Position Overview
This highly responsible position is to manage the day-to-day operations of assigned property/properties, 50 Low Rent units and 22 Rural Development units, in accordance with established Housing Authority regulations and guidelines. The incumbent enforces leasing agreements and timely rent payments by residents, ensures that all procedures and units are compliant with applicable regulations, and fills vacant units within the acceptable timeframe. All activities must support Housing Authority mission, strategic goals, and objectives. This position is responsible for supervising and directing the work of at least two full time maintenance employees. This position is not a hands-on working maintenance position.
Duties and Responsibilities
The statements contained here reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned including work in other functional areas to cover absences or relief, to equalize peak work periods or otherwise balance the work load. The functions listed are also examples of duties that may be required and in no way imply a contractual agreement between the employer and employee or affect the at-will relationship between the parties.
1. Responsible for maintaining the waiting list and the turnover of vacant units as quickly as possible to maintain a 98% or higher Occupancy Rate. Works closely with the Maintenance Lead for make-ready assignments based on the needs of housing applicants on the waiting list.
2. Responsible for all aspects of the maintenance and physical improvement of the property.
3. Conducts orientation for new residents, including showing units, explaining the lease, and discussing resident responsibilities, including maintenance requirements. Ensures that proper paperwork is filled out for new residents and inputs into system.
4. Conducts joint inspections (move-ins and move-outs) with new and vacating tenants, when needed. Calculates move-out charges, if any. Performs annual inspections of all dwelling units, non-dwelling units, and common areas in conjunction with the Maintenance Lead.
5. Ensures the annual inspection of all units, buildings, site(s), etc. in accordance with the Uniform Physical Inspection Standards as issued by HUD or other protocol imposed by HUD, local code, or state regulations.
6. Manages or supervises the management of the work order tracking process including receiving and coding requests, dispatching work to subordinates, or referring work to contractors. Ensures that all work orders are completed and closed in a timely manner.
7. Performs general clerical duties required in maintaining files. Includes the preparation of leases for new tenants and sending re-examination notices to tenants. Gathers and prepares required information for annual and interim re-examinations. Sends notification to residents of any changes in their rent based upon their re-examination.
8. Maintains and updates tenant information in PIC including the submission of 50058 information and checks for accuracy. Coordinates and monitors proper data entry of 50058’s in PIC for Public Housing.
9. Processes requests for rent adjustments in accordance with established procedures, including obtaining verifications, entering information into computer, etc. Follows up on delinquent accounts and pursues collections in accordance with established procedures. Monitors fraud agreements to repay.
10. Maintains and updates vacated tenant balances in Tenant PI and for submission by the Accounting Clerk to the Arkansas Department of Finance for the Arkansas State Setoff Program.
11. Patrols grounds of all sites checking for abandoned vehicles and the general appearance of the site and the exterior of the buildings.
12. Provides counseling to tenants who are not complying with policies and/or procedures by consulting with them and advising them of how to correct any problematic behavior. Maintains documentation of any counseling in the tenant’s file. Also provides counseling to tenants who have economic, social and legal, health, or other problems by referring them to the appropriate social service agency.
13. Initiates termination of tenancy letters for certain prescribed violations (including legal actions). Includes the application of charges (i.e. late fees & work order charges), sending tenant delinquent rent notices, and processing and delivering tenant eviction notices.
14. Schedules informal hearings and decide informal hearing for tenants facing termination from the program and prepares reports and documents associated with each investigation. Prepares hearing documents in accordance with applicable procedures.
15. Initiates transfer requests due to changing housing needs and emergency situations, and then monitors the results and responds immediately with follow-up supervision.
16. Assists and participates in the maintenance of tenant files, rent rolls and updating and verifying information.
17. Monitors all Public Housing files, records, and computer databases, ensuring that they are properly secured and that they comply with HUD regulations and Authority policies. Monitors files for income discrepancies. