Office Assistant – Euclid Hall

Job Description: Office Assistant

Euclid Hall Management

The West Side Federation for Senior and Supportive Housing, Inc. (WSFSSH) is a community‐based organization whose mission is to provide safe, affordable housing with supportive services within a residential setting which enhances the independence and dignity of each person. WSFSSH develops, manages, and provides housing for low‐income older persons, many of whom live with mental illness and/or have experienced homelessness.

Under the supervision of The Building Manager, the Administrative Assistant is responsible for assisting with administrative, office and building-related support in an effort to uphold WSFSSH’s goal of providing permanent and safe housing. In addition to supporting the manager with administrative tasks, the Administrative Assistant will upon admission and annually thereafter, ensure the tenants meet residency requirements with respect to income and entitlement verification so that they may remain in permanent housing and so that WSFSSH is in compliance with all applicable Low Income Housing Tax credit and HUD subsidy requirements.

Specific duties include, but are not be limited to:

  • Work flexibly in tandem with Manager and WSFSSH core staff to accomplish building-wide goals and management priorities.
  • Provide general administrative and office support.
  • Prepare for/manage annual compliance audits, address subsidy-related violations, and follow-up as needed.
  • Take tenant messages, and communicate urgent matters to Euclid Hall Management.
  • Scan documents and draft/type emails, correspondence, faxes, memos, notices, etc. as requested by Manager or Assistant Manager.
  • Scan and fax documents, and create/maintain updates of files as necessary and/or requested.
  • Maintain inventory of office supplies and reorder supplies when needed.
  • Obtain and maintain proper third-party verifications (with the assistance of residents’ social workers where applicable) of income/assets.
  • Review recertification package, subsidy applications and lease packages for approval as instructed.
  • Assist residents (and regularly enlisting the help of their social workers) to help understand issues of income/asset verification and their importance in continuing occupancy.
  • Maintain system for tracking/prioritizing current and accurate income certification requirements, case records, and deadlines in accordance with agency regulations and required timetables set by applicable allocating agencies.
  • Actively track, report, reconcile payments/subsidies from subsidy sources (e.g., HPD).  Liaise with relevant agencies to resolve subsidy payment discrepancies, audit issues, and other pertinent matters.
  • Act as liaison to housing agencies, including heavy interaction with various units at respective agencies (e.g. HPD, NYCHA).
  • Secure, assemble and submit to respective housing agencies income/asset documentation for each resident according to all applicable regulations.
  • Reconcile and track payments/subsidies from allocating agencies.
  • Assist Euclid Manager with rent collection, initial lease executions, amendments, and lease renewals.
  • Scan documents, and create/maintain updates of files on WSFSSH/Euclid file server and/or tenant computer data base (s) in MS EXCEL, WORD, REALPAGE, as necessary and/or requested.
  • Assist tenant with obtaining rent ledgers, tenant verification letters, and letters to agencies to ensure the continuous of housing.
  • Secure and track annual contract rent increases, rent registration, and related issues.
  • Assist Manager in coordinating move-ins and move-outs, completing all required documentation and tracking room conditions.
  • Assist Manager with initial lease executions/amendments, lease renewals, rent stabilization submissions, and rent increases.
  • Work directly with tenants to understand/comply with annual and interim Section 8 certifications and recertifications and obtain proper verification documentation.
  • Maintain current, thorough, and accurate lease and income verification files (both paper and electronic) for each tenant.
  • Use RealPage to enter lease information and tenant payments, and to produce tenant receipts, arrears reports, vacancy reports and tenant ledgers.
  • Prepare a variety of reports, including but not limited to: certified rent rolls, certification reports.
  • Provide coverage for the front desk as needed.
  • Assist with other duties, as directed.


  • Maintain high level of care and respect for tenants at all times.
  • Work cooperatively and respectfully with Manager and other staff members.
  • Liaise effectively with Core staff members including Accounting, Property Management, IT and Asset Management. .
  • Comply fully with all WSFSSH confidentiality guidelines, safeguarding confidential information at all times.
  • Attend training sessions and conferences as required for enhancement of job skills.
  • Submit all relevant reports in a complete and timely manner.
  • Remain flexible with scheduling as necessary to meet deadlines and accomplish site goals.
  • Provide general administrative and office support to Euclid Management as requested.
  • Demonstrate flexibility and initiative to work both independently and as part of a team.


  • Proficiency in Microsoft Office applications including Microsoft Word, Excel and Outlook required.
  • Proficiency in RealPage or other property management software a plus.
  • Experience working in the area of government entitlements a plus.
  • Prior experience working with homeless individuals and/or others with special needs preferred.
  • Strong organizational skills and orientation to detail.
  • Ability to prioritize and work independently with minimal supervision.
  • Able to speak, read and write English articulately.
  • Ability to safeguard confidential information with propriety within the framework of WSFSSH policies and all federal, state, and local laws and all allocating agency requirements.

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