Occupancy Clerk

The Occupancy Clerk is responsible for ensuring compliance with all required occupancy procedures, maintaining resident files, assisting with the intake and renewal process, and supporting the Property Manager in the day-to-day management of the property. This role plays a key part in maintaining accurate records and ensuring that the housing program complies with federal, state, and local regulations for low-income affordable housing, including Section 8, Section 42, and Tax Credit programs.

• Application Processing: Assist prospective tenants with the application process, ensuring accurate and complete information is submitted. Review applications for eligibility based on program requirements.
• Eligibility Verification: Collect necessary documents to verify income, family size, assets, and other criteria required for program compliance. Ensure documentation is complete and accurate.
• Lease Preparation: Assist the Property Manager with lease preparation, ensuring leases are signed on time and comply with all necessary regulations.
• Move-In Coordination: Coordinate move-in logistics, including scheduling inspections and preparing move-in packets for tenants.

• Annual Recertification: Assist with the annual recertification process, ensuring all documentation is up-to-date and accurate for each resident. Monitor deadlines to ensure timely recertifications.
• Resident Communication: Notify residents of upcoming recertifications, provide necessary forms, and explain the documentation requirements.
• Process Documentation: Update and maintain all required paperwork for renewals and recertifications, ensuring all forms are signed and submitted by the required deadlines.

• File Organization: Maintain accurate, up-to-date resident files in compliance with HUD, Tax Credit, and other program requirements.
• Confidentiality: Ensure the confidentiality of all resident information in compliance with Fair Housing and other regulatory standards.
• File Audits: Assist with periodic audits of resident files to ensure that all required documentation is included and compliant with local, state, and federal regulations.

• Rent Collection: Track rent payments, late fees, and outstanding balances, ensuring that all rent payments are processed timely and accurately.
• Assist with Delinquencies: Notify tenants of outstanding balances and assist with rent payment plans as necessary. Maintain records of payments and communication.

• HUD and Tax Credit Compliance: Ensure compliance with all applicable housing regulations, including but not limited to HUD, Section 8, Section 42, and other affordable housing programs.
• Reporting: Assist in generating reports on occupancy, rental payments, move-ins, move-outs, and other key property metrics as requested by the Property Manager.
• Inspection Support: Assist the Property Manager in coordinating and preparing for HUD, state, or local inspections as needed.

• Communication: Serve as a point of contact for residents, responding to inquiries and addressing concerns regarding lease terms, recertifications, and general property management matters.
• Resident Referrals: Refer residents to external agencies for support services, such as social services, financial assistance, or maintenance requests.

• Front Desk Support: Provide general office support, including answering phones, greeting residents and visitors, and assisting with general inquiries.
• Office Supplies: Maintain office supplies and materials related to occupancy functions, ensuring the office runs smoothly.
• Record Keeping: Ensure that all…