Office Coordinator
Trinity Health Senior Communities

Job Info

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Employment Type:
Full time
Shift:
Day Shift

Description:

McAuley Commons

Enjoy freedom, convenience and privacy. OurIndependent LivingHUDcommunities offer affordable apartments for low-income seniors. These communities are subsidized by the U.S. Department of Housing and Urban Development (HUD). Contact us to see if you qualify.

Residents can select from a variety of studio, one- and two-bedroom floor plans.

POSITION PURPOSE

The primary purpose of your job position is to assume responsibility for the business office functions of the community, under the supervision of the Housing Manager/Designee.

ESSENTIAL FUNCTIONS

1. Know, understand, incorporate, and demonstrate the Mission, Vision, Values and Guiding Behaviors of Trinity Health and Trinity Senior Living Communities in behaviors, practices, and decisions.

2. Consistently demonstrate (leads by example) THSC Values to all internal and external customers (residents, visitors, volunteers, and employees.) Create and maintain an atmosphere of warmth, propagating a calm environment throughout the office.

3. Execute assignments in a culture that is shared and collaborative across all divisions within THSC.

4. Perform all assigned tasks in accordance with our established policies and procedures, and as instructed by your supervisors. Follow work assignments, and/or work schedules in completing and performing your assigned tasks.

5. Promote and maintain collaborative relationships with managers, peers, and customers by effectively fostering a team environment, building consensus and resolving conflicts.

6. Maintains a working knowledge of applicable Federal, State, and local laws and regulations, THSC Corporate Integrity Program, Code of Ethics, as well as other policies and procedures in order to ensure adherence in a manner that reflects honest, ethical and professional behavior.

7. In light of a disaster will know your disaster recovery, crisis management and business continuity plans and act within your role that is developed within the business continuity plan. Which may include working at another location, remotely from home, and maintaining constant contact with key personnel.

8. Processes all rental applications in accordance with the community's Tenant Selection Plan and HUD/THSC policies and guidelines

9. Approves or denies applicants based on the community's program eligibility criteria.

10. Maintains a viable waitlist for the community.

11. Prepares all forms and paperwork for the certification/recertification process in accordance with HUD/THSC policy, procedures and regulations

12. Schedules and conducts interviews with applicants/residents to complete paperwork for certifications/recertifications.

13. Completes screening for applicants (i.e. credit check/criminal background and registered sex offender).

14. Maintains and updates file systems for resident files, certification, recertifications and newcomer packets

15. Generates work orders for repairs in the units.

16. Completes monthly reports in HUD Secured Systems including but not limited to income verification for recertifications, required monthly reports and leasing procedures.

17. Collects and processes monthly rent. Issues late rent and nonpayment of rent notices.

18. Prepares month end reports and reconciles accounts receivables.

19. Orders and maintains inventory for office supplies and equipment.

20. Processes and tracks all accounts payable in the PeopleSoft software.

21. Works with vendors to resolve any accounts payable issues.

22. Maintains the community key card system.

23. Prepares a monthly calendar. Handles incoming telephone calls.

24. Transfers calls and/or takes and forwards appropriate messages.

25. Supports HUD and THSC software applications.

26. Willing to complete necessary training to maintain the office in accordance with HUD regulations.

27. Performs other duties as assigned by the Housing Manager.

MINIMUM QUALIFICATIONS

1. High School Diploma or equivalent

2. Must be action-oriented, have business acumen, manage conflict well, be customer focused, have high decision quality, flexibility to adapt to ongoing change and have organizational agility. Ability to work with minimal supervision and exercise independent judgment.

3. Demonstrates superior written and verbal communication and presentation skills appropriate for audience comprehension. Well-developed communication skills, both written and oral, that may be used either in an on-site or virtual environment is required. Able to communicate effectively with individuals and groups representing diverse perspectives.

4. Comprehensive to expert proficiency with Microsoft product suite (MS Word, Excel, Power Point, etc.); basic knowledge and experience with electronic mail and calendaring system. HUD Secured Systems, and PeopleSoft experience preferred. Ability to type with speed and accuracy. Ability to use other software as required to perform the essential functions of the job.

5. Possesses a high degree of personal accountability, responsibility and independent decision making abilities with the skills to interpret programs, goals, objectives, policies and procedures of the organization in line with mission, vision, and philosophy of THSC.

6. Excellent organizational skills. Ability to perform multiple duties and functions related to daily operations and maintain excellent customer service skills. Ability to perform frequent detailed tasks and provide immediate service with frequent interruptions. Ability to change and be flexible with work priorities. Strong problem solving skills.

7. Ability to research, analyze and assimilate information from various on-site or virtual sources based on technical and experience based knowledge. Must exhibit critical thinking skills and possess the ability to prioritize workload

Our Commitment to Diversity and Inclusion

Trinity Health is a family of 115,000 colleagues and nearly 26,000 physicians and clinicians across 25 states. Because we serve diverse populations, our colleagues are trained to recognize the cultural beliefs, values, traditions, language preferences, and health practices of the communities that we serve and to apply that knowledge to produce positive health outcomes. We also recognize that each of us has a different way of thinking and perceiving our world and that these differences often lead to innovative solutions.

Our dedication to diversity includes a unified workforce (through training and education, recruitment, retention, and development), commitment and accountability, communication, community partnerships, and supplier diversity.

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