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HomeMy WebLinkAboutHousing Office ManagerUpdated: August 2025 (Admin Review) CITY OF IOWA CITY – JOB DESCRIPTION Position 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-auditing, budgeting and disbursing activities and facilitates central accounting operations for the Iowa City Housing Authority as well as general office management duties. Establishes and administers proper accounting procedures in accordance with City of Iowa City and Housing and Urban Development required accounting standards. Responsible to the Housing Administrator for the administration of all agency matters placed in his/her charge and shall assist the Housing Administrator in the administration of all other matters. Essential Job Duties and Responsibilities 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 administrative 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 information. • 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. • Utilizes Munis and maintains separate spreadsheets of expenditures for all programs to assist with required HUD reporting. • Administers all accounting procedures, monthly and annually, for all Housing Authority programs including tenants accounts receivable information by entering information 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 information in client management software and State of Iowa Income Offset program, sends payments to cashier, and, when necessary, sends invoices for payment. Updated: August 2025 (Admin Review) • Assists in preparation of annual Housing and Urban Development operating budget for Housing Authority and monitors budget expenditures. • Assists in preparation of grant applications to be submitted to federal, state, or local government concerning housing. • Maintains confidentiality of Housing Authority records. • Prepares monthly required reports for public housing, including budget and grant information, statistics, and expenditures and revenues. • Oversees daily office functioning, orders supplies, provides front desk coverage as necessary. • Works with Accounting staff, sets-up new accounts and vendors, maintains records of payment, makes requests to Housing and Urban Development for reimbursement of funds spent, prepares reporting for federal program requirements. • Receives clients/customers and other visitors and ensures Housing Authority customer satisfaction goals are met. • As necessary, determines applicant eligibility and manages a caseload of families participating in the Housing Choice Voucher (HCV) Rental Assistance program. • Conducts self in a professional manner which demonstrates courtesy and respect for all community members and coworkers. • Performs other duties 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 certifications. Knowledge, Skills, and Abilities • Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. • Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. • Ability to apply instructions and procedures; administrative ability, ability to plan, direct and make decisions in accordance with regulations and established policies. • Ability to compute rate, ratio, and percent and to draw and interpret bar graphs. • Ability to deal with problems involving several concrete variables in standardized situations. • Ability to maintain complex records and prepare reports. Updated: August 2025 (Admin Review) • Ability to read and interpret reports, manuals, Housing and Urban Development instructions, federal registers, proposals and contracts. • Ability to reliably and predictably carry out duties. • Ability to speak effectively before groups of customers or employees of organization. • Ability to write routine 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 regulations and City assisted housing program policies and procedures. • Skill in using computers and applicable software applications (Microsoft Office – Word, Excel, Outlook), use of Excel for recordkeeping, basic accounting procedures, operation of standard office equipment. • Knowledge of HUD accounting 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: August 2025 (Admin Review) 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 ________________________________ __________________