Compliance Assistant

Overview

Catholic Housing Services believes everyone deserves the right to a safe, affordable place to call home.  Inspired by this vision, CHS develops, owns and manages affordable housing programs for low-income families and individuals; currently including 2,100 units of housing in 50 different buildings across Western Washington.   We provide supportive services for people who have experienced homelessness, low-income seniors, farm worker families, and those who have special physical and mental needs. Catholic Community Services and Catholic Housing Services work together in partnership to provide permanent supportive housing to individuals and families who have experienced homelessness in King County.  We believe that everyone deserves a safe, affordable place to call home.  We understand that people experiencing homelessness come to us with complex histories, and that it takes a highly collaborative, creative team to help end the cycle of homelessness permanently. 

The Josephinum is a 221-unit historic building in the Belltown neighborhood of Downtown Seattle. Josephinum provides studio and 1 bedroom apartment homes and supportive services to formerly homeless persons. The street level of the building is shared with Christ our Hope Catholic Church. There are several other social service programs occupying space in the building as well.

The Compliance Assistant at this site will be overseeing compliance procedures and resident approval to comply with our funder requirement and the different program and agencies The Josephinum partner with. The Compliance assistant will also give support to the manage in the general duties of property management. This is a full-time position that provides administrative functions at the location(s) described above. The Compliance Assistant is responsible for assisting the property manager in the day-to-day administrative operations with a focus on the compliance task but will also include the lease-up of new tenants and recertification of current tenants, processing accounts payables, accepting rent, and participating as a member of the management team. He/she will seek to provide tenants with a safe, positive and healthy living environment. As this is a Service rich housing program, close coordination, communication and cooperation with the CCS Program Director is required in the day-to-day operations of the building, tenant interactions and program delivery.

This position offers a compensation range of $27.27 – $30.34 per hour (DOE)

Full‑time, 40‑hour position include a competitive benefits package:

• Medical, dental, and vision coverage, plus life insurance and long‑term disability
• Health Savings Account (HSA) and Flexible Spending Account (FSA) options
• Generous paid time off, including paid sick leave, 15 vacation days, 12 paid holidays, and 1 personal holiday
• CCS/CHS 403(b) Employee Savings Plan
• Employee Assistance Program (EAP)

Work Schedule: Tuesday through Saturday; days off are Sunday and Monday.

Responsibilities

Supervision and Leadership

• The Compliance Assistant is a growth position with mentorship from and support to the Property Manager. To that end, leadership skills are expected to be developed and evolving with a path to providing management of the property in the absence of the property manager.
• Complete daily/weekly office checklists, schedules and assignments. Monitor progress of work assignments.
• Promote a healthy team-oriented work environment, focused on quality, job performance and exceptional customer service through support, effective leadership and positive reinforcement.
• Ensure staff compliance and consistency with regard to company policies and procedures, industry regulations, and safety practices.
• Attendance is an essential job function.
• Maintain a high degree of morale at all times and serve as a role model for team members.
• Collaborate with the Property Manager and CCS Program staff to respond to staff issues that impact residents. 

Compliance

• Ensure timely and accurate income certifications
• Conduct tenant recertification annually and interim re-certifications as needed. Assist tenants through the recertification process to ensure compliance with funder requirements.
• Serve as a contact with funders and monitoring agencies in the absence of the Property Manager. Adhere to the Tenant Selection Plan for admitting new residents. Prepare new leases and landlord documents for applicants, complete move in process including lease signing and move in inspection/orientation process.
• Ensure that all lease documentation meets the contract obligations and regulations of various applicable funders.
• Ensure compliance with federal housing standards and fair housing laws.

Property Operations

• Manage resident relations with tact, diplomacy and courteous communications. Respond promptly to resident complaints, concerns and requests. Under the direction of the Property Manager, meet with residents to discuss infractions of lease and community rules. Enforce company policies and community rules with consistency and fairness.
• Ensure that all administrative paperwork is accurate, complete and submitted on a timely basis, including move-in/new lease packages, final deposit accounting statements and A/P.
• Prepare, implement and recommend procedures and systems within company guidelines to ensure orderly, efficient workflow. Ensure distribution of all company or community-issued notices (HR, emergency info, safety team, policy changes)
• Maintain records on all aspects of management activity and submit required documents and reports, as necessary.
• Ensure service requests and community repairs are scheduled and completed on a timely basis. Resident service requests are expected to be completed within 48 hours from the time of request.
• Ensure that rent ready apartments are available within maintenance operation standards and the quality of work meets or exceeds standards through regular inspections.
• Monitor maintenance, construction and renovation projects to ensure quality and expediency.
• Function as a Leader in times of emergency for the community. Ensure proper response and handling of all community emergencies with staff, residents, buildings, etc. within company guidelines to minimize liabilities such as criminal activity, employee/resident injuries, fires, floods, earthquakes, etc.
• Walk and inspect property on a regular basis to ensure the property is clean and welcoming for current and prospective residents. Maintain positive building security and systems.
• Coordinate and participate in annual and monthly health, safety and pest inspections for tenants.
• Follow Eviction Prevention policies and procedures in relation to issuing resident notices and ensuring compliance with community rules and rent payment procedures.
• Answer all incoming calls; answer routine questions regarding the program, mail information to interested applicants, and route appropriate messages for Property Manager.
• Sort and distribute incoming mail, process invoices as directed
• Other duties as assigned.

