Employment

JOB SUMMARY This is a highly responsible administrative position in which the incumbent must provide support to the Property Manager, as well as work independently on many simultaneous projects. The incumbent must maintain confidentiality of tenant information. The incumbent will provide assistance to the Property Manager by following established administrative procedures, verifying and assembling documents for annual recertification of income, and preparing documents for lease termination processes. The incumbent is responsible for creating work orders, assigning work to maintenance staff, showing apartments to perspective residents and conducting resident orientations. The incumbent works closely with tenants and resident organizations. SUPERVISION RECEIVED The incumbent will receive direct supervision from the Property Manager. SUPERVISION GIVEN The incumbent may provide supervision to clerical and maintenance staff. PRINCIPAL DUTIES

1. Responsible for scheduling timely annual recertification of income for residents and insuring all required verification forms and supporting documentation are obtained.
2.  Responsible for collection of rents, maintenance charges, and legal fees and monitoring monthly tenant account receivable balances.
3. Responsible for the preparation of eviction notices in accordance with established procedures.
4. Assists the Property Manager in monitoring all buildings, grounds and common areas for cleanliness and general maintenance.
5. Assists the Property Manager in the inspection of apartments.
6. Responds to resident complaints by scheduling or conducting informal conferences.
7. Works with resident organizations to establish budgets and monitor expenditures
8. Receives communications of a general nature from resident and may respond to concerns.
9. Develops written correspondence to residents and maintains copies in the resident file..
10. Maintains a secure, organized file system of resident information, compliant with LHA filing procedures.
11. Performs data entry into HUD’s IMS/PIC System for all income and family information related to the annual recertification of income, as well as interim rent changes. Also performs data entry of lease-up, vacancy and inspections.
12. Assembles resident orientation packets and conducts orientation meetings with new residents.
13. Obtains Enterprise Income Verification (EIV) information for residents at the time of annual recertification of income.
14. Computes tenant rent share in compliance with state and federal regulations.
15. May also perform listed duties on behalf of non-profit corporation(s) as directed from time to time by the Executive Director and/or his designee.
16. Performs other related duties of the class as required, including assuming the duties of the Property Manager in his/her absence.

KNOWLEDGE, SKILLS AND ABILITIES

• Ability to follow established procedures outlined in the Low Rent Public Housing Administrative Plan
• Proficiency with Microsoft Word and Excel software programs and ability to learn the Emphasys software program.
• General knowledge of maintenance principles and building systems.
• Ability to interpret leases and other legal documents and work with constables and attorneys in executing lease termination proceedings.
• Ability to maintain confidential information and follow established security guidelines for resident files.
• Ability to maintain effective communications with staff and residents.
• Ability to prepare clear and concise reports as required.
• Ability to multi-task and perform required duties associated with the position.
• Ability to remain focused and organized in a busy work environment.
• Ability to work effectively with low-income, culturally diverse individuals and families.
• Bilingual in Spanish or Khmer preferred.
• Shall possess a valid Driver’s License.

TRAINING/EXPERIENCE The nature of this position suggests that a candidate have prior experience in property management. Incumbent must possess a Public Housing Manager Certification or be willing to acquire a certification within one year. A Bachelor’s Degree in a related field is required.

This is a very responsible position in which the incumbent shall develop and maintain the LHA's FSS and Supportive Services programs including: coordinating the FSS Programs and development of an Action Plan and Administrative Plan for the FSS programs. The FSS Director also monitors the ongoing administration of the state SSP programs. The position also involves making independent judgments continuously; and the preparation of detailed reports, forms and documents to provide day-to-day operation of the program. KNOWLEDGE, SKILL, & ABILITIES

1. Ability to deal effectively with low-income culturally diverse individuals and families.
2. Knowledge of Federal and State Housing Regulations.
3. Ability to communicate both orally and in writing.
4. Knowledge of community service organizations and resources.
5. Ability to effect good working relationships with community groups and government agencies.
6. Ability to effectively facilitate group meetings.
7. Ability to write clear and concise reports.
8. Basic knowledge of public health, real estate principles and practices, and general housing maintenance.
9. Ability to foster a supportive relationship with clients

