Assistant Asset Management

Summary

The Assistant Asset Manager supports the Asset Manager and the Department of Operations. Under direction of the Asset 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 Asset 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 Asset 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 Asset 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 Asset Manager, leads the operation and maintenance activities 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 Asset 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.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Job Competencies

• 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.

Education and/or Experience

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 a 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. Experience in public sector customer service a plus.

Language Skills

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.

Mathematical Skills

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.

Reasoning Ability

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.

Computer Skills

To perform this job successfully, an individual should have strong computer skills (MS Word, MS Excel). Must be able to learn other recording, information systems, or computer software as necessary.

Certificates, Licenses, Registrations

Must possess a valid New Jersey driver’s license. Must maintain RHM certification throughout course of employment.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit, stand, walk and talk or hear. The employee is occasionally required to stand and walk. The employee must occasionally lift and/or move up to 10 pounds.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts, outdoor weather conditions, high, precarious places and vibration. The noise level in the work environment is usually moderate.

Uniform Requirements

Employee will be required to perform all functions of job responsibilities in a uniform provided by employer.