Job Details

POSITION DESCRIPTION

Title: Property Manager

Reports To: Deputy Executive Director

FLSA Classification: Exempt - Salary

Summary

Responsible for overall management, operations, and admissions for one or more Projects and Properties in the Authority's housing programs through the supervision of subordinate staff and the monitoring of the fiscal and occupancy status through regular reports. The Property Manager is responsible for monitoring operating practices and procedures, and recommending changes to promote efficiency, supervising, evaluating performance, and training site personnel. The duties listed below illustrate the various types of work that may be performed. The omission of specific statements regarding duties does not exclude them from the position if the work is similar, related, or a logical assignment associated with this position.

Duties and Responsibilities

• Plans, communicates, and monitors the work of administrative and ensures compliance with applicable HUD guidelines as well as federal, state, and local regulations, laws, ordinances, and the Authority's administration of programs.
• May perform new move-in/move-out, housekeeping, UPCS/NSpire inspections and re-inspections. Prepares move-in/move-out adjustments and requests. Ensure all relevant paperwork is received by appropriate personnel.
• Oversee acceptance of applications, eligibility determinations, rent and utility determinations, and maintenance of the waiting list per established procedures.
• Responsible for HUD and Public Housing Administration (PHA) required reports, studies, and proposals.
• Perform end of month closeout at the end of each month to prepare for new month to include statements, utility charges, move ins, move outs, etc.
• May accompany prospective tenants to property sites, quote price, describe features, and discuss terms of lease.
• Provides orientation to new residents/tenants by explaining the lease provisions clearly, quoting correct prices, explaining provisions of Authority policies. May escort prospective residents to inspect the unit; explaining amenities in the community; and discussing other important issues. Orientations should be provided on initial move-in and also during annual reexaminations periods.
• Oversees and reviews verification, substantiation, and research regarding a variety of eligibility data supplied by current or prospective residents including income, legal status, and social services assistance. Obtains background checks and reviews monthly EIV reports.
• Ensures, oversees, and monitors appropriate annual recertification of residents and calculation of interim adjustments and entry of data into computer database.
• Ensures correct and timely information regarding monies owed by residents/tenants is entered into the appropriate system. Oversees rent collection procedures, lease enforcement actions, and vacancy turnaround coordination.
• Oversee maintenance of timely records regarding the status of assigned units (e.g., filled, vacant, anticipated vacancy, etc.)
• Responsible for ensuring maintenance and transmission of HUD Form 50058 to the PIH Information Center (PIC) system.
• Monitors lease violations and delinquent rent roll; oversees issuance of delinquent notices and late payment charges and initiates lease termination/eviction process when warranted, ensuring appropriate court documents are filed in a timely manner and appears as necessary. Monitors abandoned units.
• Effectively manages complaints and legal matters within area of expertise as assigned, including in-house grievance procedures. Resolves conflicts and complaints among residents, if possible, to mitigate detrimental effects and/or avoid continued grievances.
• May meet with the Authority attorney to analyze incident reports and make determinations regarding what actions to pursue. Must notify the Executive/Deputy Executive Director of any actions requiring legal involvement. May participate in hearings and appeals as needed.
• Monitors, reviews, analyzes housing management data and prepares reports as required addressing occupancy, delinquency rates, and other related information in a timely manner.
• May perform regular walk-by inspections of buildings and grounds to ensure maintenance of curb appeal and resident compliance with applicable lease provisions. May issue corrective action to be taken when necessary and provide oversight of effective resolution of unsatisfactory conditions with residents.
• Coordinates the improvement of communication and cooperation between residents and management by staying knowledgeable of and informing the residents of new rules and laws, regulations, etc., as interpreted by the Authority. May periodically meet with residents to outline changes and/or new directions in policies and programs.
• Counsel residents/tenants who are not complying with policies and procedures, have economic, health, or social problems, and have delinquent rent problems. Ensures residents/tenants are appropriately notified of lease violation, and eviction proceedings. Ensures referral to appropriate social services personnel when indicated. Works closely with other Authority departments in coordination of efforts to ensure that residents/tenants receive available services.
• Supervises, trains, motivates, and evaluates subordinate staff to ensure occupational growth, effectiveness, and productivity, including identification of training needs and adherence to the Authority's standards of conduct and/or code of ethics.
• Audits staff time to verify accuracy of information and to resolve discrepancies prior to submission to payroll, tracks attendance, and schedules annual leave in accordance with Authority policies and procedures.
• Coordinates the Resident Fraud and Abuse Program to deter and/or prevent same within Authority housing programs, through rent review, verification of income strategies, counseling, prosecution, etc.
• Thoroughly monitors and investigates program fraud and abuse complaints in a discreet and tactful manner, ensuring confidentiality of information.
• Gathers documents or other evidence from various sources. Ensure that sufficient evidence has been gathered to allow appropriate personnel to establish whether fraud has occurred.
• Analyzes evidence and prepares a written report on the investigation and a statement of findings with a recommendation based on the evidence gathered as to whether the claim is potentially fraudulent. Confer with the Deputy Executive Director/Executive Director and/or general counsel to determine whether sufficient evidence exists to take adverse action.
• When applicable, markets vacant units using Authority-approved marketing procedures, write advertisements if needed, and places advertisements in appropriate publications for best exposure to the community.
• Promotes equality of opportunity in all aspects of employment, housing management, maintenance, and service delivery, and ensures compliance with all relevant legislation; ensures that qualified individuals are not excluded form participation in, denied the benefits of, or are subjected to discrimination under any program or activity under Asset Management programs (AMP).
• Work alongside appropriate staff to ensure the timely initiation of make ready work orders for maintenance, preventative maintenance, and after-hours maintenance calls. May assess charges to tenants for maintenance services as appropriate.
• Reviews and remains current on all relevant rules and regulations concerning appropriate Authority housing programs, as well as applicable local, state, and federal laws, regulations, codes, and Authority rules, regulations, and Admission and Continued Occupancy Policies.
• Attends relevant Authority meetings to exchange information and further the development and implementation of processes and activities to enhance overall performance, effective operations, and maintenance of optimum lease-up rates.
• Accountable for consistent adherence to strong Authority standards regarding ethical responsibility, and appropriate use, care, and safeguarding of Authority materials, supplies, resources, and other assets.
• Performs other duties as assigned by the Deputy Executive Director and/or Executive Director.