PRINCIPAL DUTIES

• Interview and select potential FSS and SSP candidates from Section 8 and Public Housing Programs.
• Development of participant detailed service plan after completing family needs assessment.
• Maintain regular meetings with participating families to monitor progress for completing FSS service plan.
• Coordination of escrow account payments.
• Continual meeting with service provider agencies, Supportive Service
• Screening Committee, and FSS program coordinating committee.
• Serves as liaison between tenant councils and the housing authority.
• Completes all required participant forms and documents in conjunction with lease up and maintains files for LHA residents and FSS clients.
• Prepares grant applications for FSS and social service program funding.
• Establishes a coordinating committee of area community service agency representatives.
• Refers problem cases needing professional help to appropriate social service agencies.
• Keeps records of contacts with tenants/clients, maintains daily record of activities, and make same available to supervisor.
• May also perform listed duties on behalf of non-profit corporation(s) or programs which support the mission of the Lowell Housing Authority, as directed from time to time by the Executive Director and/or his designee Performs other related duties as may be required.

TRAINING AND EXPERIENCE The nature of this position requires a four (4) year College Degree with a major in social services or affiliated field. A Masters Degree is preferred. It is also recommended the incumbent possess a level 2 or 3 Massachusetts Social Worker's License. The incumbent should have held prior responsible position(s) in a large public/private organization. A valid driver's license and ability to provide own transportation is required. Bilingual abilities are considered to be helpful. SUPERVISION RECEIVED The incumbent in this class receives broad supervision from the Executive Director or his/her designee and works closely with Leasing & Occupancy Department staff and Management staff. SUPERVISION GIVEN The incumbent may provide supervision to part-time employees, interns or volunteers as necessary.

The Capital Projects Assistant will assist in reviewing and tracking contracts, pricing, change orders, insurance certificates and RFI's - all using project management software. This individual is also responsible for capturing and distributing weekly meeting minutes; coordinating meetings and assembling project manuals; identifying and integrating project documents into the planned project management software and interface with the public housing authority software system modules. The incumbent reports to the appropriate Capital Asset Manager assigned as the lead for each project.   KNOWLEDGE , SKILLS AND ABILITIES  

• Ability to provide written, filing and technology support for capital improvement building and site projects and reports.
• General knowledge and understanding of technical drawings and specifications.
• General knowledge of occupational safety procedures
• Ability to read and interpret written instructions, specifications, and regulations.
• Ability to collect financial or statistical data for inclusion in the Capital Fund Program budget.
• Experience with Procore, Microsoft Project Pro or other Project Management Software and competency with Microsoft Office Suite, principally MS Word and Excel.
• Research and inquiry skills, creative problem solving.

PRINCIPAL DUTIES

1. Assist in coordinating files for capital improvement projects and reports.
2. Assist in identifying new project management software and integration with existing systems.
3. Facilitate and assist in communication among project teams - including architect and engineer, general or prime contractor, subcontractors, and LHA personnel.
4. Assist in meeting preparations and attend meetings with the project team.
5. Assist with project schedule maintenance and compliance. Processing invoices for payment and tracking.
6. Tracking project cost to available budget. Create, prepare, or collect and file project meeting minutes.
7. Track and report department deadlines for preparation and submission.
8. Responsible for obtaining, storing (electronic) distributing and tracking warranty certificates so that all stakeholders are noticed in a timely fashion.
9. Responsible for obtaining information and assembling manuals (hard copy and electronic).
10. Assist in the conversion of records and the manual contract management process to a “smart” and intuitive digital process.
11. Develop knowledge and facility of use with state and federal software systems and record keeping such as state DHCD’s CIMS, CPS and CapHub systems and U.S. HUD EPIC and other federal portal sites required for data and capital fund reporting.
12. Assist project managers with any additional duties, including without limitation: a. Governmental reports such as the U.S. HUD Labor/Wage report (HUD-4710), EPIC energy-related project reports and data updates. b. Energy conservation audit preparation and site audit assistance. c. Compile attachments and Environmental Review Report book. d. Research project management software and convert documents from recent projects including certified payrolls, submittals, etc. per the project checklist. e. Keep all project files current and complete based on project checklist. f. Obtain, copy, scan, catalogue documents to promote durable and searchable records of all projects and integrate into system property information.

EDUCATION AND EXPERIENCE  The nature of this work requires considerable prior work experience, where skills in construction administration services and office technology are demonstrated. Formal training in office management and practices, business English, business math, typing, report writing, and operation of office machines. Candidate shall possess a valid Massachusetts Driver's License. An associate degree is required, but may be substituted by sufficient years of relevant experience.   Annual Salary: $40,000 with benefits