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Title Housing Clerk
Start Date 05022022
Location Central office
Job Information

Position Summary

Responsible for administering the work order system and for providing clerical support functions.  The duties listed below are illustrations of the various types of work that may be performed.  The omission of specific statements regarding duties does not exclude them from the position if the work is similar, related, or a logical assignment in association with this position.

Responsibilities

Undertakes and performs the following and all other work-related duties as assigned.

  1. Answers multi-line telephone in a courteous manner and takes messages, transfers calls to voice mail, or refers calls to other employees or departments as appropriate.
  2. Receives communications via the telephone, internet, fax, and in person and elicits sufficient facts and details to clarify indefinite or obscurely stated requests.  Exerts maximum effort to provide information to requester within area of expertise and parameters defined by supervisor.  Refers complex inquiries to appropriate personnel.
  3. Welcomes on-site visitors, determines nature of business, and announces visitors to appropriate personnel.
  4. May receive, open, sort, and route incoming mail, faxes, internal memorandums and other publications.
  5. Administers work order system as follows:
  • Receives incoming maintenance calls/notices concerning needed maintenance repairs of routine or emergency nature and responds in a courteous manner. Responds to process requests in a timely manner.
  • Determines nature of work orders and separates emergency, urgent, and general/routine work orders by category.
  • Accurately enters all work orders into the system and provides work order notification and tracking number to maintenance personnel and/or Property Manager as appropriate to the situation.
  • Dispatches Maintenance staff work orders and follows up on work progress as necessary.
  • May add a database code to serve as a marker for an invalid resident complaint (e., a complaint that did not justify work by maintenance staff).
  • May add an indicator to the work order database to show that a lease violation is the source of the work order request and to track and identify costs due to violations.
  • May review inspection results and code enforcement reports and generate follow-up work orders as appropriate.
  • Keeps a daily log tracking work orders generated, closed, and in progress. Updates status of all pending work orders.

6.  Maintains departmental files as follows:

  • Sorts or classifies information according to guidelines such as content, purpose, user criteria, or chronological, alphabetical, or numerical order.
  • Stores paper documents and information by preparing folders and labels, rearranging materials for space allotment, and filing information in a timely and accurate manner, ensuring records are in proper order and all files are properly labeled.
  • Ensures electronic storage media is filed efficiently and is readily accessible for retrieval by authorized personnel.
  • Maintains filing systems integrity by adhering to departmental filing system policies and procedures.
  • Performs periodic inspections of materials or files in order to ensure correct placement, legibility, and proper condition.

7.   Prepares recertification notification letters, prepares recertification packets for residents and assists residents with completing the packets.

8.  Provides clerical support to assist designated departmental staff in the completion of their duties and responsibilities.

9.  Effectively uses word processing and other applicable software and hardware to accurately type, format, revise material such as correspondence, reports, statistical tables, proposals, and forms from rough draft, corrected copy, or previous version displayed on screen.

10. Reads instructions accompanying material or follows verbal instructions to determine format desired, number of copies needed, priority, and other requirements.

11.    Maintains security of confidential materials.

12.   Accountable for consistent adherence to strong Agency standards regarding the ethical, responsible, and appropriate use, care, and safeguarding of Agency materials, supplies, resources, and other assets.

Education and Experience

High school diploma or possession of a certificate of equivalence of High School Achievement (GED) and at least two (2) years experience as a receptionist, secretary, or an equivalent combination of education, training, and experience resulting in the ability to fulfill the essential job duties of the position.

The following Certifications must be obtained within one (1) year of employment or other allowable period of hire as authorized by the Chief Executive Officer or his/her designee:

  • Fair Housing

Knowledge and Skills

  1. Good knowledge of general office practices and procedures, including business English and arithmetic.
  2. Skilled in operating computer equipment, applicable Agency software, and general office machines.
  3. Ability to communicate clearly, concisely, orally and in writing.
  4. Ability to meet and deal tactfully and courteously with the public and to establish and maintain effective working relationships with other employees and residents.
  5. Ability to deal effectively with sensitive and confidential information.
  6. Ability to: understand and follow moderately complex written and oral instructions.

Supervision Controls

The employee receives assignments and instructions from the Property Manager.  Course of action, deadlines, and priorities may be established by procedure, the supervisor, or the employee, depending on the assignment.  The employee initiates routine activities without supervisory direction.  Problems or situations not covered by instructions are normally referred to the supervisor for resolution.  The employee’s work is reviewed for accuracy, completion, and compliance with policies and procedures.  The employee has no supervisory responsibilities.

Guidelines

The employee performs routine duties by following established HUD and Agency policies and procedures.  These guidelines cover most job-related situations and the employee may use independent judgment in making decisions within area of expertise and parameters defined by the supervisor.

Complexity

The employee performs a variety of routine and generally related tasks.  The course of action is determined by established procedure, the supervisor, or the employee.  Tasks frequently have to be coordinated, integrated, and/or prioritized.  Some computer applications may be difficult to accomplish and require resourcefulness and extra effort by the employee.  Decisions regarding unusual circumstances are referred to the supervisor.

Scope and Effect

The employees work affects the other Agency employees, and the perception of the Agency by clients and the general public.  The employee contributes to the smooth functioning of the department and Agency through efficient organization of assigned files/records and maintenance of the work order system.  Performing duties effectively, efficiently, and in a professional manner enhances relationships between the Agency and its clients and contributes to the Agency’s overall ability to provide housing that is decent, safe, and sanitary.

Personal Contacts

The employee has continuing contact with other Agency employees, residents, the general public, and vendors.  Most contacts are structured in nature and the employee is expected to use normal tact and courtesy.

Physical Requirements

  1. Work is principally sedentary, but may involve some physical exertion, such as kneeling, crouching, or lifting to obtain files and records, and eyestrain from working with computers and other office equipment.
  2. Must be able to sit and/or stand for up to eight (8) hours at a time while performing work duties.
  3. Must be able to bend, stoop, push, and pull in the performance of work-related duties.
  4. Must be able to use fingers bilaterally and unilaterally to operate job-related equipment.
  5. Must have vision and hearing corrected to be able to perform essential job functions.
  6. Must be able to perform essential job functions in an environment that will sometimes include increased levels of work-related stress.
  7. Must maintain a professional appearance and portray a positive image for the Agency.
  8. Must be able to maintain punctuality and attendance as scheduled.
  9. An employee may request a reasonable accommodation to mitigate any of the physical requirements listed above.

Work Environment

Work involves the normal risks or discomfort associated with an office environment and/or warehouse environment and is usually in an area that is adequately cooled, heated, lighted, and ventilated.

Other Requirements

  1. Must possess a State of North Carolina driver’s license and maintain a good driving record.
  2. Must be available for occasional overnight travel for training.
  3. May be required to work an unusual work schedule.
  4. Must pass employment drug screening and criminal background check.
  5. Must work with the highest degree of confidentiality.

The Sanford Housing Authority is an Equal Opportunity Employer. This job description is subject to change and in no manner states or implies that these are the only duties and responsibilities to be performed.  The duties herein are representative of the essential functions of this job. This job description reflects management’s assignment of functions; however, it does not prescribe or restrict tasks that may be assigned. Nothing in this document restricts management’s right to assign or reassign duties and responsibilities at any time.  The qualifications listed above are guidelines, other combinations of education and experience that could provide the necessary knowledge, skills, and abilities to perform the job may be considered at the discretion of the Chief Executive Officer.

Employment with the Sanford Housing Authority is on an “at-will” basis. Nothing in this document is intended to create an employment contract, implied or otherwise, and does not constitute a promise of continued employment.

Disclaimer:  The above statements describe the general nature, level, and type of work performed by the incumbent(s) assigned to this classification.  They are not intended to be an exhaustive list of all responsibilities, demands, and skills required of personnel so classified.  Job descriptions are not intended to and do not imply or create any employment, compensation, or contract rights to any person or persons.  Management reserves the right to add, delete, or modify and/or all provisions of this description at any time as needed without notice.  This job description supersedes earlier versions.

 

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Title Maintenance Technician
Job Information

Maintenance Technician
(Permanent Full-time)                     

The Sanford Housing Authority (SHA) oversees the operations of eight properties in Sanford, NC. SHA is an Equal Opportunity Employer. SHA is currently in need of an experienced and ambitious Maintenance Technician. The position provides support to the Maintenance Supervisor and Lead Maintenance Technician. The Maintenance Technician reports to the Maintenance Supervisor, and is responsible for maintenance activities related to compliance with the U.S. Department of Housing and Urban Development’s (HUD) rules and regulations, the SHA’s rules and policies, and Federal and State laws. Must adhere to established policies, procedures and internal controls.

This position will diagnose and correct routine maintenance needs in apartments, including work order requests, perform general maintenance tasks on SHA’s buildings and grounds and prepare records, clean and prepare vacant units for occupancy, perform general grounds keeping tasks to maintain clean, neat appearance of properties operated by the SHA.

