Assistant Property Manager - Housing Authority of LaSalle County : Job Details

ASSISTANT PROPERTY MANAGER - AMP 3 The following specifications are intended to present a descriptive list of the range of duties performed by employees in this classification. Specifications are not intended to reflect all duties performed. POSITION DESCRITION The Assistant Property Manager will assist with day-to-day operations of the properties in an assigned Asset Management Project and other assigned developments and will assume the responsibility of property management, staff supervision, building maintenance requirements and tenant relations in the absence of the Property Manager. DUTIES AND RESPONSIBILITIES: Under the supervision of the Property Manager, the incumbent's essential job duties may include, but are not limited to the following: 1.Under the direction of the Property Manager, coordinate and schedule daily work assignments for maintenance staff. Assist with the supervision and evaluation of site staff referring matters of non-performance and formal discipline to the Property Manager. 2.Perform varied secretarial, receptionist and clerical work in support of the assigned work unit including: typing, filing, word processing, attending to and screening callers and visitors, and scheduling appointments. 3.Under the direction of the Property Manager, work directly with the maintenance staff to coordinate the information necessary to open and close maintenance work orders in agency specific software, including printing, filing, mailing billable information to residents and processing specialized reports as requested. 4.Contact prospective residents based on eligible referrals from the AMP Certification Coordinator, arrange for apartment viewings, home visits and related screening activities in compliance with the Authority's Admissions and Occupancy Plans. 5.Coordinate new resident paperwork with the AMP Certification Coordinator, meet with new residents to execute the apartment lease, lease addendums and required forms. Orient new residents to the Resident Handbook and the development's house rules. 6.As directed by the Property Manager: monitor potential lease violations, prepare and issue eviction notices, coordinate lease violation documentation with local law enforcement and the agency's legal counsel, serve eviction notices to residents, coordinate paperwork with the agency's Finance Department and make personal court appearances at trials. 7.Conduct dwelling unit inspections at move-in, move-out, and in poor housekeeping and unsanitary units. Prepare inspection reports, work-orders for needed repairs and schedule follow-up inspections as needed. 8.Monitor printed forms and office supplies utilized by the work unit and order or photocopy when needed to ensure that adequate supplies are on hand for department staff. Maintain paper supply level and toner in department photocopier. 9.Ensure that all physical aspects of the Authority's properties are at all times fully functional and maintained in an attractive condition. Maintain materials provided in public viewing areas of the lobbies, including resident directory boards, assuring that areas are kept presentable at all times. 10.Assist the Certification Coordinator in contacting residents who have not complied with annual and interim re-exam lease requirements. Assist Finance Department in rent collection procedures as needed. 11.Compose routine letters, memos and notices to residents and sign correspondence as authorized. Copy, assemble and distribute printed materials to staff and residents as directed. Responsible for the processing of incoming and outgoing mail for site staff and transporting interoffice mail to and from the Central Office as requested. 12.Attend agency staff meetings and any other seminars, training courses, or industry meetings as requested. Assist the Property Manager with retrieval of resident information from agency specific software. Consult with the Central Office for technical assistance when necessary. 13.Set up and maintain general correspondence and technical material files. Maintain unit and tenant files, ensuring proper documentation and timely filing. Assist in fulfilling all reporting requirements in a timely manner that are related to the assigned work unit. 14.Respond to the authority and resident information in a confidential and professional manner at all times. 15.At all times, maintain a respectful and helpful attitude toward all residents, other staff, and the general public. 16.Actively participate in implementing the Authority's Pest Management practices including but not limited to: unit inspections, coordinating treatment with tenants, staff, and contractors, submitting required reports, tracking unit infestations, and ordering supplies. 17.Perform related duties as assigned and required. KNOWLEDGE & ABILITIES: Knowledge of: •Property management practices and procedures •Principles and practices of basic budgeting, basic accounting, inventory control and building maintenance •Techniques for dealing with a variety of individuals from various socio-economic, cultural and ethnic backgrounds, in person and over the telephone. •Modern office procedures, equipment and computer applications related to the work Ability to: •Obtain Certified Public Housing Manager status in accordance with HUD guidelines within 12 months of employment •Prepare, organize, analyze and maintain records and files •Utilize computer software, including agency specific applications to gather data, compile information and produce reports •Give clear directions and supervision to others •Be decisive, solve problems and prioritize work issues •Work with minimal supervision •Analyze and solve conflicts with and between residents •Exercise judgment with general policy guidelines •Give oral presentations •Understand and carry out oral and written instructions •Communicate clearly and concisely, both orally and in writing •Maintain effective interpersonal skills for interacting with others and maintaining cooperative working relationships with supervisors, co-workers and business associates MINIMUM JOB REQUIREMENTS - Any combination of the following experience and education that would likely provide the required knowledge and abilities is qualifying. Must possess a valid driver's license and be able to be insured for operating HALC owned vehicles and/or provide personal transportation as needed to perform duties. •Two years' experience in residential property management; •Education equivalent to completion of the twelfth grade supplemented by college level course work related to the duties and responsibilities specified. WORKING CONDITIONS & PHYSICAL EFFORT •Diverse environment: working in an office setting with computers and in a field environment completing building, unit and grounds inspections and leasing units. •Must possess mobility and stamina to perform inspections in a variety of unit types in single and multiple story buildings under both good and substandard conditions. •Must possess stamina and compassion to deal effectively with the diverse resident population of the authority and be tolerant to unpleasant environments. •Must possess stamina to maintain attention to detail despite numerous interruptions, vision to read printed materials and a computer screen and hearing and speech to communicate in person and over the telephone. Must possess strength to occasionally lift and or move up to 20 pounds. COMPENSATION - The level of compensation for this position will be: 1.Commensurate with the incumbent's qualifications and experience and; 2.Based on a wage rate comparability schedule and; 3.Dependent upon Maintenance Foreman duties performed by Management 4.Subject to annual funding pro-rations imposed by HUD.