Leasing Assistant November 22, 2024

14336856

Located in Medford, OR

Pay: $17-20

Job Full Description

Leasing Assistant:

 The primary function of this position is to provide clerical assistance and support for the Leasing Specialists who qualify applicants to move into apartments owned or managed by the organization.

ESSENTIAL JOB FUNCTIONS

The essential functions of this position require prioritizing and completing all assigned tasks in a timely and efficient manner, adjusting for changing priorities and availability of resources, and demonstrating initiative in identifying additional job-related tasks to be completed when time permits. These duties are a representative example of position expectations. Actual duties assigned may vary and change depending on the business needs of the department and the organization.

1. Actively assist Leasing Specialists by sending letters for upcoming vacancies, tracking responses, verify applicant information for accuracy and completeness, request and review criminal and eviction history, contact applicants to review and clarify information received.
2. Prepare, process and distribute a variety of correspondence including incoming housing applications, eligible and ineligible program letters, print waiting lists, send offer letters and process responses and no responses to update housing applicant file.
3. Update and maintain wait list information for applicants utilizing a database with accuracy and attention to detail.
4. Provide information to the public and other agencies regarding the application and waiting list process. Attend meetings and other events as required to present information on programs and answer questions regarding eligibility and processes. Coordinate organization''s participation in community events including setup, tear down, and coordinating volunteers to assist with the events.
5. Provide backup support to the front desk staff as needed to cover breaks, lunches or absences.
6. Provide clerical assistance to the other team members as needed, including assisting with housekeeping inspections, filing, posting notices or other duties in which they require assistance.
7. Provide exceptional customer service to clients and prospective clients in person (walk-ins and by appointment), by telephone, and via other authorized means of communication. Respond to routine correspondence, memoranda and requests for information, and follow-up to ensure appropriate action is taken in accordance with  standards and expectations.
8. Maintain and update a complex, accurate record keeping filing system that facilitates the effective and efficient creation, revision and retrieval of electronic leasing-related records. Modify the filing and record keeping system as appropriate to meet the changing needs of the organization and applicable rules and regulations. Perform file and record searches frequently.
9. Monitor Affirmative Fair Housing Marketing Plans to ensure outreach requirements are met and notify the Director of Housing Programs when plans are set to expire and assist in the development of new plans.
10. Work diligently to preserve and protect the confidential and proprietary information to which this position has access. Exercise tact, courtesy, and diplomacy when interacting with residents, prospective residents, contractors, vendors and others with whom we may work to provide exceptional client service while enhancing the organization''s public image at all times. Respond to all inquiries for information respectfully without regard to the inquirer’s position or status and in a manner that conveys understanding, acceptance and support of programs and objectives.
11. Communicate in a professional, respectful and courteous manner with all employees, clients, the Board of Directors, and others with whom we may work. Contribute to a successful work group and foster a team-oriented culture through positive interactions, active listening, meaningful collaborations, and the constructive exchange of ideas designed to meet or exceed the organization’s strategic goals.
12. Complete special projects and other duties as assigned to meet team, department and organization goals while actively demonstrating accountability and responsibility for achieving desired outcomes and measurable results.

REQUIRED KNOWLEDGE, SKILLS & ABILITIES

Qualified candidates for this position will have relevant education and experience necessary to perform the essential functions and meet the minimum performance expectations for this position with or without an accommodation.

1. Knowledge of community agencies, housing programs and resources available to participants, as well as knowledge of human relations and its application to low-income individuals and families. Familiarity with the problems, needs, and lifestyle issues affecting the physically, socially and economically disadvantaged.
2. Demonstrated experience and competency using best practice interview principles coupled with sensitive and compassionate interviewing techniques. Knowledge and experience with industry-accepted methods and techniques for conducting reference checks.
3. Excellent oral and written communication skills necessary to communicate clearly and effectively with internal and external clients, other public agencies, vendors, social service constituents, and other diverse audiences to coordinate the delivery of services with other partner agencies.
4. Demonstrated ability and competency to communicate clearly and concisely in both individual meeting and group presentation settings.
5. Strong interpersonal skills necessary to develop, establish and maintain effective, professional, collaborative, and collegial working relationships with staff, clients, contractors, vendors, social service providers, and others with whom we may work. Strong conflict resolution skills and demonstrated ability and competency to work with a diverse population of clients and co-workers of all ages, including people who may be aggressive, belligerent and/or hostile, confused and/or disoriented, or who may be suffering from a medical or physical impairment.
6. Strong problem solving, research, and analytical skills, combined with the ability to prioritize tasks and meet established, critical and/or time-sensitive deadlines with minimal notice. Ability to multitask is also essential while remaining flexible with changing priorities and deadlines.
7. Sufficient mental acuity and sound reasoning abilities necessary to review, analyze, evaluate, and interpret policies, as well as federal regulations, fair housing laws, and regulations governing Oregon’s residential landlord / tenant laws.
8. Well-reasoned decision making with a high attention to detail in actual work product, organization, planning, work flow, and project prioritization to ensure tasks are completed efficiently and accurately.
9. Naturally self-motivated, confident individual with ability to work independently and/or with limited direction, as well as cooperatively in a team environment, while consistently demonstrating collaborative, respectful and productive work habits. Actively pursue professional development opportunities to add value to the agency and to help the agency meet its strategic goals and objectives.
10. Highly ethical individual who applies ethical standards of behavior to daily work activities. Takes responsibility for actions and decisions and fosters a work environment where integrity is rewarded. Exercises discretion when involved in highly confidential and sensitive matters.
11. Demonstrated ability and proficiency in using the English language in spoken and written form (including usage, spelling, grammar and punctuation), writing professional business letters and publications, and in preparing reports and related materials.
12. Strong organizational office skills necessary for setting up client files, creating documentation, record keeping, maintaining accurate agency records, and data management, storage and retrieval.
13. Demonstrated experience and competency operating and working effectively and efficiently with computers and other forms of office technology, electronic data, computer programs and software applications, especially Microsoft Word, Excel, Outlook and basic Accounting / Bookkeeping software applications.

AVAILABILITY, PHYSICAL DEMANDS, AND OTHER REQUIREMENTS:

Availability and Accessibility

Due to the nature and scope of the essential functions, the importnace of personal interactions between this position, employees, clients and other members of the public, and the availability of job-related tools, equipment and resources at work, performance of the essential functions requires regular, consistent and on-site attendance while working independently and with others.

JOB QUALIFICATIONS:

Education & Experience

1. Equivalent to the completion of the twelfth grade supplemented by college level course work in the field of social services; and
2. Two years of progressively responsible clerical support experience. Some patient or client counseling experienced is preferred.
3. Experience working with public agencies related to housing and tenant issues.

Full-time, evaluation-hire.

 

 

 

Medford, OR
1951
3523 Arrowhead Drive
Suite 100
Medford, OR 97504

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