PROPERTY MANAGEMENT ASSISTANT

Job Description

Job Description

Do you have the dedication and enthusiasm to support people in achieving their goals and advancing their lives? 

Join our Team!

EMPLOYMENT OPPORTUNITY

Title : Property Management Assistant

Job Requisition No: 1836

Program : Property Management Geneva, NY

Shift Schedule : Monday – Friday 8:00am – 4:00pm

Salary : Salary pay range is min. $16.50 to a max. $21.49 per hr. based on education & experience

Benefits 

• 3+ weeks of Personal Time Off (PTO), first year of employment 
• Sick Time and Extended Illness Bank
• 9 Paid Holidays and 1 Floating Holiday 
• 401(k) with Agency match
• Voluntary Medical/ Dental/ Vision 
• Employer Funded Life Insurance
• Employee Assistance Program (EAP)
• Tuition Assistance

Agency Overview

Lakeview Health Services is a premier partner throughout the Finger Lakes region, providing safe, affordable housing, support, and rehabilitative services to persons with mental illness as well as health care coordination services to individuals with chronic mental and physical health challenges. We are dedicated to helping individuals identify and achieve personally meaningful and measurable life goals, and to realize their full potential. Lakeview seeks to create an environment of learning and development that will lead to an engaged, motivated, and high performing team with a devotion and commitment to client service. 

Essential Job Functions Overview

This position provides administrative, compliance, and tenant-service support for Low Income Housing Tax Credit housing operations. Responsibilities include application processing, applicant and tenant communication, initial certification and recertification support, tenant file maintenance, inspection coordination, property management software input, and administrative assistance to Property Management Specialists. This position is expected to perform duties accurately, professionally, confidentially, and in accordance with applicable program requirements, agency policies, and Fair Housing laws. Individual should strive to create a healing environment that respects the perspectives and experiences of the individuals, families, staff, and communities we serve by practicing safe, respectful communication as well as respecting individuals’ boundaries and differences.

Essential Job Functions 

• Respond to phone and email rental inquiries within two business days.
• Provide information regarding properties, programs, eligibility requirements, and application procedures to prospective applicants, referral and funding agencies, families, and consumers.
• Process rental applications by issuing application status notices, following up on outstanding applicant documentation, maintaining accurate waitlist records, and updating required information on the waitlist throughout the application process.
• Monitor the Community Rental App email account and respond to inquiries in a timely and professional manner.
• Schedule initial screening appointments with prospective tenants.
• Prepare required initial screening paperwork and establish initial screening files.
• Obtain credit reports, criminal and sex offender background checks for prospective tenants, as required.
• Assist Property Management Specialist with follow-up on outstanding initial screening documentation, including employment verifications, bank records, and other required information.
• Prepare Move In lease paperwork after the Property Manager has finalized the lease package.
• Upon completion of the move-in process, enter all required information from the Move-In Checklist into the appropriate spreadsheets, prepare and distribute required correspondence, and provide lease copies as needed.
• Monitor the Recertification List and issue tenant notices within required notice intervals.
• Maintain accurate recertification tracking records and update required information on the recertification list throughout the recertification process.
• Schedule recertification screening appointments with tenants.
• Review tenant files for prior income and asset information, prepare required recertification paperwork, and establish recertification files.
• Assist Property Management Specialist with follow-up on outstanding recertification documentation, including employment verifications, bank records, and other required information.
• Prepare recertification lease paperwork after the Property Management Specialist has finalized the lease package.
• Upon completion of the recertification process, enter all required information from the recertification checklist into the appropriate spreadsheets, prepare and distribute required correspondence, and provide lease copies as needed.
• Assist with quarterly apartment inspections, if needed. Document significant maintenance, safety, or lease compliance concerns through photographs, inspection forms, and work orders.
• Notify the Property Management Specialist of issues identified during the inspection and file completed inspection documentation in tenant files.
• Maintain organized and accurate office filing systems and maintain current and historical tenant files.
• Establish additional tenant files as needed.
• Maintain confidentiality of applicants, tenants, and property records in accordance with agency policy and applicable regulations.
• Assist Property Management Specialist with processing reasonable accommodation requests, including assistance animal requests, in accordance with policy guidelines.
• Monitor sprinkler system inspections at LIHTC sites and update and distribute sprinkler inspection documentation accordingly.
• Assist with preparing information for audit findings or citations related to third-party reviews.
• Enter and maintain accurate information in property management software systems.
• Stay current with applicable compliance requirements and Fair Housing laws by attending trainings.
• Follow all safety rules and regulations for self, residents, and staff.
• Perform other duties as assigned to support the efficient and effective operation of the department.

Education and Experience

High School Diploma or GED with at least one year of administrative support experience, or an associate’s degree in Secretarial Science. Working knowledge of computer programs (Microsoft Word, Excel, Outlook, etc.) and general clerical knowledge are required. In addition to the above criteria, this position also requires a clean NYS driving record as outlined in Lakeview's personnel policy.

Knowledge

A willingness to learn and ultimately possess the knowledge, values, attitude and skills required to contribute to a trauma-informed community. Will strive to create a healing environment that respects the perspectives and experiences of the individuals, families, staff and communities we serve by practicing safe communication and respecting boundaries. 

Skills and Abilities 

Ability to plan, organize, and complete assigned work within established timeframes; meet deadlines consistently; perform routine clerical duties; operate and maintain general office equipment; communicate, document, and maintain accurate records and reports; prepare correspondence using proper spelling, grammar, and punctuation; safeguard confidential client and work-related information; build professional relationships with tenants, co-workers, and government agencies; model a positive, respectful, and trustworthy approach; manage multiple tasks and projects with frequent interruptions; work independently and collaboratively; accept and apply feedback; and maintain a professional, welcoming demeanor at all times.

Physical Requirements/Working Conditions

General office environment: time is spent using a computer, telephone, fax and Office software.

Any external candidate interested in this employment opportunity, please visit our web site at  

Lakeview Health Services, Inc. complies with the legal requirement to take affirmative action and not discriminate on the basis of race, color, sex, sexual orientation, gender identity, religion, national origin, disability, or status as a protected veteran. Further, Lakeview Health Services, Inc. will not discharge or otherwise discriminate against applicants or employees who inquire about, discuss, or disclose their compensation or that of others, subject to certain limitations.

Lakeview Health Services, Inc. is a premier provider of a wide range of services including housing options for those we serve as well as for our community members.

Founded in 1978, Lakeview has grown from helping a few residents in a single community residence to serving thousands of individuals every year in a six-county area in the Finger Lakes Region in New York State. We help people work through trauma to find their healthiest life. We support those we serve to build essential life skills as well as connections within their communities as they journey their path toward overall health and recovery.

Company Description

Lakeview Health Services, Inc. is a premier provider of a wide range of services including housing options for those we serve as well as for our community members.\r\n\r\nFounded in 1978, Lakeview has grown from helping a few residents in a single community residence to serving thousands of individuals every year in a six-county area in the Finger Lakes Region in New York State. We help people work through trauma to find their healthiest life. We support those we serve to build essential life skills as well as connections within their communities as they journey their path toward overall health and recovery.