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Property Specialist - Murfreesboro Housing Authority

Murfreesboro Housing Authority seeks a Property Specialist to work at Westbrooks Towers, a Senior High-rise Independent Living Apartment Complex. The primary purpose of this position is to work with and assist the Community Manager with the daily operations of the HUD Multifamily­/LIHTC Property. The individual must enjoy working with senior citizens, have experience in consultation and interviewing techniques, detail oriented, and be proficient in mathematical calculations. Prefer someone with HUD Multi-Family and Low-Income Housing Tax Credit property experience with an Associate's Degree and 3 years' experience in the administrative operations of property management. An equivalent combination of education and experience may be considered. The applicant must have strong computer skills (e.g. MS Word, Excel, PowerPoint and Outlook). Must have the ability to learn other computer software programs as required by assigned tasks. Interested applicants should send resume and salary requirements to C.E.O. Murfreesboro Housing Authority, 415 N. Maple Street, Murfreesboro, TN 37130 or email. MHA is an EOE.

Position Title: Property Specialist
Department: Westbrook Towers
Reports to: Community Manager
Employment Status: Full-Time
FLSA Status: Non-Exempt 
Date Created: August 2019 

The primary purpose of this position is to determine eligibility of low-income families for placement in vacancies in compliance with applicable regulations. The incumbent is responsible for ensuring that all discretionary activities are administered in conformance with Authority policy.

All activities must support Murfreesboro Housing Authority's ("MHA" or "Authority") mission, strategic goals, and objectives.

Essential Duties and Responsibilities

  • Maintains and updates CST with new and existing residents to ensure it is up-to-date.
  • Processes end of day reports and balances daily.
  • Processes and closes end of month reports and statements.
  • Issues eviction letters and lease violation letters and follows up to ensure concerns have been addressed.
  • Assists residents with television issues and set-up.
  • Maintains and monitors vending machine inventory.
  • Responds to medical alert emergencies.
  • Processes paperwork associated with move-in (e.g., lease signing, move-in inspections).
  • Assumes role of the Property Manager during their absence and conducts the move-out inspections.
  • Drafts notices and distributes to residents.
  • Drafts all documentation for tax credit files associated with new move-ins; verifies documentation is in compliance with IRS.
  • Photographs during move-in and documents in SACS.
  • Manages telephone communication (e.g., takes messages, transfers calls); greets on-site visitors and directs them to the appropriate personnel; manages mail, faxes, internal memorandums and other publications.
  • Interviews applicants and addresses applicant concerns (e.g., program, application process, waiting list placement;) explains decisions if application is denied.
  • Assists applicants in completing forms and identification of required documents.
  • Reviews applications and documentation for completeness logs applications, and accurately inputs date into computer.
  • Prepares and sends written requests for income verification; obtains, verifies, and calculates all sources of income and resources to determine financial eligibility of applicants.
  • Processes criminal background checks reviews and evaluates criminal offender record information.
  • Participates in program eligibility determination process; contacts and interviews references; ranks applications according to successful compliance with eligibility requirements and established policies.
  • Requests additional documentation from the applicant and/or references when appropriate; verifies that all requirements for written independent verification of information, are met in an appropriate and timely manner
  • Notifies applicants, in writing, of eligibility determination in accordance with HUD regulations and Authority policy.
  • Identifies appropriate type of residential complex or unit for specialized individual needs.
  • Verifies preferences for waiting list applicants and refers to suitable housing program; forwards updated and completed applicant files to the Project Managers and/or HCV Director as appropriate.
  • Maintains and updates the waiting list application information into the appropriate system.
  • Reviews and updates applicant files and associated information.
  • Collaborates with supervisor to reconcile tenant accounts; enters and posts rent cash receipts received into appropriate system; posts credits and debits, and balances accounts.
  • Updates system to reflect late rent; prepares late notices as appropriate.
  • Verifies tenant account corrections are made to include processing immediate retroactive payments.
  • Responds to maintenance calls/notices concerning maintenance repairs, as needed; determines nature of work orders and prioritizes by urgency; dispatches maintenance staff work orders to appropriate personnel; follows up on work progress as necessary.
  • Participates in informal hearings with clients/tenants regarding termination of assistance relevant to rent issues, criminal etc.
  • Maintains confidentiality of highly sensitive documents and information.
  • Accountable for consistent adherence to strong Authority standards regarding the ethical, responsible, and appropriate use, care, and safeguarding of Authority materials, supplies, resources, and other assets.
  • Completes other related duties as assigned.

