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HomeMy WebLinkAboutHousing Office ManagerCITY OF IOWA CITY – Job Description Job Class #10-09 FLSA Non-Exempt Civil Service Identification Position Title: Housing Office Manager Department: Neighborhood & Development Services Division: Neighborhood Services Supervisor: Housing Administrator Job Summary Responsible for the pre-auditing, budgeting and disbursing activities and facilitates central accounting operations for the Iowa City Housing Authority as well as general office management duties. Establishes and administers proper accounting procedures in accordance with City of Iowa City and Housing and Urban Development required accounting standards. Responsible to the Housing Administrator for the administration of all agency matters placed in his/her charge and shall assist the Housing Administrator in the administration of all other matters. Essential Job Duties and Responsibilities Assists in planning and organizing daily administrative services provided by the Housing Authority office. Ensures all HUD compliance requirements are met. Coordinates and communicates public housing maintenance procedures to appropriate vendors and service providers. Coordinates and ensures weekly housing assistance payments are made to landlords. Responds to complaints and requests for information. Supports other support staff in dealing with operational problems. Prepares check requests for payments to vendors and landlords through data entry and invoicing, account set up and mailing of payments; prepares various Housing and Urban Development reports. Utilizes Munis and maintains separate spreadsheets of expenditures for all programs to assist with required HUD reporting. Administers all accounting procedures, monthly and annually, for all Housing Authority programs including tenants accounts receivable information by entering information into computer system, sending payments to cashier, processing security deposits and sending invoices for payment. Administers repayment agreements/fraud recovery system by tracking account balances and repayments; enters repayment information in client management software and State of Iowa Income Offset program, sends payments to cashier; and, when necessary, sends invoices for payment. Job Class #10-09 Neighborhood Services Page 2 Updated 09/09/2022 Assists in preparation of annual Housing and Urban Development operating budget for Housing Authority and monitors budget expenditures. Assists in preparation of grant applications to be submitted to federal, state or local government concerning housing. Recommends to the Housing Administrator any measures necessary to improve Housing Authority operations. Maintains confidentiality of Housing Authority records. Prepares monthly required reports for public housing, including budget and grant information, statistics, and expenditures and revenues. Oversees daily office functioning; orders supplies; provides front desk coverage as necessary. Works with Accounting staff, sets-up new accounts and vendors; maintains records of payment; makes requests to Housing and Urban Development for reimbursement of funds spent; prepares reporting for federal program requirements. Receives clients/customers and other visitors and ensures Housing Authority customer satisfaction goals are met. As necessary, determines applicant eligibility and manages a caseload of families participating in the Housing Choice Voucher (HCV) Rental Assistance program. Conducts self in a manner which promotes and supports diversity and inclusivity in the workplace and community. Performs other related duties as required. Physical and Environmental Conditions The physical demands and work environment conditions described here are representative of those that must be met by an employee to successfully perform the essential functions of this job and are encountered while performing those essential functions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk and hear. The employee is occasionally required to stand, walk, and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. The noise level in the work environment is usually moderate. Minimum Education, Experience and Certification High school diploma or equivalent and one year of experience in accounting and/or bookkeeping required. Or equivalent combination of education and experience. Must pass criminal background check. Job Class #10-09 Neighborhood Services Page 3 Updated 09/09/2022 Preferred Education, Experience and Certification Associate degree in accounting and/or bookkeeping from an educational institution accredited by a DOE recognized accreditation body and two years related experience preferred. Job related Housing and Urban Development certification(s) preferred. Computer background and proficiency with Microsoft Excel preferred. Knowledge, Skills, and Abilities Knowledge of general office management principles and procedures. Knowledge of HUD regulations and City assisted housing program policies and procedures. Thorough knowledge of HUD accounting, general audit standards, basic computer operations, workstations, printers, and other equipment. Knowledge of data processing concepts and fundamentals; ability to enter data accurately and rapidly. Ability to maintain complex records and prepare reports. Ability to apply instructions and procedures; administrative ability; ability to plan, direct and make decisions in accordance with regulations and established policies. Skills in spreadsheet applications (Excel), recordkeeping, basic accounting procedures, operation of standard office equipment. Ability to read and interpret reports, manuals, Housing and Urban Development instructions, federal registers, proposals and contracts. The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel so classified in this position.