Fiscal Management

• Manage financial processes, which include assisting in creating and monitoring budgets, collecting rent, and vendor/contractor relations.
• Collect tenant rents, fees and security deposits. Prepare and make all bank deposits in a timely fashion.
• Maintain rent roll and all tenant financial information in the Boston Post software program accurately and in real time.
• Reconcile with subsidizing agencies for monthly subsidies and vacancy losses. 
• Collect and prepare financial supporting documents and work with the CHS accounting staff to assure a correct audit trail. 
• Under the direction of the property manager, coordinate the purchase of necessary equipment and supplies for office and maintenance needs. Plan for and utilize community resources, equipment and supplies economically.
• Complete processing of invoices in a timely manner. Review and manage all expenses weekly to maintain within budgeted guidelines. Track financials and work with vendors on billing and service issues.
• Review monthly financial results of property versus Budget and Year-to-date results each month. Complete monthly Variance Reporting Analysis.

Management Team/Services

• While maintaining a building operations perspective, work with supportive services team to bridge operations and services functions to effectively support the resident and the building.
• Manage crisis situations involving alcohol/drugs, mental health and medical services during times when services staff are not in the building or are unavailable.
• Provide administrative support to the Program Manager to assure that program fulfills grant and contract performance and reporting requirements. Coordinate with Supportive Services in accordance with the Operating policies
• Participate in, support regularly scheduled meetings with the Program Team, utilizing the written agenda format, and closely operate in accordance with established MOU for Permanent Supportive Housing. 

General

• Observe/follow guidelines on confidentiality rights of residents and respect of privacy.
• Maintain accurate record of hours worked and turn in timesheets on schedule.
• Attend trainings required of employees.
• Perform other job-related duties as assigned.

Job Conditions 

This position requires the employee to work in an environment where there may be exposure to blood, bodily fluids, and other potentially infectious material.  Other exposures could include cleaning supplies, bedbugs, chemicals involved in pest control, paint and other materials used in building maintenance, building temperature fluctuations, dust, noise, and odors.  Working conditions include interruptions, crisis response, and regular interactions with individuals who are dealing with issues of chemical dependency and/or mental illness, or are experiencing anger or frustration. 

Qualifications

Minimum Qualifications: 

• One to two years Property Management experience including familiarity with basic bookkeeping.
• Proficient computer skills, competency with Microsoft Word, Excel and Outlook, and ability to utilize a property management software program.
• Ability to work independently, organize, prioritize and follow through to the completion of tasks.
• Ability to communicate effectively verbally and in writing.
• Ability to work with people who may have issues related substance addiction, physical and mental health problems, and who may be in need of social living skills.
• Demonstrate attitudes, knowledge and skills to deliver culturally competent services and work effectively in multi-cultural situations, as well as a commitment to working with people who are homeless.
• Support the mission, beliefs and values of Catholic Community Services and Catholic Housing Services.
• Must possess and maintain a valid Washington driver’s license, insurance and dependable vehicle.
• Ability to pass a background check prior to employment.
• Working knowledge of Washington’s landlord-tenant law and federal fair housing law.
• Self-motivated with a high level of positive energy.
• Excellent communication and teamwork skills.
• High school education or equivalent.

Preferred Qualifications:

• Section 42, Tax Credit or other Affordable Housing experience: 1 year (Preferred)
• Prefer two years of industry experience.
• Management: 1 year (Preferred)
• Experience with Boston Post property management software.

Note to Internal Candidates: HR reviews internal compensation and determines any increase based on their experience and also agency internal equity factors.

Catholic Community Services and Catholic Housing Services is an Equal Opportunity Employer. Please let us know if you need special accommodations to apply or interview for this position.

EMPLOYEE/EMPLOYER PLEDGE: We will not tolerate attitudes, behaviors, or statements that alienate, offend, or injure any person associated with CCS because of their racial or ethnic origin.  We will enable and support all efforts to become aware of and eliminate racism and racist behaviors within CCS and the broader community.  We will take exceptional steps to identify and root out such biases, especially where there appear to be long standing, institutional patterns of unacceptable behavior or lack of performance.