Assistant Asset Manager

Summary

The Assistant Asset Manager supports the Asset Manager and the Department of Operations.  Under direction of the Asset Manager, incumbent performs the following functions:  applicant screenings in accordance to NHA procedures; making decisions on the determination of the acceptance or rejection of applicants; coordinating unit offers and unit showing; pre-leasing activities and all functions pertaining to marketing and leasing apartments; coordinating move-in activity with site management; may take the lead in a small clerical unit; and doing related work as required.  As needed, this position assists in other department activities.

 

Essential Duties and Responsibilities

The below statements are intended to describe the general nature and scope of work being performed by this position.  This is not a complete listing of all responsibilities, duties and/or skills required.  Other duties may be assigned.

 

Supports, in position’s capacity, all Authority operating departments.

Reviews, interviews, and submits recommendations on resident eligibility for NHA housing services.  Reviews information and applicant data to determine applicant program eligibility.  Interviews candidates as necessary.  Requests additional documentation and/or references as needed.  Serves as the front line person for eligibility / recertification at the property management office.

Maintains 100% completion and accuracy of the recertification / eligibility process on a monthly basis.  Responsible for monthly 100% upload of recertification into the HUD PIC system with no errors.

Maintains clear and consistent communication with outside agencies, tenant groups, and internal NHA departments.  Communicates effectively with staff, clients, vendors, and external contractors.  Maintains positive image of Authority.

Supports the efforts of the Asset Manager and the Maintenance Supervisor in the completion of their duties to ensure that customer complaints are resolved in a timely manner.

Manages mail, telephone, and electronic communication systems.  Forwards and directs all written or verbal correspondence to the appropriate party in a timely manner.  Performs general office duties such as typing/data entry, correspondence, filing, faxing, copying, compiling work orders and rent collection reports.

Assists Asset Manager to process accounts payables and accounts receivables according to Newark Housing Authority fiscal policy.  Provides supporting data, materials and documentation and helps prepare reports as required.

Assists Asset Manager with interview process of all new housing applicants.  Provide recommendations and guidance for tenant “lease-up” program and process.

Maintains tenant files in accordance with NHA policies and procedures.

Confers with managers and/or superintendents regarding the status of unit turnover and final cleaning. 

In the absence of the Asset Manager, leads the operation and maintenance activities of assigned property(ies), including but not limited to: consistently meets the overall Authority quality, occupancy, cost and revenue goals; ensures that assigned property(ies) are maintained in decent, safe and sanitary condition at all times; organizes assigned work; develops effective work methods that comply with Authority expectations; and partners with internal and external resources to maintain high levels of property performance and standards.).

Receives and processes rent payments and security deposits, and submits data to the Rent Collection unit.

Inputs and retrieves computerized data on apartment vacancies and updates status of          applicants.

Provides orientation to tenants on housing maintenance and regulations affecting their      rights and obligations as tenants.

Investigates and verifies family composition, income data, rental history, and                     housekeeping methods.

Implements apartment transfer procedure.

Responds to inquiries from staff, residents, applicants, managers and superintendents.

Prepares leases and distributes copy to Asset Manager for signature.

Maintains a sufficient level of rentals to meet management needs, including the maintenance of the original tenant folder on new rentals and transfers.

Supports all department activities and works as team member.

Performs other duties and responsibilities as assigned.

 

Behavioral Competencies                                                  

To perform the job successfully, an individual should demonstrate the following competencies:

 

Leadership:  Provides direction by clearly and effectively setting course of action for department and subordinates; and manages performance by providing regular feedback and reinforcement to subordinates.

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; and 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; and recognizes working 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; and listens effectively. 

Responsiveness and Accountability: Demonstrates a high level of conscientiousness; holds oneself personally responsible for one's own work; and does fair share of work.

 

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

Job Competencies

Extensive knowledge of Authority structure, key functions, staff, policies and procedures of the Authority and their impact on the position.

Knowledge of applicable Federal, State and Local and HUD laws, rules, regulations, codes and guidelines as they relate to landlord-tenant operations.

Demonstrated knowledge of general real estate practices.

Knowledge of daily property management operations.

Understanding of occupancy standards and processes, and ability to understand the Authority’s Admissions and Continued Occupancy Policy and associated procedures.

Demonstrated ability to work with a diverse, low income population.

Knowledge of “up front income verification” and “Rental Integrity Monitoring”.

Ability to determine maintenance and repair needs.

Ability to effectively respond in a timely manner to the handling of emergencies during working and non-working hours.

Ability to determine special resident needs and to make social agency contacts and referrals as necessary.

Ability to prepare financial feasibility analyses, conduct research and prepare narrative reports and proposals.

Ability to develop business and strategic plans.

 

Education and/or Experience

Associate's degree (A.A.) or equivalent from two-year college or technical school (Bachelor’s Degree preferred) and a minimum of 3 to 5 years progressive experience as an administrative assistant or recertification clerk in a fast paced environment, preferably in real estate or property management; experience in interviewing, securing, verifying information, making eligibility determinations and investigating applicants; and a experience in marketing or leasing apartments; or an equivalent combination of education and experience.  Receipt of Certified Occupancy Specialist – Public Housing (COS-P) within 1 year of employment.  Experience in public sector customer service a plus.