Housing Community Office Assistant

Embrace Living Communities; North Aurora (IL); On-site; USD 25,000 - 34,000; Full time

Job summary

Embrace Living Communities is seeking a Housing Community Office Assistant to provide clerical support and ensure compliance with HUD regulations. You will help maintain resident files, process rent payments, and assist residents with form completion in a welcoming, organized office environment.

The role requires strong communication, attention to detail, and ability to work with residents, staff, and vendors. Experience in affordable housing and a valid Illinois driver’s license are preferred.

Qualifications

• Associate degree and 3 years affordable housing related experience preferred, or equivalent combination of education and experience.
• Knowledge of fair housing regulations.
• Ability to read, analyze, and interpret common technical journals, financial reports, and legal documents.
• Ability to interact clearly and effectively with supervisor, residents, staff, vendors, and guests, in writing and speaking.

Responsibilities

• Provides clerical support to the housing community in accordance with company policies and HUD regulations.
• Receives, deposits, and posts rent payments; maintains files.
• Greets residents and assists visitors; answers phone and directs calls.
• Prepares and distributes documents and correspondence; processes service requests.
• Maintains waiting lists and participates in resident interviews as required.

Skills

Attention to detail

Time management

Professionalism

Teamwork

Communication

Analytical thinking

Organizational skills

Confidentiality

Education

Associate degree

Affordable housing experience

COS certification

TCS certification

Illinois Leasing license

Driver's license

Tools

Microsoft Office

Job description

Description

Housing Community Office Assistant

Reports To: Manager

FLSA Status: Hourly Non-Exempt

SUMMARY

The Housing Community Office Assistant provides clerical support to the housing community in accordance with company policies and HUD regulations and contributes to the team effort of providing quality, welcoming homes to all residents.

DUTIES AND RESPONSIBILITIES

To complete this job successfully, each essential duty listed below must be performed properly. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Creates a respectful living environment for all residents that is aligned with the mission, vision, and values of the organization.
• Promotes harmonious relations among residents, guests, team members, vendors, and local area partners. Accepts role of Lead Manager as workplace mentor and cooperates accordingly.
• Supports a wellness culture that encourages active aging and living well.
• Reports noncompliance with the lease and house rules.
• Receives, deposits, and posts rent payments.
• Prepares outgoing mail, including applications to prospective residents. Receives, sorts, and routes incoming mail, including applications from prospective residents.
• Maintains waiting list and participates in prospective resident interview process, as required.
• Greets, assists, and monitors visitors of the management office. Answers incoming phone calls, transferring callers to the appropriate extension or taking and forwarding messages.
• Prepares and distributes various documents and correspondence, including service requests.
• Assembles, maintains, and follows up on applications and certification packets.
• Reviews invoices for accuracy and codes and submits invoices to the Manager for approval.
• Maintains resident, application, service request, and vendor files.
• Lays out, prints, and distributes monthly newsletter to residents.
• Provides administrative assistance to the Manager.
• Addresses residents’ questions properly and provides information in a respectful, open, and welcoming manner. Assists residents in completion of required forms and documents.
• Maintains proper inventory of office supplies.
• Performs all other duties as assigned.

QUALIFICATIONS

To qualify for this job, the skill sets, licenses, and certifications listed below should be met.

• Education and/or Experience – Associate’s degree (A.A.) from an accredited college or university and 3 years affordable housing related experience preferred, or equivalent combination of education and experience. Requires knowledge of fair housing regulations.
• Language Skills – Ability to read, analyze, and interpret common technical journals, financial reports, and legal documents. Ability to respond to common inquiries or complaints from residents, regulatory agencies, or members of the community. Ability to effectively present information to management, public groups, and/or board of directors. Ability to interact clearly and effectively with supervisor, residents, staff, vendors, and guests, in both written and oral communication.
• Mathematical Skills – Ability to calculate figures and amounts such as annual income, averages, discounts, interest, commissions, proportions, percentages, and area.
• Computer Skills – Proficient in computer skills including electronic mail, record keeping, routine database activity, word processing, spreadsheet, and graphics. Above-average knowledge of Microsoft Office.
• Licenses – Leasing Agent or Broker’s license for Illinois communities must be obtained. Valid driver’s license and ability to drive as needed.
• Certifications – COS certification and TCS certification (where applicable).

COMPETENCIES

To perform this job effectively and efficiently, the competencies listed below should be met.

• Confidentiality – Maintains all work communication and information confidential as per code of ethics and organizational policies.
• Professionalism – Reacts well under pressure, follows through on commitments, and treats others with respect and consideration regardless of their status or position.
• Teamwork – Works with others to achieve a desired result by finding common ground and practicing attentive and active listening.
• Attention to Detail – Focuses on one task at a time ensuring proper completion the first time and every time.
• Time Management – Prioritizes work, sets goals, develops realistic action plans, uses time efficiently, and plans for additional resources (as needed) to accomplish daily duties.
• Analytical Thinking – Synthesizes complex information, collects and analyses data, and uses intuition, experience, and data to effectively troubleshoot.
• Complex Problem Solving – Identifies complex problems and reviews related information to develop and evaluate options and implement solutions.
• Critical Thinking – Uses logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.
• Organizational Support – Knows and follows policies and procedures and supports the organization's mission, vision, and values.

PHYSICAL DEMANDS

To complete the duties of this job, the physical demands listed below must be met.

• Remains in a stationary position for 90 percent of the time while performing office work.
• Moves around inside the office and housing community occasionally.
• Operates a computer and other office machines constantly, including a calculator, copy machine, fax machine, and computer printer.
• Moves up to 15 pounds regularly and up to 25 pounds occasionally.

WORK ENVIRONMENT

To perform this job, the work environment includes the considerations listed below.

• Works in a controlled office climate.
• Encounters exposure to wet and/or humid conditions on occasion.
• Completes tasks in an environment with a noise level that is usually quiet.