Qualifications and Knowledge

• High school graduates or GED with Bachelor's degree from an accredited college or university preferred in Business, Public Administration, or related field and four (4) years of appropriate, progressively responsible professional experience OR an equivalent combination of experience and education.
• Thorough knowledge of Authority policy and procedures as they pertain to property management and occupancy.
• Thorough knowledge of HUD rules and regulations that apply to housing management.
• Working knowledge of laws and standards that apply to housing property management, such as Fair Housing Laws, Landlord-Tenant Law, OSHA Standards, local and state building codes.
• Working knowledge of federal and state fair labor standards requirements.
• Basic knowledge of building maintenance, fire prevention, and liability reduction principles.
• Thorough knowledge of the modern principles, practices, and techniques of personnel management, training, goal setting, and performance evaluation. Ability to plan, direct, and supervise the work or others, to delegate responsibility and authority, and to hold subordinates accountable for tasks assigned.
• Working knowledge and ability to operate appropriate operation of the Authority's computer system and applicable software packages.
• Working knowledge of the agencies that provide assistance and services to residents, including knowledge of eligibility requirements.
• Knowledge of mathematics and general accounting procedures sufficient to perform calculation required for summarizing rent collections, making deposits, rent adjustments, and assisting Deputy Executive Director/Executive Director in preparation of annual operating budget and long-term budgets.
• Ability to maintain required records such as resident files, vacancy reports, etc.
• Ability to procure goods and services in accordance with Authority procurement procedures and in keeping with the approved operating budget for the property.
• Ability to read and interpret policies and guidelines in order to make sound decisions.
• Ability to prepare clear, concise reports and make appropriate recommendations within scope of responsibility.
• Ability to communicate clearly, concisely, verbally and in writing.
• Ability to generate records, receipts, and reports efficiently using a calculator and appropriate computer system.
• Ability to manage multiple priorities and multiple demands to accomplish tasks in accordance with established requirements.
• Skilled in analyzing situations in order to identify problems and offer possible solutions.
• Skilled in communicating with diverse individuals in a wide variety of situations.
• Ability to understand and utilize all functions and reports provided by computer software related to duties and responsibilities.
• Valid driver's license and good driving record.
• Ability to be covered under the Authority's fidelity bond.

