Occupancy Clerk

SUMMARY STATEMENT

This entry level clerical position assists the Occupancy Department by reviewing, recording and maintaining the data and waiting list information from all new rental applications for over 125 properties and 12,000 tenants. Prepares letters and maintains the rejected applicant files, maintains file records for affordable properties, processes the departmental mail, obtains SAVE numbers from the Department of Homeland Security for proof of citizenship and other tasks assigned by the Manager of Occupancy.

TYPICAL DUTIES AND RESPONSIBILITIES

• 20% Receive, review and preliminarily approve project tenant applications to be added to the waitlist in accordance with project tenant selection plans. Assigns waiting list numbers and enters applications onto the project waiting lists using Onesite software.
• 15% Produce and monitor credit and criminal reporting for applicants. Creates denial letters requested by the Occupancy manager. Maintain original files for all appeal letters and distribute copies for review as required.
• 10% Respond to various occupancy inquiries from applicants providing site information, procedures for applying and mailing of applications.
• 05% Prepare response letters for all incomplete and/or unqualified applications
• 05% Maintain updates of waiting lists by coordinating information with managers regarding applicants removals and cause of removal. Creates purge letters and updates responses. This includes verifying the appropriate steps were taken by the site manager.
• 05% Sort, date and evenly distribute all incoming mail and faxes to the Occupancy staff.
• 05% Verify legal citizenship through the department of homeland security and provide SAVE numbers.
• 05% Maintain Occupancy department files, equipment, supplies and storage needs.
• 05% Assist with applicant rent up activities in new projects.
• 05% Assist Occupancy department with data entry of move ins, certifications and HAP processing.
• 05% Maintain excel spreadsheet of all denied applicants and files.
• 05% Maintain excel spreadsheet of all move ins, move outs and unit transfers.
• 05% Maintain updated tenant criteria for each property.
• 05% Other duties as assigned.

EDUCATION AND EXPERIENCE REQUIRED

• A high school graduate or equivalent with some office experience preferred.
• Familiar with common office processes, including filing, handling mail and directing telephone calls.
• Computer literacy, including familiarity with Outlook, word, excel and spreadsheets.
• Accurate and efficient typing skills (40 wpm) for data entry, answering emails and typing letters and other documents.
• Excellent verbal communication for addressing applicants.
• Organization and ability to multitask for filing and completing several clerical and administration task at once.
• Attention to details to ensure all tasks are completed to high standards.
• Fair Housing knowledge.