Assistant Property Manager

Huntsville Housing Authority•Huntsville, AL

1h•$0 - $23

About The Position

The Assistant Property Manager supports the administrative, occupancy, compliance, and operational functions of Public Housing properties in accordance with HUD regulations, the Agency’s Admissions and Continued Occupancy Policy (ACOP), NSPIRE standards, and other applicable federal, state, and local requirements. The position supports day-to-day property operations, resident services, occupancy management, rent administration, compliance, and the maintenance of accurate records. The employee reports to the Property Manager, has no supervisory responsibilities, and may perform designated Property Manager duties during absences or as assigned within delegated authority. Familiar, recurring work may be performed with minimal supervision; work is reviewed regularly for accuracy, timeliness, and compliance. The role requires working knowledge of public housing operations, leasing, admissions and occupancy, rent administration, recertifications, fair housing, resident relations, and applicable regulations. It also requires strong documentation, communication, organization, interviewing, and computer skills. The position involves indoor and outdoor work, resident and applicant interactions, property observations and inspections, occasional travel, and availability to address after-hours emergencies. The stated schedule is Monday through Thursday, either 7:00 a.m.–5:30 p.m. or 8:00 a.m.–6:30 p.m., with Fridays off. The job description states that a full-time schedule must be worked and hours may need to be adjusted for meetings, events, deadlines, emergencies, or operational needs.

Requirements

High school diploma or GED required.
Three years of Property Management experience, or an equivalent combination of education, training, and experience.
Obtain the listed certifications within one year of employment or another allowable period authorized by the Executive Director/CEO or designee: Certified Public Housing Manager (PHM), Rent Calculation, Enterprise Income Verification System (EIV), Fair Housing Compliance, and National Standards for the Physical Inspection of Real Estate (NSPIRE).
Working knowledge of public housing operations, Agency policies and procedures, and HUD requirements governing admissions, occupancy, leasing, rent administration, recertifications, and resident-file management.
Knowledge of leasing, admissions and occupancy, recertification, rent calculation, lease enforcement, and public housing inspection standards, including NSPIRE.
Knowledge of resident relations, service coordination, and public-sector or affordable housing program administration.
General knowledge of landlord-tenant practices, fair housing, applicable internal controls, workplace safety, and laws affecting property operations.
Ability to prepare, maintain, and audit accurate documentation, correspondence, notices, and reports.
Ability to interpret and apply regulations, policies, procedures, leases, notices, and other moderately complex written materials.
Ability to establish and maintain effective working relationships with residents, applicants, coworkers, supervisors, contractors, service providers, and outside organizations.
Ability to communicate policies, procedures, lease requirements, and program information clearly and professionally, and to follow up effectively to resolve misunderstandings.
Ability to interview applicants and residents, gather and verify information, handle sensitive interactions tactfully, and address difficult situations with sound judgment and diplomacy.
Ability to organize and prioritize assignments, manage deadlines, maintain productivity, and respond to interruptions, changing priorities, and urgent issues.
Ability to prepare narrative, operational, and statistical reports and compile supporting documentation for management review, audits, hearings, and compliance purposes.
Proficiency with Agency computer systems and standard office software, including property management, work order, document management, and data-entry systems.
Effective, courteous, and professional oral and written communication, including in situations involving conflict, compliance concerns, or confidential information.
Must possess and maintain a valid driver’s license acceptable to the Agency and a satisfactory driving record if driving is an essential function of the position.
Must be available for occasional local and out-of-town travel for meetings, training, conferences, site visits, emergency response, or other business needs.
Must work a full-time schedule established by the Agency and adjust hours when necessary for meetings, community events, deadlines, emergencies, or operational needs.
Must successfully complete applicable lawful pre-employment screening requirements.
Must maintain confidentiality and handle personally identifiable, medical or accommodation, procurement, and other sensitive information in accordance with Agency policy and applicable law.
Must be able to perform the stated physical and environmental demands, with reasonable accommodation where applicable, including walking long distances, climbing stairs, carrying, reaching, standing, sitting or standing for up to eight hours, bending, stooping, pushing and pulling, and operating job-related equipment.
Must have vision and hearing corrected as needed to perform essential job functions and be able to work around fumes, odors, and dust.
Must maintain professional appearance, punctuality, and scheduled attendance.

Nice To Haves

Associate degree in social work, Public Administration, or a closely related field from an accredited college or university.

Responsibilities

Review and monitor tenant accounts receivable and rent charges; accept and process rental payments; follow up on delinquencies; prepare repayment agreements and notices; coordinate grievance or lease enforcement actions; and provide court-related testimony or documentation when required.
Process accounts receivable transactions for rent, maintenance-related charges, lockout fees, and other authorized resident charges, maintaining supporting documentation.
Assist applicants and residents by explaining program requirements, identifying housing needs, conducting interviews, and supporting eligibility, admissions, and occupancy determinations.
Perform Enterprise Income Verification (EIV) reviews and related income verification in accordance with HUD requirements and Agency procedures.
Assist the Property Manager with leasing and occupancy activities, including showing units, processing documentation, explaining lease terms and community rules, and communicating property features, resident obligations, and available resources.
Maintain complete, accurate, and audit-ready resident files and records in accordance with HUD regulations, Agency policy, retention requirements, and reporting standards.
Process move-ins and move-outs, including coordinating inspections, conducting exit conferences, calculating prorated charges and other authorized assessments, documenting unit condition, and closing resident files.
Maintain documentation for admissions, occupancy, transfers, move-ins, and move-outs.
Identify maintenance needs, document deficiencies, report repair requests, and conduct routine site and unit observations to help maintain decent, safe, sanitary, and NSPIRE-compliant properties.
Receive, categorize, enter, and route maintenance requests according to urgency and Agency response protocols.
Maintain accurate work order logs and update the status of requests in a timely manner.
Conduct assigned move-in, housekeeping, annual, and follow-up inspections; document findings and coordinate corrective actions.
Assist with outreach and applicant recruitment in accordance with fair housing requirements, Agency policy, and approved practices.
Respond to resident and resident-organization concerns, document complaints, facilitate communication, and support issue resolution.
Refer residents to appropriate service providers and community resources and coordinate with internal departments and external partners.
Monitor lease and program compliance; document suspected fraud, abuse, or violations; issue or coordinate notices; and refer matters to the Property Manager as needed.
Assist with annual and interim recertifications or reexaminations, rent determinations, and related notices and documentation.
Perform designated Property Manager duties during absences or as assigned, within delegated authority.
Prepare and secure deposits and related cash-handling documentation in accordance with internal controls and financial procedures.
Prepare reports, logs, correspondence, and supporting documentation accurately and on time.
Attend Board or other official meetings as assigned when the Property Manager is unavailable or operational support is needed.
Maintain current knowledge of applicable HUD and public housing requirements, fair housing obligations, Agency policies, and relevant laws.
Safeguard Agency funds, records, equipment, and other resources; protect confidential and personally identifiable information; and uphold ethical and accountable practices.
Regularly assist with site audits, including maintenance performance, resident folders, and unit housekeeping checks.