Supervision Given and Received

The Property Manager receives instructions primarily from the Deputy Executive Director. Normally, the employee plans and carries out work activities with minimal supervision and independently resolves problems that arise. The employee receives specific instructions when problems are brought to the attention of the supervisor and/or when the supervisor is contacted by the employee for directions. The employee's work is reviewed for accuracy and compliance with organizational policies, federal, state and local regulations and attainment of objectives.

The Property Manager gives instructions to subordinates that are generally broad and nonspecific; however, instructions are occasionally direct and specific to address a particular situation or problem. Program polices are conveyed to subordinates through the regular staff meetings and/or other appropriate procedures and open communications are encouraged. Employee monitors the work of subordinates for accuracy, completeness, conformity to policy, achievement of goals and objectives, evaluates employee job performance, and recommends hiring, training, firing, and disciplinary actions.

Guidelines

Guidelines followed by the Property Manager include established policies and procedures, published laws, regulations, handbooks, codes, and ordinances. Materials used vary with the project and the entities involved, and independent research or contact with HUD representative is necessary depending on the activity requirements. These guidelines cover most job-related situations, and the employee is often required to use independent judgment in making decisions. The employee receives specific instructions when complaints are brought to the attention of the supervisor and when the supervisor is contacted by the employee for directions.

Complexity

The Property Manager performs a wide variety of routine and non-routine tasks. The employee must identify the work that needs to be done, determine how to accomplish it, and coordinate, integrate, and prioritize a variety of tasks or assignments. The employee must make regular decisions involving usual and unusual circumstances, conflicting data, conflicting and competing demands, or other non-routine occurrences. The course of action is determined by the circumstances, assessment of critical issues, supervisor input, and by established procedures and applicable regulations. Routinely, the employee makes decisions concerning resident problems, collections, and management of staff using personal judgement based on prior experience. Eviction decisions may prove to be especially difficult.

Scope and Effect

The employee's work affects a significant portion of the Authority's investments, total housing program goals, and the residents/tenants assisted by the Authority. Effective and efficient accomplishment of work by the employee contributes significantly to the Authority's ability to provide adequate housing to the city's low-income residents.

Personal Contacts

The employees' personal contacts are mostly with local officials, outside service agencies, contractors, advertising contacts, social workers, other employees, and residents assisted by the Authority. The purposes of these contacts are to give or exchange information, resolve problems, provide services, motivate, influence, interrogate, justify, defend, negotiate, and make decisions.

Regularly, contact requires negotiation and/or handling of controversial matters, and may include dealing with skeptical, uncooperative, unreceptive, and hostiles individuals, and potentially volatile situations.

Physical Demands

• Work in principally sedentary but may involve some physical exertion during on-site visits with residents or staff members and inspections of units and/or facilities.
• Must be able to establish and maintain effective working relationships with subordinates, co-workers, residents, and people outside the Authority.
• Must be able to sit or stand for up to eight hours at a time while performing essential work duties.
• Must be able to bend, stoop, push, and pull in the performance of essential job-related duties (e.g., moving or carrying job-related objects or materials).
• Must be able to use fingers bilaterally and unilaterally to operate job-related equipment.
• Must have vision and hearing corrected to be able to perform essential job functions.
• Must be able to work around various fumes, odors, and dust.
• Must be able to perform essential job functions in an environment that will sometimes include increased level of work-related stress.
• Must maintain punctuality and attendance as scheduled.

Work Environment

Work involves the normal risks or discomfort associated with an office environment and is usually in an area that is adequately cooled, heated, lighted, and ventilated, but also involves working outdoors during visits to dwellings or facilities.