Mission: Archdiocesan Housing Inc., a division of Catholic Charities, is committed to the national housing goal of providing quality, safe, and affordable housing for all members of our community. Archdiocesan Housing Inc. welcomes applications from all income-qualified persons without regard to religion, race, sex, color, familial status, handicap, or national origin in accordance with the national Fair Housing Act.
The Assistant Site Manager is part of the Housing Management Services division of Archdiocesan Housing, Inc., a division of Catholic Charities. The Assistant Site Manager is an assistant to the site Manager and as such, functions as a back-up assistant to the Site Manager position. An Assistant Site Manager may work in a housing site or be assigned to a non-housing office environment.
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Prepare and maintain all administrative lists, files, resident files as relates to emergency contacts, regulatory paperwork and required documentation
- Within 3 months of hire date, achieve basic proficiency in Yardi, as measured by a score of 85% or higher on an internal proficiency exam. Basic proficiency includes but is not limited to: dashboard, navigation, waiting list management, move-ins, move-outs, annual recertification, termination of HAP, reporting (statistical, financial, tenant, units) and interpretation of reports, purchase orders, work orders, recording rent payments, and understanding of tenant ledgers.
- Within 6 months of hire, the Assistant Site Manager should attain intermediate proficiency in Yardi, as measured by a score of 90% or higher on an internal proficiency exam. Intermediate proficiency includes but is not limited to: all topics covered in basic proficiency, as well as unit transfers, interim recertification, evictions, reporting (resident activity, traffic, payables, vendor, and age/birthday) and interpretation of reports, performing budget analysis and budget variance reports.
- Prepare and maintain regular, special and periodic reports (external to Yardi) by updating resident lists, incident logs, emergency alarms, resident emergency files, pet registration, unit inspections, parking lot lists, and tracking statistical data for HMS purposes and to fulfill HUD requirements.
- Create, copy and circulate the property newsletter and monthly calendar with information gathered from other staff members.
- Maintain and prepare and distribute information to residents such as newsletter, bulletins, calendars, key cards, parking assignments and permits, etc.
- Assist with rent collections, entry into software system and distribution of rent receipts at the direction of supervisor.
- Assists in maintaining inventories of fixed assets and personal property in software.
- Assists Site Manager in marketing, leasing and property inspections.
- Assists with move-in and move-outs, paperwork and showing vacant units to interested applicants.
- Assist in accurately maintaining property waiting lists.
- Recruit, organize and schedule volunteers.
- Inventory and order supplies as needed. Assist with records of housekeeping supplies and maintenance supplies as requested.
- Organize and facilitate the distribution of government surplus commodities by certifying residents for the program and obtaining resident signatures for goods received.
- Managing and scheduling visitors to the property such as Visitors Nurse Association, Health Set, etc.
- Assist with annual and interim income recertification and qualifications of residents by collecting appropriate documentation, analyzing, explaining and calculating information to and input into software, printing completed documents and assisting residents in signing by due date.
- Depending on assignment, may be responsible for certain programs or functions of the operation.
- Reflects Catholic Charities’ commitment to treating all persons with dignity and respect.
- Uses creativity and innovation in program development and service delivery.
- Maintains confidentiality of client and agency information.
- Regular and predictable attendance.
OTHER DUTIES AND RESPONSIBILITIES
- Good steward of Agency human, financial and capital resources
- Participates effectively as a team member through communication, cooperation, information sharing and problem solving.
- Participates in staff trainings and programs as required.
- Any other tasks or duties as assigned.
May oversee volunteers.
- Knowledge of filing systems, office practices and standard procedures.
- Solid proficiency in Microsoft Word, Excel, Publisher and property management software or ability and willingness to learn on timeline stated above.
- Ability to organize, prioritize, and multi-task.
- Exceptional and clear communication in both oral and written forms and ability to communicate with a diverse population.
- Knowledge of fair housing laws. Two years of experience in housing industry essential and appropriate to position.
- Ability to operate basic office equipment to include a computer and peripherals, printer, photocopier, phone, facsimile, etc.
- Ability to work in a fast paced, general office environment.
- Bi-lingual skills in English and Spanish preferred.
- High dependability and work ethic
- Knowledge of the service population’s cultural and socioeconomic characteristics and the appropriate techniques and practices for the client population.
- Ability to interact effectively as a team member and independently with Agency staff and with a diverse client base.
EDUCATION and/or EXPERIENCE
High school diploma or general education degree (GED) and minimum of one year general office experience.
Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
CERTIFICATES, LICENSES, REGISTRATIONS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel and talk or hear. The employee frequently is required to stand, walk, sit, and reach with hands and arms. The employee is occasionally required to climb or balance and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
We conduct background checks as part of our hiring process.
Pre-employment drug screen required.
EQUAL OPPORTUNITY EMPLOYER
We believe every employee has the right to work in an environment that is free from all forms of unlawful discrimination. Consistent with applicable laws, Catholic Charities makes all decisions involving any aspect of the employment relationship without regard to race, color, sex, age, sexual orientation, marital status, national origin, citizenship, the presence of any physical or mental disability of someone otherwise qualified, veteran status, genetic information, or any other status or characteristic protected by local, state, or federal law. Discrimination and/or harassment based on any of those factors are inconsistent with our philosophy of doing business and will not be tolerated. This policy of non-discrimination applies to all aspects application procedures, hiring, advancement, transfers, reductions in force, discharge, compensation, training, or other terms, conditions and privileges of employment