The Leasing Associate represents the core values and mission of the organization and is responsible for leasing Transitional Housing apartments to qualified applicants in accordance with applicable laws and criteria set forth by Coburn Place so that the leasing process of Coburn Place might be efficient, effective, and sustainable in its processes. Responsible for maintaining compliance of all files and working with team members to provide a trauma-informed delivery of services to survivors while they are in the Coburn Place program.
Essential Duties and Responsibilities
1. Ensures all program services are delivered according to the voluntary services model, are in compliance with all funding sources and legal guidelines are provided in the spirit of Coburn Place’s guiding mission, vision, and values.
2. Assesses program participants’ barriers to housing; provides ongoing direct advocacy, education and referrals to adult program participants to aid in their successful transition to safe, affordable permanent housing. Provides appropriate referrals to ineligible housing applicants.
3. Works in conjunction with the Property Manager and the Mission Impact team to provide TH tenants who fail inspections or who are issued lease violations resources, training and referrals to address needs and increase knowledge of successful tenant behaviors for future housing situations.
4. Communicates with Operations/Property and Mission Impact teams when a TH tenant has secured housing voucher or permanent housing so that the move-out process can be planned.
5. Promotes an open and supportive flow of communication among departments to ensure the provision of seamless and holistic supportive services to all program participants.
6. Completes all reporting requirements within the designated timelines. Assists other staff with reporting requirements by providing information, statistics and operating summaries.
7. Identifies opportunities for volunteer, financial and in-kind resources and communicates these prospects to the Development Department. Actively engages program volunteers by providing adequate supervision and job-related training. Maintains knowledge and awareness of volunteer policies and procedures.
8. Promotes breaking the cycle of violence and shares Coburn Place’s story in the community. Engages in meetings and workshops that enhance the mission of the organization. Completes and submits Engagement Reports for data tracking needs.
Leasing
• Manages the move-in and move-out process for applicants and residents in coordination with all departments.
• Ensures delays in occupancy are avoided.
• Implements occupancy guidelines, investigates and resolves tenant complaints, and develops selection and retention strategies to monitor 100% occupancy.
• Maintains and manages applicant waitlists, purging and updating as necessary and in an accurate and timely manner.
• Participates in unit physical inspections as requested by the Property Manager.
• Responds to residents’ reports of income, asset and household size changes; calculates annual household income; documents methodology; and prepares notification letters for program participants.
• Maintains resident Section 42 files in audit-ready condition with all current and up-to-date forms.
• Provides good customer service when working with applicants, tenants, vendors and any visitor to or stakeholder of Coburn Place.
Compliance
• Maintains compliance with Section 42, Low Income Housing Tax Credit Partnership, Office of Violence Against Women and other required regulations.
• Performs initial certifications and annual re-certifications.
• Prepares for audits, file monitoring and site visits by equity partners and other funders.
• Ensures compliance with fair housing and Indiana landlord and tenant laws.
• Obtains and reviews required information and documentation to qualify applicants for transitional housing using Section 42 guidelines.
• Adheres to any LIHTC, grant or housing requirements for tenants.
• Accurately performs interim and annual re-certifications for all residents in a timely manner (no less than 90 days), including preparation of letters to residents and submission of third-party inquiries.
Supervisory Responsibilities
This position has no supervision duties of staff but will provide supervision with individual and group volunteers and interns as needed.
Qualifications
To perform this job successfully, an individual must be able to perform each essential duty according to the requirements of Coburn Place. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities.
Candidates in this job must have an understanding of and experience working with individuals in crisis situations. The ability to maintain proper boundaries with clients while having empathy for their domestic violence situation is critical. The ability to maintain rapport with a diverse group of clients, employees and service providers is essential. Candidates must also possess group facilitation skills and crisis and/or self-help counseling skills. This job may require both local and out-of-state travel. Bilingual candidates are desired. Successful completion of criminal history background check is required.
Organization-Related Competencies To perform this job successfully, all employees of Coburn Place should demonstrate the following competencies;
- Customer Service – Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.
- Teamwork – Balances team and individual responsibilities; Exhibits objectivity and openness to others’ views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of Coburn Place above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone’s efforts to succeed.
- Organizational Support – Follows policies and procedures; Completes administrative tasks correctly and on time; Supports Coburn Place’s goals and values; Benefits Coburn Place through outside activities; Supports affirmative action and respects diversity.
- Oral/Written Communication – Speaks clearly and persuasively in positive or negative situations; Lists and gets clarification; Responds well to questions; Demonstrates group presentation skills and participates in meetings; Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.
Job-related Competencies – To perform this job successfully, employees should demonstrate the following competencies;
- Planning/Organizing – Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans.
- Quality – Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.
- Adaptability – Adapts to changes in the work environment; Manages competing demands; changes approach or method to best fit the situation; Able to deal with frequent change, delays or unexpected events.
- Dependability – Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals. Completes tasks on time or notifies the appropriate person with an alternate plan.
Education and/or Experience
Bachelor’s degree in social services or other related field; and two-plus years of related experience and/or training; or equivalent combination of education and experience is required. Previous property management or tenant/landlord management experience is preferred. Previous experience working with leasing, compliance and housing is required
LANGUAGE SKILLS: Ability to read, analyze, and interpret common scientific and technical journals, financial reports and legal documents. Ability to respond to common inquiries or complaints from customers, regulatory agencies or members of the business community. Ability to write speeches and articles for publication that conform to prescribed style and format. Ability to effectively present information to top management, public groups, and/or boards of directors.
MATHEMATICAL SKILLS: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, percentages and decimals.
REASONING ABILITY: Ability to define problems, collect data, establish facts and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.
CERTIFICATES, LICENSES, REGISTRATIONS: A valid Indiana driver’s license and a satisfactory MVR is required for this position. CPR and First Aid certification are required and training in bloodborne pathogens and universal precautions is required. A clear DCS history, and clear criminal and sex offender background checks is required. E-Verify is required. Fair Housing Certification and Section 42 Compliance designation required.
OTHER SKILLS AND ABILITIES: Computer software skills required include: Quickbooks, Microsoft Outlook, Word, Excel, PowerPoint, Adobe and database management (such as Bloomerang, eTapestry, Salesforce, DonorPerfect, etc). Ability to operate a printer, copy machine, fax, scanner and other office equipment is required. Ability to type and take dictation is required. Incumbent must have the ability to adapt and conform to shifting priorities and demands and execute accordingly. In addition, this position requires a general understanding of accounting and finance policies and procedures, housing compliance and office management. Paying close attention to detail is absolutely essential.
PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions 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 sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee frequently will stand; walk; and lift and/or move up to 50 pounds. The employee occasionally will climb or balance; stoop, kneel, crouch or crawl; and taste or smell.
Specific vision abilities required by this job include close vision (clear vision at 20 inches or less), distance vision (clear vision at 20 feet or more), color vision (ability to identify and distinguish colors), peripheral vision (ability to observe an area that can be seen up and down or to the left and right while eyes are fixed on a given point), depth perception (three-dimensional vision, ability to judge distances and spatial relationships), and the ability to adjust focus (ability to adjust the eye to bring an object into sharp focus).
WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions 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 occasionally is exposed to working near moving mechanical parts, the risk of electrical shock, fumes or airborne particles, toxic or caustic chemicals and outdoor weather conditions when traveling away from the office for meetings, seminars, etc. The noise level in the work environment is usually moderate.