager, leads the operation of assigned property(ies)
Receives and processes rent payments and security deposits and submits data to the Rent Collection unit
Inputs and retrieves computerized data on apartment vacancies and updates status of applicants
Provides orientation to tenants on housing maintenance and regulations affecting their rights and obligations as tenants
Investigates and verifies family composition, income data, rental history, and housekeeping methods
Implements apartment transfer procedure
Responds to inquiries from staff, residents, applicants, managers and superintendents
Prepares leases and distributes copy to Property Manager for signature
Maintains a sufficient level of rentals to meet management needs, including the maintenance of the original tenant folder on new rentals and transfers
Supports all department activities and works as team member
Performs other duties and responsibilities as assigned