Roving Affordable File Specialist

JOB DESCRIPTION

ROVING AFFORDABLE FILE SPECIALIST (STRIKE TEAM)

The ROVING AFFORDABLE FILE SPECIALIST reports directly to the Vice President of Property Management. The ROVING AFFORDABLE FILE SPECIALIST is responsible, for ensuring that properties are brought to a current status with annual recerts, and vacant units or other special projects directed by Vice President of Property Management. This position will require traveling to multiple sites, identifying properties that are at a high-risk state with files, and creating a plan to bring properties into a low-risk category state.

RESPONSIBILITIES:

• Ensure that residents are provided with a clean, safe, well-maintained community.
• Work within the established budget and notify his/her supervisor of any possible variations.
• Encourage resident retention through prompt, efficient service in the execution of lease and rental agreement obligations.
• Ensure that on-site personnel comply with all policies and procedures.
• Ensure compliance with all company personnel guidelines.
• Adhere to all appropriate company accounting directives.
• Maintain compliance with Affordable Housing and Tax Credit Program requirements and reporting.
• Attend company sponsored events that relate to the development of the team.
• Processing rental applications for initial move-in(s) and preparing move in documents.
• Maintain and set up resident files with proper paperwork and supporting documentation.
• Process and submit, in a timely manner, all HUD and Low-Income Housing Tax Credit annual income re-certifications (A/Rs) and all new move-in files on time.
• Verify income/rental history/assets for all applicants and residents.
• Schedules Move-In and Recertification appointments daily.
• Process and post annual recertification notices timely.
• Ensures regular and predictable attendance.
• Review monthly income and expense statements including approval of all variance reports.
• Compare lease information with monthly rent roll for proper payment, amounts, security deposits, vacancies, and Gross Scheduled Rent.
• Review all delinquent accounts and determine action required; assist resident staff or accounting staff in the collection of delinquencies and returned checks.
• Review any operating budget and monthly operating results with Supervisor and Resident Manager.
• Prepare and/or oversee the Applications for Deposit Return (ADR), sign and submit to accounting division.
• Periodically audit ledger cards against status reports.
• Promptly return all phone calls and respond to correspondence in a timely manner.
• Report accidents and emergency situations to the corporate office immediately and prepare the proper accident or incident report.
• Ensure accuracy of vacancy status including Monday Morning Status Reports.
• Obtain approval from Supervisor for all purchases exceeding assigned purchase limit.
• Make recommendations for advertising and promotion based on extensive familiarity with local markets.
• Shop competing properties at least quarterly.
• Personally inspect exterior and interior of each assigned property at least once each month (and more frequently as directed) and prepare written recommendations for physical repair or replacement.
• Perform other duties and assignments as assigned.

SKILLS:

• Ability to organize, establish priorities for work and coordinate multiple deadlines.
• Maintain neat, organized files, storage and workplace.
• Ability to work with and understand persons of all ethnic and family backgrounds as well as solve personnel and financial problems.
• A positive attitude and judgement of day-to-day matters.
• Self-control.
• Professional appearance at all times.
• Neat and legible written communication and ability to keep accurate records.
• Be able to maintain work pace appropriate to given workload.
• Perform complex or varied tasks.
• Relate to others beyond giving and receiving instructions.
• Positively influence people on a consistent basis.
• Make generalizations, evaluations or decisions without immediate supervision.
• Accept and carry out responsibility for direction, control, and planning.
• Be a team player.

EDUCATION/EXPERIENCE

• Knowledge of basic bookkeeping.
• Accounting and administration background.
• Minimum of 1-2 years working in a position with comparable responsibilities.
• Yardi and Microsoft Office experience
• Minimum of high school education or equivalent

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT

• Up to 1-3 hours of walking on a daily basis
• Occasional lifting of up to 25 pounds.
• Occasional climbing of stairs.
• Driving from site to site.
• Exposure to weather

FLSA

• Exempt