Responsible for performing a variety of semi-skilled and skilled structural, plumbing, and electrical building maintenance work at SHA’s properties. Work involves repair and replacement of items such as windows, doors, gutters, cabinets, walls, ceilings, toilets, faucets, water lines, electrical outlets, and light fixtures. Also performs preventive maintenance tasks and grounds keeping tasks.

Candidate must be a team player and able to work with a diverse group of people. Candidate will work closely with residents and property management staff.

Minimum Qualifications: Ability to read and write in English, plus two years of building or apartment maintenance experience or an equivalent combination of training and experience. Ability to work “on call” for after hours maintenance problems.

All candidates must complete an application to be considered for the position. Background checks and drug/alcohol screenings will be performed.
Application Deadline: Open Until Filled

 

Técnico de mantenimiento
Contabilización de trabajos
(permanente completo)

La autoridad de vivienda de Sanford (SHA) supervisa las operaciones de ocho propiedades en Sanford, NC. Sha es un empleador de igualdad de oportunidades. Sha está actualmente en necesidad de un técnico de mantenimiento experimentado y ambicioso. La posición proporciona apoyo al supervisor de mantenimiento y al técnico de mantenimiento de plomo. El técnico de mantenimiento informa al mantenimiento Supervisor y es responsable de las actividades de mantenimiento relacionadas con el cumplimiento de las reglas y reglamentos del Departamento de vivienda y desarrollo urbano (HUD), las reglas y políticas de Sha, y las leyes federales y estatales. Deben adherirse a las políticas, procedimientos y controles internos establecidos.

Esta posición diagnosticará y corregirá las necesidades de mantenimiento rutinario en los apartamentos, incluyendo solicitudes de orden de trabajo, realizará tareas generales de mantenimiento en los edificios y terrenos de Sha y preparará registros, limpiará y preparará unidades vacantes para ocupación, realizará general mantenimiento de las tareas para mantener la apariencia limpia y aseada de las propiedades operadas por el Sha.

Responsable de realizar una variedad de trabajos de mantenimiento estructural, de plomería y de construcción eléctrica semi-hábiles y hábiles en las propiedades de Sha. El trabajo implica la reparación y el reemplazo de artículos tales como ventanas, puertas, canales, gabinetes, paredes, techos, tocadores, grifos, líneas de agua, enchufes eléctricos, y accesorios ligeros.  También realiza tareas de mantenimiento preventivo y tareas de conservación de terrenos.

El candidato debe ser un jugador de equipo y capaz de trabajar con un grupo diverso de personas. El candidato trabajará estrechamente con los residentes y el personal de administración de bienes.

Calificaciones mínimas: habilidad para leer y escribir en inglés más dos años de experiencia en el mantenimiento de edificios o apartamentos o una combinación equivalente de entrenamiento y experiencia. Capacidad de levantar a 50 libras y debe ser capaz de trabajar en condiciones climáticas extremas.  Todos los candidatos deben completar una solicitud para ser considerados para el cargo.  Se realizarán revisiones de antecedentes y exámenes de drogas y alcohol.

Por favor, envíe curriculum vitae a:
Autoridad de vivienda Sanford
Departamento de RRHH
P.O. Box 636
Sanford NC 27331
O por correo electrónico a: spdean@sha-NC.org
Plazo de aplicación: abierto hasta llenado
La aplicación está disponible en: www.Sha-NC.org

 

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Title Resident Services Specialist
Job Information

Responsible for assisting in planning, organizing, and conducting activities, events, programs, or services that support self- sufficiency, aging in place, and improved quality of life for housing assisted families.

Responsibilities

Undertakes and performs the following and all other work-related duties as assigned.

  • Assists in coordinating well-planned on- and off-site activities, recreation programs, special events, and special interest classes (g., arts, crafts, home and garden, health seminars and lectures, immunizations, exercise classes, cooking, cultural events, celebrations, games, etc.).
  • Assists in planning, designing, organizing, and coordinating activities and events for residents of various age groups to meet Resident Services goals and objectives.
  • Composes, letters, flyers, emails, memos, reports, newsletters and other documents as needed.
  • Provides awareness and assistance in recruiting families to participate in programs by explaining the Family Self-Sufficiency (FSS), Section 3, and Homeownership Programs to stakeholders.
  • Assist with RAD/Relocation, Davis Bacon and Section 3 activities.
  • Assist with Resident Council, Resident Advisory Board and Program Coordinating Committee activities.
  • Schedules and coordinates resident transportation to Agency events.
  • Assists in interviewing and assessing the needs of housing assisted families for the coordination of services.

Education and Experience

Must be enrolled in, or a graduate of, an accredited school of higher learning pursuing a degree in the social sciences, business administration, public administration, or closely related field.

