Program Support Assistant - Property Management

Dakota County CDA • Eagan, MN

1d • Hybrid

About The Position

The Dakota County Community Development Agency (CDA) is seeking a Program Support Assistant to join the Property management team. Property management oversees the leasing, management, and maintenance of over 2,900 units of CDA affordable rental housing located throughout Dakota County. The Program support Assistant will perform administrative and program support duties for the Property Management Department, assist with work-order dispatch and data entry, utilize computer to prepare correspondence and provide program information as necessary. Act in a back up capacity for other department support.

Requirements

• Two years related education and/or experience.
• Skill in use of general office equipment, including personal computers
• Typing ability of 45 words per minute with a high degree of accuracy.
• Knowledge of agency functions, policies and procedures
• Knowledge of office procedures and practices.
• Knowledge of English language, grammar and punctuation.
• Ability to handle difficult situations in a professional manner when dealing with the public and agency employees.
• Ability to work with diverse clientele.
• Ability to communicate both orally and in writing.
• Ability to work independently.
• Ability to work under pressure and with interruptions.
• Ability to be flexible.
• Ability to learn or existing skill in the use of word processing/desktop publishing.
• Ability to work on several projects simultaneously and to set and meet deadlines.
• Ability to respect privacy and confidentiality of others.

Responsibilities

• Support the administration of Property Management programs
• Provide information on how to access programs; answer questions to eligibility, program requirements, etc.
• Data entry of Family Townhome Program information into PORT and ensure all information is accurate.
• Prepare and mail out form letters
• Prepare "move-in" packets for all new residents and provide to Property managers on a timely basis
• Move all residents into housing software with proper charges, ensure ledger is accurate and provide Finance appropriate paperwork
• Prepare new resident files for scanning
• Prepare and complete lease renewal in housing software, while updating new rent amounts and mail out lease renewal packets for housing programs
• Create, review or update forms or letters, prepare documents, and gather information
• Update housing software with new utility allowances, income limit information on an annual basis
• Ensure resident contact information is updated annually
• Respond to inquiries for information; provide program information and community referrals
• Compile program information packets as directed
• Use word processing features to prepare reports, correspondence, memorandums, and forms
• Coordinate and prepare bulk mailings
• Provide back-up assistance to Property Management staff, as directed
• Perform applicant intake services
• Update applicant data on the interest list as needed
• Evaluate program eligibility in relation to family size and composition, income, age and other criteria and inform applicant of preliminary eligibility/ineligibility
• Prepare and maintain all new applicant files and notify applicants of their status on interest/waiting lists
• Send all applicants intake packets and update software regarding applicant status
• Answer calls regarding waiting list status or information changes
• Email and/or mail out form letters to applicants whose status has changed on interest lists; update waiting lists
• Send out and collect verifications for applicants that are in process
• Prepare and turn file in for eligibility review
• Once file is denied or approved upstate status on interest/waiting list and provide file to appropriate staff or prepare file for scanning
• Respond to portal inquiries to include waiting list updates, new admissions eligibility, and recertification processes
• Assist applicants/participants with accessing housing portal
• Assist with work-order processing including: data entry, file maintenance and data retrieval, dispatching, and other related duties as assigned
• Assist with data entry tasks relating to the opening and closing of work-orders via computer
• Assist with data maintenance and work-order system and file organization
• Receive, process, and dispatch work-order requests from tenants and others as needed
• Perform other related administrative and clerical duties as directed
• Perform Agency receptionist duties as back-up, or as assigned
• Greet clients and public; refer to the proper department and/or staff person
• Answer incoming calls, screen, and transfer calls to the correct staff member; take messages as needed
• Provide polite and courteous service to all clients/visitors
• Be aware of in/out status of all agency personnel
• Maintain telephone system (be familiar with voice mail system, arrange for service)
• Assist clients with proper applications/forms
• Send out information by mail to interested parties
• Act as a positive representative of the CDA
• Promote a positive image of the CDA
• Develop and maintain a good working relationship with CDA employees, vendors and contractors working with the CDA
• Answer calls and emails within 24 business hours
• Handle calls or meetings with irate parties in a professional manner to diffuse the issue/conflict
• Must abide by all Board approved policies, policies prohibiting discrimination and harassment, executive communications, administrative procedures, and safety procedures established by the CDA

Benefits

• medical
• dental
• vision insurance plans
• retirement plan (with an annual agency contribution of 12.7% of the employee's salary)
• life insurance
• short and long term disability insurance
• tuition reimbursement

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed