Property Management Specialist

BRIEF SUMMARY OF THE POSITION

Under the general supervision of the Property Management Supervisor, the Property Management Specialist provides administrative and daily operational support to the Property Management Department for the Affordable Housing, Low-Income Housing Tax Credit (LIHTC), and Public Housing programs. This role performs a wide variety of responsible technical and clerical work involving eligibility support, while providing quality customer service to applicants and residents. 

EDUCATIONAL AND EXPERIENCE REQUIREMENTS

Any combination equivalent to sufficient experience, training and/or education to demonstrate the knowledge and abilities listed below. Typically, this would be gained through: 

• High school graduate and 

• Two years of federally-funded housing programs experience and 
• High-level bilingual Spanish/English written and oral skills and 

• Bilingual, oral and written, in Spanish and English and

• Knowledge of Fair housing principles, practices and guidelines of Federal, State, and local agencies, for federally assisted housing management programs and
• Demonstrated general office skills, i.e., filing, accurate record keeping, telephone assistance, etc. and
• Intermediate skill level of Microsoft computer programs particularly Word and Excel and
• Possession of a valid Low-Income Housing Tax Credit and Public Housing Compliance Certification. If these certifications are not currently held, they must be earned within one year of filling this position.  

PREFERRED Education and Experience and Qualifications 

• Two years working with HUD or other governmental procedures
• Associates degree in Business or other related field
• Advanced skill level with Yardi property management software and Microsoft Office programs including Excel, Word and PowerPoint
• Knowledge of housing assistance programs
• Customer service experience assisting low-income or challenged populations

• DHS/USCIS document system verification.
• Community organizations, other referral agencies and assistance resources availability.

ESSENTIAL FUNCTIONS OF THE POSITION (including but are not limited to):

The following duties are normal for this position. This is not an all-inclusive list and the omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

• Perform data entry into AHA internal database systems; review information for accuracy, update information; and handle, review, protect confidential client information.
• Maintains frequent communication with the Eligibility Staff to ensure timely lease-up and minimize unit vacancies. 
• Full-time attendance in the assigned office with regular, reliable and predicable attendance. 
• Be available during agency business hours to meet client needs, coordinate with co-workers, attend face-to-face meetings at various locations, and handle day-to-day operations necessary for the position.

ESSENTIAL FUNCTIONS REPRESENTATIVE TASKS (including but are not limited to):

Essential and other important duties may include, but are not limited to, the following: 

• Performs a wide variety of general clerical work including the maintenance of accurate and detailed eligibility records, verifies accuracy and updates information, researches and documents discrepancies, and inputs information into a computer system. 
• Assist the Site Managers by performing a wide variety of routine administrative tasks to support the departmental operations; including set up file folders, make copies, scan documents, track and schedule appointments, prepare batch correspondence and program packets for mailing to program participants, waiting list registrants, applicants, tenants and owners as appropriate.
• Prepare a variety of correspondence, forms, notices, reports and notes of meetings.
• Retrieves and sends Income Validation Tool (IVT) reports within 120 days after a new move-in to the appropriate Site Manager.
• Processes eligibility and recertification paperwork accurately and within established timeframes.
• Remains familiar with and consistently applies current regulations, policies and procedures of applicable housing programs.
• Maintains paper and computer records, reports and files of applicants and tenants accurately and confidentially per AHA policies and procedures. 
• Maintains electronic files of move-in and move-out photographs for each property.
• Supports site staff, as needed, during peak inspection and/or recertification periods.
• Prepares and mails annual Fair Credit Reporting Law letters to current residents, as required.
• Calculates, prepares, and submits final move-out charges and supporting documentation to the Finance Department.
• Calculates income in accordance to the regulations of each housing program.
• Withdraws applications of ineligible applicants from database and waiting lists.
• Files all related correspondence into appropriate client or program files. 
• Corresponds with applicants and tenants orally and in writing.
• Creates and monitors monthly statistical reports for applicants and tenants in the various programs. 
• Conducts background/credit checks on potential clients and on family members who request to be added to an existing household.
• Prepares sends and tracks third-party verification requests to employers, landlords, government agencies and other organizations; ensures timely follow-up. 

• Obtain applicant landlord references for current and previous residences.
• Conducts DHS/USCIS, EIV and Megan’s Law’s verifications.

MARGINAL Functions Representative Tasks:

• Serves as primary back-up to Site Manager positions, as needed. 
• May be assigned additional professional duties and responsibilities.

ABILITY TO:

• Communicate clearly and concisely in oral and written English and Spanish.
• Create and edit documents in Microsoft Word and Excel.
• Demonstrate excellent oral and written communication skills.
• Demonstrate high organizational skills, attention to detail and time management. 
• Drive a vehicle for AHA business.
• Establish and maintain an effective record management system, including storage and retrieval. 
• Exercise independent judgment while recognizing and establishing priorities. 
• File all assigned documents within five days of receipt. 
• Follow strict grant guidelines set forth by the Department of Housing and Urban Development, Internal Revenue Service, Housing and Community Development, local jurisdictions and community partners. 
• Gather information, perform analysis; create and interpret reports and other data. 
• Interpret and understand applicable laws, rules and regulations.
• Maintain cooperative working relationships with AHA staff, the general public, various governmental agencies, and contractors. 
• Maintain prompt, polite and dependable responsiveness to others.
• Meet the physical and mental requirements of the position. 
• Perform work employing the highest ethical standards. 
• Read, understand, and become proficient in Federal and State mandated regulations and programs.
• Research, collect, compile and analyze research data and prepare easily understood and concise reports. 
• Screen individuals on the basis of numerous regulations linked to various housing programs. 
• Tactfully communicate bad news scenarios to individuals and families.
• Work under pressure, multi-task and meet schedule deadlines with minimal day-to-day supervision.

ADDITIONAL REQUIREMENTS: 

• Travel on AHA business is frequently required. Must have and maintain access to an automobile or other means of transportation, when and if required to travel on AHA business.
• Must possess and maintain a valid California driver’s license and current automobile insurance in accordance with California law, with a driving record acceptable to the AHA’s insurance Company. 
• May be required to attend appropriate technical training workshops and classes. 
• Must be bondable. 

WORKING ENVIRONMENT:

• Work schedule is Monday-Thursday 7:00 a.m. to 5:00 p.m.
• Subject to overtime and working weekend/holidays as needed
• Busy office environment, subject to frequent interruptions

PHYSICAL ABILITIES:
 Manual dexterity of hands and fingers to enter data into computer and to operate office equipment; speaking to exchange information; sit or stand for extended periods of time; pushing, pulling or lifting up to 25 lbs.; climb stairs, move between buildings, and navigate AHA properties including outdoor areas; bend, stoop, reach or kneel to access file cabinets, storage, or property spaces; and may be exposed to weather conditions when working outdoors or conducting property tours.