Assistant Property Manager

We are continuously accepting applications for this position to build a strong pipeline of qualified candidates. While there may not be an immediate opening, applications will be reviewed as positions become available. Qualified candidates may be contacted for current or future opportunities.

Assistant Property Manager (Full Time)
Department: Housing Operations

Summary

The primary purpose of this position is to provide support to a Property Manager by performing a variety of

tasks pertaining to the day-to-day business of assigned properties. The incumbent receives applications,

verifies information, determines initial eligibility and continued eligibility, notifies applicants of the decision

rendered, and assists with providing additional services to public housing residents.

All activities must support the Housing Authority of the Birmingham District's ("HABD" or "Agency") mission,

strategic goals, and objectives.

Essential Duties and Responsibilities

The position duties and responsibilities listed below describe the general nature and scope of work. Other

responsibilities, duties, and skills may be required and assigned as needed.

• Determines applicant initial and continued eligibility in accordance with the Public Housing
• Admissions and Continued Occupancy Policy (ACOP) and regulatory requirements.
• Conducts interviews as needed for initial eligibility and continued occupancy.
• Performs accurate and supported rent calculations at initial lease up and at annual and interim certifications and enters information into HABD's system of record.
• Performs or supervises coordination of application documentation, including, but not limited to, conducting criminal background and credit reviews and verifying income.
• Performs eligibility, reexamination, and continued occupancy processes, including receiving and reviewing applications for completeness, verifying information, performing criminal background and credit checks, verifying income and collecting supporting documentation as required by HUD guidlines. Prepares and sends written request form income from third parties vial mail, fax or telephone.
• Prepares and sends written requests for income verification and verifies income from third party via mail and fax, or telephone.
• Notifies applicants in writing of eligibility determination in accordance with HUD regulations, IRS and PHA policy.
• Provides customer service when issues are escalated and cannot be resolved by Client Support Specialists or other staff.
• Assists Property Manager by researching and obtaining necessary documentation or data when requested; completes special projects related to housing management activities as needed.
• Shows vacant units to applicants and provides applicants with information about the apartment, community, amenities, and other information.
• Performs or coordinates move-in, move-out, annual, housekeeping, and follow-up inspections and handles minor complaints.
• Generates, reviews, and sends a variety of reports; drafts correspondence as needed; proofreads documents to ensure consistency in formatting and proper grammatical usage; maintains all files for assigned site.
• Prepares letters, office forms, records, correspondences, and memos.
• Informs clients of specific problems observed and provides instruction for corrective action.
• Compiles and maintains records of initial findings, action taken, and progress reports.
• May participate in quarterly extermination inspections.
• Supports the Property Manager in their assigned duties.
• Assists with administrative duties as required.
• Performs other related duties as assigned.

Behavioral Competencies

This position requires the incumbent to exhibit the following behavioral skills:

Job Knowledge: Exhibits requisite knowledge, skills, and abilities to perform the position effectively.

Demonstrates knowledge of policies, procedures, goals, objectives, operational entities, requirements, and

activities as they apply to the assigned organizational entity of HABD. Uses appropriate judgment &

decision making in accordance with level of responsibility.

Commitment: Sets high standards of performance; pursues aggressive goals and works hard/smart to

achieve them; strives for results and success; conveys a sense of urgency and brings issues to closure;

persists despite obstacles and opposition.

Customer Service: Meets/exceeds the expectations and requirements of internal and external customers;

identifies, understands, monitors, and measures the needs of both internal and external customers; talks

and acts with customers in mind. Recognizes work colleagues as customers.

Effective Communication: Ensures important information is passed to those who need to know; conveys

necessary information clearly and effectively orally or in writing. Demonstrates attention to and conveys

understanding of the comments and questions of others; listens effectively.

Initiative: Proactively seeks solutions to resolve unexpected challenges. Actively assists others without

formal/informal direction. Possesses the capacity to learn and actively seeks developmental

feedback. Applies feedback for continued growth by mastering concepts needed to perform work.

Responsiveness and Accountability: Demonstrates a high level of conscientiousness; holds oneself

personally responsible for one's own work; does fair share of work.

Teamwork: Balances team and individual responsibilities; exhibits objectivity and openness to others'

views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team

above own interests; supports everyone's efforts to succeed.

Job Competencies

• Knowledge of HUD, federal, state, and local laws and regulations, as well as HABD policies and procedures related to the position.
• Knowledge of the regulations affecting HABD's housing programs and demonstrated ability to understand the terms, conditions, and content of HABD's standard operating procedures for property management.
• Knowledge of the needs and attitudes of the physically, socially, and economically disadvantaged, including the elderly population.
• Ability to acquire the knowledge of HUD and Housing HABD housekeeping standards and housekeeping inspection procedures
• Ability to maintain moderately complex records and to prepare clear and concise reports.
• Proficient basic mathematical and statistical skills and ability to understand and interpret data, charts, and graphs.
• Ability to prioritize tasks and work in a fast-paced environment.
• Ability to maintain tact and professionalism in difficult situations.
• Ability to understand, respond, follow and provide instructions in oral form.
• Ability to establish and maintain effective working relationships with employees, officials, suppliers, and the general public.
• Ability to establish and maintain effective working relationships with co-workers, vendors, consultants, contractors, clients, HUD, and local, state, and federal officials. Ability to communicate with people from a broad range of socio-economic backgrounds.

Requirements

Education and/or Experience

• High School Diploma or GED and a minimum of three (3) years of experience providing administrative support to property management or a similar field. Bachelor's Degree preferred. An equivalent combination of education and experience may be considered. Some positions may require possession of a valid driver's license and the ability to be insurable under HABD's automobile insurance plan at the standard rate.
• Must obtain and maintain any job-related certifications, licenses, or other credentials required for the position and remain current with applicable renewal and continuing education requirements.

Technical Skills

To perform this job successfully, the employee should have strong computer skills (e.g. MS Word, Excel,

PowerPoint, and Outlook). Must have the ability to learn other computer software programs as required by

assigned tasks.

Physical Demands

• An employee must meet the physical demands described here to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
• To perform this job successfully, the employee is frequently required to remain in a stationary position. Daily movements include sitting; standing; reaching, grasping, operating computers and other office equipment; moving about the office, and attending onsite and offsite meetings. The employee must be able to exchange information in person, in writing, and via telephone. The employee must occasionally transport up to 25 pounds.

Work Environment

• The work environment characteristics described here represent those an employee encounter while performing this job's essential functions. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
• Office environment. The noise level in the work environment is moderate.

The position is open until filled.