Job Description

Summary

Performs assigned administrative duties in accordance with established procedures and as directed by supervisor; Demonstrates the philosophy of the sponsoring Lutheran congregations, through upholding the LSS mission of “Older Adults Living Life to the Fullest”, core values and code of conduct.

Essential Functions

1. Performs monthly data entry into HUD software program and generates reports for review by site manager; Creates HAPS report shortly after the first of the month, sending the original to the file and copy to Lutheran Senior Services corporate office

2. Uses HAPS report to create TRACS and performs electronic transmission of this data to HUD; Works directly with HUD and/or software vendor support staff for software issues

3. Collects security deposits and monthly rents and credits accounts; Makes copies of rents received and of deposit slips for funds deposited in property account(s); Issues receipts for collections; Works directly with Lutheran Senior Services corporate finance department staff to ensure all monies are collected and recorded accurately; Notifies site manager of delinquent rents

4. Completes the 50059 Certification and Re-certification form and maintains in resident files

5. Prepares and maintains resident files according to HUD requirements; Ensures all forms, including the lease are complete with dates and signatures; Completes resident file checklist

6. Assists in preparation of documents needed at site such as disaster plans, safety plans, OSHA and ADA plans, Energy Conservation Plans, Tenant Selection Plan, Rent Collection Plan, Lease Enforcement Plan, Re-Certification Plan, Resident Handbooks, and resident monthly newsletter, etc.; Keeps manuals updated with new information

7. Tracks data for benchmarking reports and referral tracking reports and submits to Site Manager

8. Keeps data for property such as account numbers of the various vendors, property phone numbers, emergency code numbers for the various alarm services and other data needed by the administrator; Keeps list of vendors and phone numbers updated

9. Attends to incoming correspondence and prepares responses to such or refers appropriate person for follow-up; Answers the phone and takes messages or relays messages

10. Assists with and participates in service events, health screenings and pastoral care programs and resident events at the property

11. Maintains files for site manager; Keeps documents safe, confidential, and retrievable; Keeps file of emergency data and information for each resident in the property

12. Keeps resident list of disabled or those needing assistance or those on oxygen up to date at the desk in the event of an emergency

13. May be designated to serve in the capacity of a file auditor, which includes (but is not limited to) reviewing all certifications (annual, interim, and move-in) for all Affordable Housing locations prior to effective date, resolving any errors identified and approving the packets to move forward; facilitating monthly Leasing Associate meetings; and providing training for new Leasing Associates and support training for new Community Managers

Qualifications, Knowledge, Skills, and Ability

• High School diploma or GED required

• Experience with residential management and/or experience with increasing responsibility with a focus on detail, organization and business office functions preferred

• Must successfully pass the LSS occupancy test within 90 days of employment (pre-test training provided at no cost if needed); NAHRO and RAM certification preferred

• Ability to read, analyze and interpret general and professional documents

• Ability to write routine reports and correspondence

• Ability to effectively present information in one on one and small group situations

• Proficient computer skills, including electronic mail, record keeping, routine database activity, word processing, spreadsheets, graphics, etc.

• Must possess the ability to make independent decisions when circumstances warrant such action; Must be available to assist at any other affordable housing property under special circumstances should the need arise

Physical Requirements and Working Conditions

• Lifting: Up to 30 lbs.

• Temperature/Weather Climate: controlled

• Noise Level: Moderate

• Physical activity: Non-strenuous activities of an administrative nature

• Risk of electric shock: Slight

• Exposure to Fumes or airborne particles: Slight

• Exposure to Toxins or caustic chemicals: Slight

This job description is intended to describe the general nature and level of work performed by those assigned to this classification. This job description in no way states or implies that these are the only duties to be performed by those occupying this position. The job description and job functions described herein are subject to possible modification by LSS in accordance with applicable federal, state, and local laws.