File Management Assistant Jobs in Illinois (NOW HIRING)

• Assist in managing the daily operation of the community, ensuring smooth and efficient day-to-day functioning. Create and maintain a welcoming environment for a diverse range of individuals, demonstrating courtesy, diplomacy, and a commitment to service excellence in all interactions. In absence of the Site Director or during emergency situations, assume the responsibilities of the Site Director under the direction of a Program Manager or Team Lead. Able to respond to emergencies as needed, after hours and/or on weekends.
• Manage all receivables, including the collection, deposit, and posting of monthly rent payments, and issues timely notices for delinquent accounts in accordance with CCAC policies. Processe property-related invoices accurately upon receipt, ensuring prompt entry into the organization's designated accounting system and adherence to established procedures. Prepare and submit all required compliance reports and ensure readiness for annual audits. Perform a full range of administrative duties and coordinates resident service.
• Support the maintenance of community outreach and waitlists, including the annual update process and the opening or closing of lists as needed. Complete housing applications promptly to evaluate and verify compliance with tenant selection criteria and program eligibility requirements. Assist with the move-in and recertification process by scheduling interviews, facilitating the completion of forms, following up on required documentation, performing rent calculations, and preparing lease agreements. Ensure that all physical and electronic community files are maintained in strict accordance with CCAC (Catholic Charities of the Archdiocese of Chicago) standards, as well as investor and regulatory organization requirements.
• Report all issues and unusual situations to the Site Director and Program Manager, providing recommendations as appropriate. Assist with annual, unit, and site inspections. Support resident activities, including event setup and cleanup. Respond to and coordinate the resolution of resident and maintenance-related emergencies. Provide training support as needed and participate in specialized training sessions offered by regulatory agencies, investors, funding bodies, and/or the organization.
• Engage in ongoing learning, training, and skill development, seeking and applying feedback to continuously improve performance and contribute to team and organizational success.

PLEASE NOTE: Essential functions include all other duties and responsibilities as assigned.

• Kneel and move from sitting, bending, kneeling, or standing multiple times a day
• Climb up and down up to 3 flights of stairs at a time
• Lift, push, and pull up to 25 lbs

Other Requirements: Comply with program and/or requirements related to:

• Background check

Education and Experience Requirements:

• H.S. Diploma or General Education Degree (GED) 1-3 years relevant experience
• Proficient in property management software.
• Experienced in handling resident disputes and emergencies with composure and effectiveness.
• Experience maintaining files to meet compliance audit requirements.
• Skilled in managing vendor relationships and monitoring service quality.
• Capable of assisting in the planning, coordination, and execution of resident activities.

• Associate's Degree (AA) 3-5 years relevant experience
• Professional, courteous, and committed to providing exceptional service. Strong conflict resolution and mediation abilities.
• Proficient in Microsoft Office.
• Strong problem solving and mathematic skills. Exceptional attention to detail and accuracy in all work.
• Proven ability to maintain precise records, manage multiple priorities, and demonstrate strong organizational skills.
• Clear and effective verbal and written communication skills, with particular strength in conveying funding guidelines and preparing resident notices.

Certifications and Licensure

• Minimum Must obtain NCHM Certified Occupancy Specialist certificate within 18 months.
• Preferred NCHM Certified Occupancy Specialist (COS)