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Title Accountant
Job Information

Responsible for protecting the assets of the Agency and perform all financial functions required for the successful administration of all funds received by the Agency in accordance with HUD and by GAAP regulations.  This is accomplished by conducting monthly bank reconciliations, preparing HUD subsidy drawdowns, calculating monthly assets, bookkeeping, and property management fees; preparing reports, filing of unclaimed property report to the State, and preparing year-end, semi-annual, and quarterly reports.  Within these functional areas this position is responsible for performance that positively contributes to the Agency receiving satisfactory ratings in HUD Agency performance evaluation systems, such as Public Housing Assessment System (PHAS), Section 8 Management Assessment Program (SEMAP), or other future HUD evaluation systems. The duties listed below are illustrations of the various types of work that may be performed.

 

Responsibilities

Undertakes and performs the following and all other work-related duties as assigned

 

  1. Maintains, analyzes and reconciles general ledger and subsidiary activity to identify accounting discrepancies and recommends corrective action and methods for resolution.

 

  1. Ensures assigned accounting, financial, and budgetary systems are maintained in accordance with Generally Accepted Accounting Principles (GAAP) and ensures compliance with applicable federal, state, and local laws and regulations and Agency rules and procedures.

 

  1. Prepares or reviews various financial statements, balance sheets, and internal and external reports, applying financial, statistical, and accounting principles and ensuring the timely flow of information to the Chief Financial Officer regarding status of all programs and budgets within area of responsibility.

 

  1. Prepares and posts deposit transactions to the General Ledger for all assigned properties

 

  1. Performs bank reconciliations and processes journal entries for payroll tax deposit expenses, insurance allocation, utility check expense, tenant accounts adjustments, transfer of expenses, and liability account adjustments.

 

  1. Compiles and analyzes cash flow information for general fund, monitors outstanding checks, and prepares financial statement and accounting schedules of assets, liabilities and general fund entries as needed.

 

  1. Collects appropriate data, makes appropriate entries into system to document business transactions, and prepares reports as assigned.

 

  1. Provides assistance and information important to the decision-making process to Chief Financial Officer.

 

  1. Requests and records payroll salary and benefits reimbursements based on the monthly recap from HR Generalist/Accounts Payable Clerk. Prepares, records, and posts the payroll processing costs for the Central Office and appropriate properties.

 

  1. Performs monthly and annual closing activities such as preparation and posting of capital fund benefit charges, rent account sheets, inter-Agency accounts reports, operating subsidy drawdowns, check runs, fund transfers, accounts payable, tenant balance report, etc.

 

  1. Prepares financial data schedule for HUD REAC yearly reporting and compliance requirements.

 

  1. Performs tenant accounting functions such as entering and posting cash receipts to tenants’ accounts in a timely and accurate manner, posting (credits/debits), balancing, and reconciling tenant and landlord accounts, ensuring timely updating of system to reflect late rent.

 

  1. Prepares HCV reporting such as VMS Reporting Monthly, prepares monthly utilization report for management staff, communicates with HUD Financial Analysts about concerns and questions regarding HCV funding.
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Title Assistant Property Manager
Job Information

Responsible of assisting in managerial and administrative work involving the management and operation of Agency properties.  Responsible for the Agency receiving at least a satisfactory rating concerning HUD agency scoring systems such as Public Housing Assessment System (PHAS) and other future HUD required evaluation systems.

Responsibilities

Undertakes and performs the following and all other work-related duties as assigned.

  • Answers all incoming calls, assists callers with requests and/or directs to the appropriate person or agency.
  • Answers inquiries concerning policies and practices associated with the application and/or re-examination processes in a courteous and professional manner or routes/directs inquiries to appropriate staff.
  • Assists Property Manager in showing vacant units to prospective residents, assists in processing applications, quotes price, describes features, discusses terms of lease, and communicates property and community amenities and available neighborhood services.
  • Maintains quality control on resident records and files to ensure consistency and compliance with regulations and program requirements.
  • Reviews lease documents for accuracy and completeness prior to execution of leases by authorized personnel.
  • Coordinates the proper disposition of all paperwork relating to renting or vacating housing units in accordance with established procedures.
  • Prepares and assists in distribution of notices of rent violations and assists Property Manager with lease enforcement.
  • Conducts annual and follow-up housekeeping inspections. Performs move-in inspections.

 

Education and Experience

Associate degree in Business, Public Administration, or Social Sciences from an accredited college or university and at least two (2) years of progressively responsible experience in management or in an administrative capacity in property management or low-income housing, or an equivalent combination of education, training, and experience resulting in the ability to fulfill the essential job duties of the position.

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