Property Assistant Jobs in Springfield, IL (NOW HIRING)

Position Summary: The incumbent is responsible for the quality of life as well as the physical and financial condition of the assigned property. Responsible for the management of low-income public housing.

ESSENTIAL FUNCTIONS:

1. Ensuring at least "standard" performance under HUD's Assessment System (PHAS) indicators:
   • Physical condition of the units, buildings and systems;
   • Financial condition of the property;
   • Management performance of the property;
   • Resident satisfaction;
   • Monitoring cash flow at the properties;
   • Confirm daily receipts and make deposits daily;
   • Purchasing goods and services only when needed, when policies have been followed, and when funding permits;
   • Maintaining inventory control of all equipment, materials and supplies assigned to the site;
   • Providing information to the Executive Director, Deputy Executive Director, or other PHA officials as required;
   • Preparing or reviewing HUD financial reports as required
     
2. Directing, controlling, monitoring and evaluating the performance of all other site staff in compliance with the Personnel Policy:
   • Organizing, scheduling, supervising and monitoring the quality and quantity of work of the site staff;
   • Working with the Director of HR to recruit, hire, train, supervise, promote/demote, transfer, lay off, and terminate site staff;
   • Enforcing performance standards for all positions supervised, including monitoring performance improvement plans when warranted;
   • Signing off on and maintaining employee time records, leave records, and over-time authorizations;
   • Carrying out progressive discipline when needed;
   • Working with employees to establish performance targets and appraising employee performance at least annually;
   • Training staff as required
     
3. Working with residents to ensure that they receive accurate and timely information, opportunities for input, fair hearings on problems, and support for their ideas and activities, including:
   • Attending Resident Council meetings when invited;
   • Supporting Resident Council initiatives;
   • When available, providing funding for Resident Council activities;
   • Meeting with residents on request;
   • Conducting informal hearings on resident grievances;
   • Organizing annual meetings of residents to obtain input on the Capital Plan;
   • Providing Resident Council with timely copies of the Annual Plan, Five Year Plan, and any revisions to policies for review and comment
     
4. Taking part in the capital planning and redevelopment process, including:
   • Obtaining recommendations from staff about capital work needed and priorities for such work;
   • Participating in the development of the annual capital plan;
   • Working with the CFP staff in carrying out capital work at the properties (including, for example, obtaining access to occupied units);
   • Inspecting and signing off on capital work at the property prior to final payment of contractors
     
5. Supervising day-to-day maintenance of the property, including:
   • Overseeing the development of the annual, monthly and weekly maintenance calendars upon which routine and preventive maintenance activities are scheduled and work orders issued;
   • Supervising, logging, and monitoring the prioritization, assignment, close-out, and quality control of resident maintenance requests;
   • Ensuring 24-hour emergency maintenance service is available;
   • Walking the property daily (rain or shine) to check for skips, curb appeal, hazardous conditions and other needs; inspecting common areas, hallways, community rooms, and interior hallways daily and ensures that work orders are issued to address deficiencies;
   • Inspecting vacant units, assigning make-ready work, tracking make-ready time;
   • Determining when and what residents should be charged for damages and neglect beyond normal wear and tear; Keeping the list of "charges in addition to rent" updated and accurate;
   • Conducting UPCS inspections of each unit, documenting the results and correcting all deficiencies, including workability of smoke alarms;
   • Coordinating with the HUD UPCS inspector to ensure that all units are available for inspection and that all deficiencies noted are corrected within the HUD-specified timeframes
     
6. Ensuring prompt leasing of ready units, including:
   • Recommending the opening or closing of the waiting list;
   • Marketing and recruitment of applicants for the waiting list;
   • Assisting applicants in completing applications for public housing;
   • Reviewing applications for completeness, obtaining verifications, determining eligibility, inputting applications to the PHA computer system, establishing applicant files, briefing applicants on requirements for eligibility and for leasing, providing applicants with information on privacy requirements, establishing and maintaining tenant files;
   • Screening applicants for compliance with PHA admissions requirements, documenting and verifying all requirements;
   • Taking appropriate steps to process the move-out of families, processing the security deposit in accordance with Illinois law and PHA policies;
   • Ensuring that the exterior of the property, the route to the unit and the unit itself is clean and attractive prior to showing to a prospective resident;
   • Processing new families, including move-in briefing, move-in inspection, calculation of pro-rated rent, regular rent, collecting security deposit and pro-rated rent, signing the lease, and updating PHA's systems with all required tenant and accounting information
     
7. Conducting annual reexaminations and interim adjustments to compute rent timely, accurately and in compliance with Admissions and Continued Occupancy Policy (ACOP) and HUD's Rental Integrity Standards, including:
   • Notifying residents of their upcoming annual reexam 90 to 120 days before the anniversary date;
   • Verifying income and deductions in compliance with HUD RIM standards;
   • Computing rent and determining Utility Allowances accurately;
   • Offering all residents a choice between Income--based and Flat Rents at each Annual Reexamination
   • Notifying residents of rent increases at least 30 days before the recertification date;
   • Documenting all actions properly in resident files; maintaining a high standard of file organization;
   • Performing interim adjustments to rent in accordance with PHA's Lease and ACOP
     
8. Enforcing the lease firmly and fairly on all residents, including:
   • Conducting orientations for new residents to familiarize them with lease requirements;
   • Sending 14-day notices for non-payment of rent by the 10th calendar day of the month;
   • Sending 30-day notices for non-payment of charges in addition to rent by the 10th calendar day of the month;
   • Placing a resident who owes delinquent rent or charges on a repayment agreement so long as:
     • The resident is not already on a repayment agreement;
     • The resident pays at least 15 percent of the amount owed at signing;
     • The resident agrees to pay 10 percent of adjustment monthly income on the delinquent balance until paid;
   • Filing a resident for lease termination if the resident
     • Has not paid rent or signed a repayment agreement by the 15th of the month;
     • Has not paid charges in addition to rent or signed a repayment agreement by the 10th of the following month;
     • Has not paid the agreed upon amount under any repayment agreement by the 10th of the month;
   • Processing residents for lease termination when any adult family member, guest or other person under the resident's control engages in:
     • Drug-related criminal activity; or
     • Criminal activity that is a threat to the life, health, or safety of other residents, staff or neighbors of the property; or
     • Alcohol abuse that results in a lease violation
   • Notifying residents promptly, in writing, of any other lease violation, working with them to resolve the violation, and, if they fail to resolve the violation, taking prompt action, up to and including lease termination, for failing to correct the violation;
   • Appearing in court for site evictions and other lease enforcement actions;
     
9. Acting as an advocate for residents with education, employment, health, or other non-housing service agencies;
   
10. Maintaining adequate systems for resident safety and security, including:
    • Dealing promptly with any hazardous situations to prevent accidents;
    • Enforcing the lease violations of the bans on criminal activity and drug-related criminal activity;
    • Coordinating with local law enforcement to prevent crimes and enforce the law;
      
11. Recommending improved operating policies and procedures, including submitting sample wording for such improvements;
    
12. Submitting monthly and annual reports to the Executive Director covering such areas as:
    • Property performance under PHAS;
    • Compliance issues if any;
    • Financial management;
    • Crimes and accidents, if any;
    • Personnel problems, if any, as well as staff commendations;
    • Lease terminations, lease enforcement and other resident issues;
    • Annual reexaminations due and completed
      
13. Ensures compliance with all applicable policies and procedures of the Springfield Housing Authority
    
14. Maintains regular and reliable attendance.
    
15. Contributes to team efforts by performing other duties and responsibilities as required or assigned