HomeMy WebLinkAboutHousing Office ManagerUpdated: March 2024
CITY OF IOWA CITY – JOB DESCRIPTION
Posi�on Title: Housing Office Manager
Department: Neighborhood & Development Services
Division: Neighborhood Services
Supervisor: Housing Administrator
FLSA: Non-Exempt
Civil Service: Yes
Pay Grade: 10
Job Number: 1009
Job Summary
Responsible for the pre-audi�ng, budge�ng and disbursing ac�vi�es and facilitates central
accoun�ng opera�ons for the Iowa City Housing Authority as well as general office management
du�es. Establishes and administers proper accoun�ng procedures in accordance with City of
Iowa City and Housing and Urban Development required accoun�ng standards. Responsible to
the Housing Administrator for the administra�on of all agency maters placed in his/her charge
and shall assist the Housing Administrator in the administra�on of all other maters.
Essen�al Job Du�es and Responsibili�es
The following duties are normal for this position. These are not to be construed as exclusive
or all-inclusive. Other duties may be required and assigned.
• Assists in planning and organizing daily administra�ve 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 informa�on.
• 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.
• U�lizes Munis and maintains separate spreadsheets of expenditures for all programs to
assist with required HUD repor�ng.
• Administers all accoun�ng procedures, monthly and annually, for all Housing Authority
programs including tenants accounts receivable informa�on by entering informa�on 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 informa�on in client management so�ware and
State of Iowa Income Offset program, sends payments to cashier, and, when necessary,
sends invoices for payment.
Updated: March 2024
• Assists in prepara�on of annual Housing and Urban Development opera�ng budget for
Housing Authority and monitors budget expenditures.
• Assists in prepara�on of grant applica�ons to be submited to federal, state, or local
government concerning housing.
• Maintains confiden�ality of Housing Authority records.
• Prepares monthly required reports for public housing, including budget and grant
informa�on, sta�s�cs, and expenditures and revenues.
• Oversees daily office func�oning, orders supplies, provides front desk coverage as
necessary.
• Works with Accoun�ng staff, sets-up new accounts and vendors, maintains records of
payment, makes requests to Housing and Urban Development for reimbursement of
funds spent, prepares repor�ng for federal program requirements.
• Receives clients/customers and other visitors and ensures Housing Authority customer
sa�sfac�on goals are met.
• As necessary, determines applicant eligibility and manages a caseload of families
par�cipa�ng 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 du�es as assigned.
Minimum Education, Experience, Certification/Licensure, Other
• Associate’s degree from an accredited educational institution; or two years of related
experience and/or equivalent combination of education and experience. Degree in
Accounting and/or Bookkeeping. Experience in accounting and/or bookkeeping.
• Must pass criminal background check.
Preferred Education, Experience, Certification/Licensure, Other
• Associate’s degree from an accredited educational institution and one year of related
experience; or three years of related experience and/or equivalent combination of
education and experience.
• Public Housing Authority cer�fica�ons.
Knowledge, Skills, and Abili�es
• Ability to add, subtract, mul�ply, and divide in all units of measure, using whole
numbers, common frac�ons, and decimals.
• Ability to apply common sense understanding to carry out instruc�ons furnished in
writen, oral, or diagram form.
• Ability to apply instruc�ons and procedures; administra�ve ability, ability to plan, direct
and make decisions in accordance with regula�ons and established policies.
• Ability to compute rate, ra�o, and percent and to draw and interpret bar graphs.
• Ability to deal with problems involving several concrete variables in standardized
situa�ons.
• Ability to maintain complex records and prepare reports.
Updated: March 2024
• Ability to read and interpret reports, manuals, Housing and Urban Development
instruc�ons, federal registers, proposals and contracts.
• Ability to reliably and predictably carry out du�es.
• Ability to speak effec�vely before groups of customers or employees of organiza�on.
• Ability to write rou�ne reports and correspondence.
• Knowledge of data processing concepts and fundamentals; ability to enter data
accurately and rapidly.
• Knowledge of general office management principles and procedures.
• Knowledge of HUD regula�ons and City assisted housing program policies and
procedures.
• Skill in using computers and applicable so�ware applica�ons (Microso� Office – Word,
Excel, Outlook), use of Excel for recordkeeping, basic accoun�ng procedures, opera�on
of standard office equipment.
• Knowledge of HUD accoun�ng and general audit standards.
Supervision
No supervision of direct reports.
Physical Demands
The physical demands described here are representative of those that must be met by an
employee to successfully perform the essential duties and responsibilities of this job.
Reasonable accommodations may be made to enable individuals with disabilities to perform
the essential duties and responsibilities.
While performing the duties of this job, the employee is regularly required to talk or hear. The
employee is frequently required to sit; use hands to finger, handle, or feel and reach with hands
and arms. The employee is occasionally required to stand; walk and stoop, kneel, crouch, or
crawl. The employee must occasionally lift and/or move up to 10 pounds. Specific vision
abilities required by this job include close vision, distance vision, color vision, depth perception
and ability to adjust focus.
Work Environment
The work environment characteristics described here are representative of those an employee
encounters while performing the essential duties and responsibilities of this job. Reasonable
accommodations may be made to enable individuals with disabilities to perform the essential
duties and responsibilities.
The noise level in the work environment is usually moderate. Duties are generally performed in
an office setting with a controlled environment. The job requires sitting for extended periods of
time and the work may expose the employee to unpleasant social situations and significant
work pace pressure.
Updated: March 2024
Iowa City is an Equal Opportunity Employer. In compliance with the Americans with Disabilities
Act as Amended, the City will provide reasonable accommodations to qualified individuals with
disabilities and encourages both prospective and current employees to discuss potential
accommodations with the employer.
Reviewed/Approved by: Tracy Hightshoe, Neighborhood & Development Services Director (4/2024)
I have read and understand the duties and requirements of this job description, and I
agree that I can perform the duties of this position with or without reasonable
accommodation.
Employee Date
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