Management Aide

Clerical AssistantTo provide complex clerical assistance to Manager and as assigned, to perform similar duties within class throughout the agency. The position involves word processing, filing and maintaining records including collection of monies/checks/rents. Interaction with residents, applicants and the public is an integral part of this position. A high degree of independent judgment and confidentiality is required. Assumes judgment and action in the absence of the Manager or supervisor, as directed.Essential Tasks of the PositionProvides responsible clerical and secretarial assistance to Property Manager or as assigned throughout the agency. Depending upon assignment, performs one or more of the following:Performs complex clerical workPrepares basic drafts pertaining to leases, resident profiles and recordsMaintains appointment schedules for unit inspections, resident interviews, etc., pertaining to site managementProvides clerical support employing automated systems to access site management informationPerforms receptionist duties at site office(s)Types and/or word processes confidential correspondence, lists, records, notices and reportsMaintains files and records of residents, applicants and site activitiesConducts move-in/move-out inspections of assigned housing units, prepares inspection reports and initiates forms for maintenance departmentConducts annual inventory of stoves and refrigerators in assigned housing unitsConducts timely annual unit inspectionsConducts daily tour of facilities, completes and submits prescribed checklist in timely mannerPrepares and submits a daily report of activitiesInitiates and refers residents; needs to the appropriate agency officerReviews daily police log for any citations issued to assigned residents/units and initiates appropriate actionSupervises and coordinates activities of personnel engaged in carrying out site management, occupancy, resident selection and resident services functionReviews workload, schedules personnel assignments, status of on-going work, projects, and available personnel for work assignments in order to plan occupancy activitiesAssigns specific duties to personnel for special projects, considering individual knowledge and experienceReviews reports, notices and other records prepared by personnel for clarity, completeness, accuracy, and conformance with instructions and regulatory requirementsPlans, conducts (or arranges for) orientation and training of site personnelAssists in evaluation of personnel performance and initiates commendations and disciplinary actionsInterrelates with residents and applicants in person/phone, answers inquiries, responds to complaints, schedules appointments and provides general informationPresents customer oriented orientation to new residents relative to available services, rules, guidelines, lease conditions and the general environment including available community services, schools, churches, shopping, etcConducts bi-weekly follow-up visits with new residents clarifying and reinforcing initial orientation programAssists in coordinating resident activities including social eventsMaintains a high degree of confidentiality relative to resident records as mandatedPerforms duties of subordinate personnel as required or assignedCovers for other support personnel on leave, vacations, unfilled vacancies at other agency departments/sites as requiredSecondary Tasks of the PositionWorks on, researches and completes special projects, as assignedPerforms other duties as assigned within the job classification at property sites or throughout the agencyEducation LevelHigh school diploma, requiredCollege degree or some college education, preferredExperience in Related FieldAt least 5 years' experience in admissions/occupancy function, preferredSupervisory experience, preferredBi-lingual experience (Spanish), preferredKnowledge, Skills, Abilities, Licenses and Certifications50 WPM typing from rough draftWorking knowledge of word processingWorking knowledge (with training) of agency's automated system for rent records and resident profilesAbility to work harmoniously with other agency personnelAbility to be flexible and perform work under time pressureRhode Island driver's license (Class O) unrestricted except for corrective lenses and automatic transmission, requiredWorking knowledge of community services available to residentsSome knowledge and skill in homemaking and life skillsAbility to explain internal policies, procedures and practices to othersAbility to relate to and interact with mixed populations of elderly, disabled and mentally impaired residents in low and moderate income housing settingsAbility to receive and apply enlightened techniques and skilled practices in addressing the needs of the above populations