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Key Responsibilities and Required Skills for a Housing Clerk

💰 $35,000 - $55,000 Annually (Varies by Location & Sector)

AdministrativeSocial ServicesReal EstateGovernmentNon-Profit

🎯 Role Definition

A Housing Clerk serves as a vital administrative and client-facing professional within a housing authority, property management company, or social service agency. This role is the organizational backbone for housing operations, directly impacting the ability of individuals and families to secure and maintain safe, affordable, and stable housing. The Housing Clerk is a master of detail, process, and empathy, responsible for managing applications, verifying eligibility, maintaining meticulous records, and serving as a primary point of contact for tenants and applicants. They ensure the smooth execution of housing programs by bridging the gap between administrative requirements and the human need for shelter.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Administrative Assistant
  • Customer Service Representative
  • Data Entry Specialist
  • Receptionist

Advancement To:

  • Housing Specialist / Occupancy Specialist
  • Assistant Property Manager
  • Case Manager (with further education)
  • Compliance Officer

Lateral Moves:

  • Eligibility Technician (in other social services)
  • Community Outreach Coordinator
  • Tenant Services Coordinator

Core Responsibilities

Primary Functions

  • Conduct comprehensive intake and processing of housing applications, meticulously reviewing all submitted documentation for completeness, accuracy, and compliance with federal, state, and local housing regulations.
  • Perform detailed eligibility and income verifications for prospective and current tenants by gathering and analyzing financial documents, employment records, and other required information in accordance with program guidelines.
  • Serve as the primary point of contact for applicants and residents, responding to inquiries via phone, email, and in-person meetings with professionalism, patience, and a high level of customer service.
  • Diligently manage and maintain organized housing program waiting lists, ensuring data accuracy, performing regular updates, and communicating with applicants regarding their status in a clear and timely manner.
  • Accurately calculate and determine tenant rent portions, subsidies, and utility allowances based on established formulas and household income verifications.
  • Prepare and execute lease agreements, renewal documents, and other legal notices, ensuring all terms are clearly explained to tenants and all signatures are properly obtained and filed.
  • Maintain highly confidential and detailed tenant and applicant files, both physical and digital, ensuring adherence to data privacy laws and organizational record-keeping policies.
  • Schedule and coordinate unit inspections for move-ins, move-outs, and annual recertifications, documenting property conditions and communicating findings to maintenance and management staff.
  • Process and record monthly rent payments, security deposits, and other fees, promptly addressing any delinquencies or discrepancies in tenant accounts.
  • Provide clear and accessible information to the public regarding available housing programs, application procedures, eligibility criteria, and community resources.
  • Assist in the annual and interim recertification process for current residents, collecting updated information to re-evaluate eligibility and adjust rent calculations as needed.
  • Generate and prepare various operational reports, including occupancy rates, vacancy reports, waitlist statistics, and demographic summaries for management and regulatory agencies.
  • Act as a liaison between tenants, property management, maintenance staff, and external service agencies to resolve issues and facilitate effective communication.
  • Input, update, and maintain accurate data within the organization's property management software (e.g., Yardi, MRI, RealPage), ensuring data integrity for all records.

Secondary Functions

  • Assist in the coordination of resident services events, workshops, and community meetings aimed at fostering a positive living environment.
  • Support the preparation for internal and external audits by organizing files, pulling requested documentation, and ensuring compliance records are up-to-date.
  • Handle the processing of maintenance and work order requests, logging issues accurately and forwarding them to the appropriate personnel for resolution.
  • Conduct research on local housing regulations, fair housing laws, and landlord-tenant laws to stay informed of changes that may impact operations.
  • Manage incoming and outgoing mail, correspondence, and office supplies for the housing department.
  • Provide general administrative support to the housing team, including scheduling appointments, preparing meeting materials, and filing documents.
  • Participate in staff training and professional development opportunities to enhance knowledge of housing programs and best practices in the field.

Required Skills & Competencies

Hard Skills (Technical)

  • Property Management Software: Proficiency in using industry-specific software such as Yardi, MRI, BostonPost, or RealPage for managing tenant data, leasing, and accounting.
  • Microsoft Office Suite: Advanced skills in Microsoft Word for correspondence, Excel for spreadsheets and rent calculations, and Outlook for communication and scheduling.
  • Data Entry & Management: High speed and accuracy in data entry with a strong ability to maintain and manage complex databases and filing systems.
  • Basic Accounting Principles: Understanding of basic bookkeeping for processing rent payments, handling security deposits, and managing tenant ledgers.
  • Regulatory Compliance: Knowledge of federal, state, and local housing laws, including Fair Housing, HUD regulations, and landlord-tenant acts.

Soft Skills

  • Interpersonal Communication: Exceptional ability to communicate clearly, patiently, and compassionately with a diverse population, including individuals in stressful situations.
  • Attention to Detail: Meticulous and thorough in all aspects of work, from reviewing applications to maintaining records, ensuring accuracy and compliance.
  • Problem-Solving: Resourceful in identifying issues, analyzing situations, and finding effective solutions for tenant concerns and administrative challenges.
  • Empathy & Discretion: Ability to handle sensitive and confidential information with the utmost discretion and to interact with clients with empathy and respect.
  • Time Management & Organization: Superior organizational skills with a proven ability to manage multiple priorities, meet strict deadlines, and handle a high volume of paperwork in a fast-paced environment.
  • Conflict Resolution: Skill in de-escalating tense situations and mediating disagreements between tenants or between tenants and management in a calm and professional manner.

Education & Experience

Educational Background

Minimum Education:

  • High School Diploma or General Equivalency Diploma (GED).

Preferred Education:

  • Associate's or Bachelor's Degree.

Relevant Fields of Study:

  • Public Administration
  • Social Work
  • Business Administration
  • Sociology or Urban Studies

Experience Requirements

Typical Experience Range:

  • 1-3 years of experience in an administrative, customer service, or clerical role.

Preferred:

  • Experience working in property management, affordable housing, a public housing authority, or a non-profit social service organization is highly desirable. Bilingual ability (e.g., English/Spanish) is often a significant asset.
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