Job Description

JOB DESCRIPTION

JOB TITLE: Executive Assistant/Multi-Family Tax Property Manager

DEPARTMENT: Housing

PAY BAND: $24.50 to $28.53/hr. ($47,775 to 55,633.50/annually)

CLASSIFICATION: Non-exempt

DEFINITION AND PURPOSE:

Executive Assistant - Performs administrative work supporting housing staff and housing director.

Multi-Family Tax Property Manager Responsible for the management of units, ensuring compliance

with applicable HUD regulations, Housing Authority policies and Low Income Housing Tax Credit (LIHTC)

compliance.

ORGANIZATIONAL RELATIONSHIP:

Supervised by: Housing Director

Supervises: No One

Coordinates with: Staff and Vendors

DUTIES/RESPONSIBILITIES:

Executive Assistant:

Manages procurement and contract/purchase order administration for the Housing department,

including larger contracts and purchase orders for all sites or for shared procurement needs to

maintain services and materials for housing sites; creates requests for quotations from start to

finish; manages and compares quotations; communicates with vendors; tracks expenditures;

works with site management to ensure expenses are tracked; and codes invoices.

Supports Director of Housing with various administrative tasks, projects; arranges meetings and

trainings; composes and edits correspondence; orders office supplies; and maintains filing

system.

Manages bad debt activities; researches and updates balances; performs collection activities;

updates United State Department of Housing and Urban Development (HUD) Employment

Income Verfication (EIV), system when balances are paid in full; deposits accounting; and

produces reports on payments collected.

Provides resident support and communications as the first point of contact; provides general

information and answers all inquiries to residents, applicants, and community partners.

Supports housing staff and maintains housing staff into propriety systems used by Housing

department such as Yardi Client Central, HUD EIV, online Information Services and

affordablehousing.com; assists in credit card payments to various vendors; receives internal IT

requests from all housing staff and enters tickets into the IT command center; relieves Central

Office main switchboard and reception desk on regular rotation and as-needed basis; sorts

incoming mail for all RRHA staff and other administrative duties as needed.

Multi-Family Tax Property Manager:

Prepares for and passes NSPIRE and Tax Credit inspections.

Able to pass VHDA audits.

Assists, confers with, and advises new residents on lease requirements and responsibilities.

Conducts or supervises applicant background checks and recommends acceptance or rejection

of applicants.

Interviews prospective residents, shows available apartment units to applicants, and explains

the operation of the dwelling equipment.

Leases vacant units to approved applicants.

Conducts eligibility of the initial examination and the re-examination, recertification for the

tenants income and family composition as applicable.

Manages and maintains a waiting list of prospective residents.

Maintains and monitors lease and accounting records, accounts receivable/delinquency records

and eviction notifications. Collects rents and other monies due from residents; posts collections

to resident account cards, prepares and makes bank deposits, prepares financial reports and

reviews same to assure accuracy and completeness prior to submission.

Prepares and monitors daily, weekly, and monthly vacancies and delinquency reports.

Coordinates follow-up and initiation of work orders and requests for maintenance work.

Monitors contractors rendering services on the property.

Inspects all apartments and grounds for maintenance and repair requirements to insure that

maintenance personnel and residents are maintaining units and grounds in a decent, safe, and

sanitary manner and directs resident and maintenance lead in remedying any noted

deficiencies.

Responds to emergencies during working and non-working hours.

Receives, prepares, reviews, prioritizes, and assigns maintenance and repair requests and work

order schedules. Conducts periodic quality assurance inspections to assure the satisfactory

completion of work orders.

Conducts and maintains perpetual and annual inventories of supplies and equipment and

reviews requisitions for the purchase of supplies and equipment to assure compliance with

Housing Authority purchasing policies and procedures.

Prepares rent roll controls on all move-ins, move-outs, rent changes, etc.

Counsels tenants delinquent in rent payments and takes appropriate action.

Investigates written and/or verbal tenant complaints and resolves them when possible; refers

others to Housing Director.

Prepares monthly, quarterly, and annual HUD reports as applicable and assigned.

