Housing & Facilities Program Assistant

Snhs; Location (WV); On-site; USD 37,195 - 39,950; Full time

Job summary

Snhs in United States, West Virginia is seeking an accounting/administrative professional to assist the Housing Director, Housing Managers and the Fiscal Officer. The role covers accounts payable, accounts receivable, purchasing, and housing policy adherence.

You will support the CAPHR programs, manage QuickBooks purchase orders, verify invoices, and ensure timely payments. Proficiency with MRI Rental Software and HUD/LIHTC compliance is valuable.

Qualifications

• BA/BS in Business or related field or equivalent work experience in a similar position.
• Prior work in the housing management field is helpful.
• Knowledge of HUD, NHHFA and LIHTC programs are beneficial.
• Expertise in Excel, Quick Books, Microsoft Office a must.
• Experience with Financial Edge and MRI Rental Software or similar housing management software is preferred.
• Prior experience in accounting areas such as A/P, A/R, and payroll is helpful.

Responsibilities

• Provide administrative and operational support to the Housing Director.
• Respond to purchasing and fiscal questions with Housing Director or Fiscal Officer.
• Create, track and manage purchase orders using QuickBooks per policy.
• Enter invoices into the accounting system and ensure timely payment processing.
• Review vendor invoices for accuracy and policy compliance.
• Verify expense coding and allocation to departments and programs.
• Post payment batches and review monthly cash receipt packets.
• Serve as MRI AH Software administrator and liaison with MRI reps.
• Coordinate with Maintenance Supervisors and Housing Managers on work orders.
• Enter housing application data per Waitlist guidelines.
• Review MRI vacancy reports and prepare budget meeting backups.
• Handle tenant security deposit refund process.
• Participate in HUD Security Subsystem coordination.
• Submit PRAC Contracts for 5-year renewals.
• Process Annual A-9 and A-12 packets for town reporting.
• Maintain compliance with HUD Occupancy and LIHTC rules.
• Attend training and perform related duties as assigned.

Skills

Professional boundaries

CAPHR policies

Professional image

Referrals to CAPHR programs

Driver’s license & travel

Multitasking / prioritization

Education

BA/BS in Business or related field or equivalent work experience

Tools

Excel

QuickBooks

Microsoft Office

MRI Rental Software

Financial Edge

Job description

The incumbent in this position is responsible for assisting the Housing Director, Housing Managers, and the Fiscal Officer with tasks including Accounts Payable, Accounts Receivable, the purchasing process and housing policies and procedures.

SUPERVISION RECEIVED

Works under the direct supervision of the Housing Director and general supervision of the Fiscal Officer. This position has accountability to the Housing/Operations Accountant.

SUPERVISION EXERCISED

This position has no supervisory responsibilities.

RATE

$26.94- $29.35

JOB RESPONSIBILITIES

• Provide administrative and operational support to the Housing Director.
• Respond in a timely fashion to all managers who have questions regarding purchasing and other fiscal related questions with the assistance of the Housing Director or the Fiscal Officer.
• Create, track and manage purchase orders using QuickBooks, following policies outlined in the CAPHR Purchasing Policy Manual.
• Enter invoices into the accounting system and ensure timely and accurate payment processing.
• Review and verify vendor invoices and support documentation for accuracy and compliance with established policies and procedures.
• Confirm proper backup documentation, authorization, coding, and allocation of expenses to appropriate departments and programs.
• Post payment batches and review monthly cash receipt packets from the housing managers, verify accuracy and document completeness.
• Act as MRI AH Software administrator, assigning user roles, training, technical support, managing Report Gateway and contact person with MRI representatives regarding renewals and advanced support.
• Works closely with Maintenance Supervisors and Housing Managers to ensure proper work order entry and preventive maintenance work is conducted as assigned by the Facilities Director.
• Enter preliminary and basic information from housing applications based on Waitlist eligibility guidelines from the 4350.1 and Tenant Selection Plan.
• Review monthly MRI vacancy reports, collect pertinent back-up information for Housing budget meetings.
• Perform tasks associated with tenant security deposit refund process.
• Perform tasks associated with being a HUD Web Access Security Subsystem (WASS) Coordinator.
• Submit PRAC Contracts for 5-year renewals.
• Process Annual A-9 and A-12 packets for town reporting.
• Must be able to solve problems, effectively multi-task, and prioritize job duties.
• Attend training as provided to remain current in HUD Occupancy Compliance 4350.2 Change 2, Rev 1, HUD Management Compliance 4350.1, LIHTC Compliance, Fund Ware programs, Quick Books, MRI Rental Software and all CAPHR policies and procedures.
• Performs other related duties as assigned.

REQUIRED SKILLS AND ABILITIES

• Will maintain professional boundaries with all current, past, and prospective clients, and maintain the confidentiality of clients and staff, in accordance with CAPHR policy and procedure.
• Abide by all CAPHR Safety policies and procedures.
• Present professional and positive image as a representative of CAPHR.
• Responsible for having adequate knowledge of all CAPHR programs to make referrals to other CAPHR programs which are beneficial to the client and his/her family.
• Must possess a valid driver’s license and be able to travel when needed
• Perform other related duties as required.

EDUCATION AND/OR EXPERIENCE

• BA/BS in Business or related field or equivalent work experience in a similar position;
• Prior work in the housing management field is helpful.
• Knowledge of HUD, NHHFA and LIHTC programs are beneficial.
• Expertise in Excel, Quick Books, Microsoft Office a must.
• Experience with Financial Edge and MRI Rental Software or similar housing management software is preferred.
• Prior experience in accounting areas such as A/P, A/R, and payroll is helpful.