Occupancy Clerk

Retirement Housing Foundation•Stockton, CA

13d•Onsite

About The Position

The Occupancy Clerk is responsible for ensuring compliance with all required occupancy procedures, maintaining resident files, assisting with the intake and renewal process, and supporting the Property Manager in the day-to-day management of the property. This role plays a key part in maintaining accurate records and ensuring that the housing program complies with federal, state, and local regulations for low-income affordable housing, including Section 8, Section 42, and Tax Credit programs.

Requirements

Minimum of 2 years of experience in property management, with a focus on affordable housing programs (e.g., Section 8, Tax Credit, HUD).
Familiarity with housing regulations and compliance requirements for low-income housing, including HUD, Section 8, and Section 42.
Excellent organizational skills with attention to detail.
Strong communication skills, both written and verbal.
Ability to work well with residents, colleagues, and external agencies.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
Ability to lift and carry up to 25 pounds occasionally.
Ability to sit for long periods and use a computer.
Some walking and standing required when interacting with residents and conducting property tours.

Nice To Haves

Experience with property management software (Yardi, RealPage, etc.) is preferred.
Knowledge of or certification in Fair Housing, Tax Credit, or Section 8 is a plus.
Some college coursework or a degree in business administration, real estate, or a related field is preferred.

Responsibilities

Tenant Intake and Leasing Support: Assist prospective tenants with the application process, ensuring accurate and complete information is submitted. Review applications for eligibility based on program requirements. Collect necessary documents to verify income, family size, assets, and other criteria required for program compliance. Ensure documentation is complete and accurate. Assist the Property Manager with lease preparation, ensuring leases are signed on time and comply with all necessary regulations. Coordinate move-in logistics, including scheduling inspections and preparing move-in packets for tenants.
Recertification and Renewal Process: Assist with the annual recertification process, ensuring all documentation is up-to-date and accurate for each resident. Monitor deadlines to ensure timely recertifications. Notify residents of upcoming recertifications, provide necessary forms, and explain the documentation requirements. Update and maintain all required paperwork for renewals and recertifications, ensuring all forms are signed and submitted by the required deadlines.
Resident File Management: Maintain accurate, up-to-date resident files in compliance with HUD, Tax Credit, and other program requirements. Ensure the confidentiality of all resident information in compliance with Fair Housing and other regulatory standards. Assist with periodic audits of resident files to ensure that all required documentation is included and compliant with local, state, and federal regulations.
Rent and Payment Processing: Track rent payments, late fees, and outstanding balances, ensuring that all rent payments are processed timely and accurately. Notify tenants of outstanding balances and assist with rent payment plans as necessary. Maintain records of payments and communication.
Compliance and Reporting: Ensure compliance with all applicable housing regulations, including but not limited to HUD, Section 8, Section 42, and other affordable housing programs. Assist in generating reports on occupancy, rental payments, move-ins, move-outs, and other key property metrics as requested by the Property Manager. Assist the Property Manager in coordinating and preparing for HUD, state, or local inspections as needed.
Resident Services Communication: Serve as a point of contact for residents, responding to inquiries and addressing concerns regarding lease terms, recertifications, and general property management matters. Refer residents to external agencies for support services, such as social services, financial assistance, or maintenance requests.
General Office Administration: Provide general office support, including answering phones, greeting residents and visitors, and assisting with general inquiries. Maintain office supplies and materials related to occupancy functions, ensuring the office runs smoothly. Ensure that all occupancy-related records are maintained accurately, filed appropriately, and in accordance with internal and regulatory standards.