Required Knowledge, Skills, and Abilities 

  • Knowledge of the general operations and procedures of MHA properties and HUD housing programs.
  • Knowledge of the proper MHA procedures for collecting, processing, and recording rental transactions.
  • Skills in the operation of commonly used office equipment, especially the use of personal computers for word processing and spreadsheet applications.
  • Skills in providing instruction on the HUD and MHA program requirements to potential participants.
  • Skills in customer service and resident relations.
  • Good knowledge of GAAP, basic bookkeeping principles, recordkeeping procedures, budgeting, cost allocation, auditing, and financial reporting.
  • Ability to determine, calculate, tabulate, or summarize data/information and includes performing subsequent actions in relation to these computational operations.
  • Ability to prepare and present ideas in a clear and concise manner, both orally and in writing.
  • Ability to perform program-required computations with speed and accuracy.
  • Ability to establish and maintain effective working relationships with co-workers, vendors, consultants, contractors, residents, HUD, and local, state, and federal officials. Ability to communicate with people from a broad range of socio-economic backgrounds.
  • Ability to maintain composure and tactfully handle difficult situations and interpret questions correctly; ability to behave in a friendly, understanding, helpful and professional manner with clients/customers, coworkers, supervisors, subordinates, and the general public.
  • Ability to be covered under the Housing Authority's fidelity bond.

Behavioral Competencies 
Job Knowledge: Exhibits requisite knowledge, skills, and abilities to perform the position effectively. Demonstrates knowledge of policies, procedures, goals, objectives, operational entities, requirements and activities as they apply to the assigned organizational entity of the Authority. Uses appropriate judgment & decision making in accordance with level of responsibility.

Commitment: Sets high standards of performance; pursues aggressive goals and works hard/smart to achieve them; strives for results and success; conveys a sense of urgency and brings issues to closure; persists despite obstacles and opposition.

Customer Service: Meets/exceeds the expectations and requirements of internal and external customers; identifies, understands, monitors and measures the needs of both internal and external customers; talks and acts with customers in mind.  Recognizes work colleagues as customers.

Effective Communication: Ensures important information is passed to those who need to know; conveys necessary information clearly and effectively orally or in writing. Demonstrates attention to, and conveys understanding of, the comments and questions of others; listens effectively. 

Initiative: Proactively seeks solutions to resolve unexpected challenges. Actively assists others without formal/informal direction. Possesses the capacity to learn and actively seeks developmental feedback. Applies feedback for continued growth by mastering concepts needed to perform work.

Responsiveness and Accountability: Demonstrates a high level of conscientiousness; holds oneself personally responsible for one's own work; does fair share of work.

Teamwork: Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; supports everyone's efforts to succeed.

Education and/or Experience 
Associate's Degree and a minimum of three (3) years of experience in the administrative operations of a housing development. Secondary training in accounting is helpful. An equivalent combination of education and experience may be considered.

Occupancy Specialist Certification should be obtained within one (1) year of employment or other allowable period of hire as authorized by the Executive Director.

Some positions may require possession of a valid driver's license and the ability to be insurable under the Authority's automobile insurance plan at the standard rate.

Technical Skills
To perform this job successfully, the employee should have strong computer skills (e.g. MS Word, Excel, PowerPoint, and Outlook). Must have the ability to learn other computer software programs as required by assigned tasks.

Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

To perform this job successfully, the employee is frequently required to remain in a stationary position. Daily movements include sitting; standing; reaching and grasping; operating computers and other office equipment; moving about the office; and attending onsite and offsite meetings. The employee must be able to exchange information in person, in writing, and via telephone. The employee must occasionally transport up to 25 pounds.

Work Environment 
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Office environment. The noise level in the work environment is moderate.

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