Refers tenants having social problems to appropriate organizations.

Establishes and maintains a good rapport with the public, fellow employees, residents, and

other housing authorities; and promulgates and maintains Housing Authority policies, rules and

applicable HUD regulations.

Attends and participates in resident association meetings.

Assists in the preparation of the annual budget for the property; prepares daily statement of

operations; reviews and approves payroll time cards; reviews and monitors all property reports

for compliance with operating standards; assures accuracy and timeliness of all reports.

Approves petty cash expenditures and submits report on same.

Reads and computes utility meters and submits reading to supervisor for billing to residents.

Submits recommendations to Housing Director on reasonable accommodation requests,

evictions, and transfers of residents.

Works with various governmental agencies, housing authorities, and the public as appropriate.

Performs other duties as assigned.

ESSENTIAL KNOWLEDGE, SKILLS AND ABILITIES:

Excellent verbal and written communication skills.

Excellent interpersonal skills.

Proactive and independent with the ability to take initiative.

Excellent time management skills with a proven ability to meet deadlines.

Familiarity with HUD laws, and regulations as it relates to public housing.

Proficient with Microsoft Office Suite or related software.

Confidentiality at all times.

Knowledge of operations, services and activities of housing authority programs.

Knowledge of maintenance operations related to residential housing.

Knowledge of daily property management operations.

Knowledge of regulations of variety of funding agencies including HUD.

Knowledge of federal, state and local laws, codes and regulations as it pertains to public

housing.

Becomes a HUD approved Certified Public Housing Manager or NAA Education Institute Certified

Apartment Manager.

Establishes good rapport and tactfully deals with employees, residents, and the public in a

congenial and diplomatic manner.

Follows, carries out, and enforces oral and written instructions, policies, rules, and regulations.

Effectively manages the overall property operations and performs related supervisory,

administrative and management duties.

Develops resident recreational and social activities for supervisory approval.

Operates within an annual operating budget.

Ability to interpret and explain complex agency rules and regulations and apply Federal, State

and Local policies, laws and regulations.

Operates office equipment including computers and supporting word processing and

spreadsheet applications.

Communicate clearly and concisely, both orally and in writing.

Establishes and maintains effective working relationships with those contacted in the course of

work.

TRAINING, EDUCATION AND EXPERIENCE:

High School Graduate or GED required.

Bachelors Degree in Business, Public Administration or other related field preferred or a

combination of experience, education and training.

Three (3) years of experience in real estate, property management or management of

facilities involving public contact and bookkeeping.

Two (2) years of experience with Low Income Housing Tax Credits desired.

Excellent written, communication and organizational skills required.

Past supervisory, training and evaluation experience required.

SPECIAL REQUIREMENTS:

Must have a valid Virginia Operators license with a good driving record and reliable

transportation.

Must pass the Uniform Physical Condition Standards (UPCS) certification, in no more than two

attempts, within twelve months of employment.

Must pass the Low-Income Housing Tax Credit Compliance (TaCCs) certification, in no more than

two attempts, within twelve months of assignment to manage a tax credit property.

Must pass the Fair Housing Training within 90 days of hire, with annual updates as needed.

Must pass drug and complete background screenings.

WORKING CONDITIONS:

Physical Activity of this position: walking, standing for periods of time and fingering-picking,

pinching, and typing.

Physical Requirements of this position: Light work exerting up to 20lbs of force occasionally,

and/or up to 10 lbs of force frequently, and/or a negligible amount of force constantly to move

objects. Requires: climbing, stooping, kneeling, crouching, crawling, reaching, pushing, pulling,

repetitive motions and manual dexterity. Requires good vision, and the ability to express ideas

and standard hearing requirements.

This description provides information regarding the essential functions of the designated job, and

general nature and level of work associated with the job. It should not be interpreted to describe all the

duties that may be required of such employees or be used to limit the nature and extent of assignments

such an individual may be given.

RRHA hires only U.S. Citizens and lawfully authorized aliens.

Equal Opportunity Employer/Drug Free Workplace

#HP

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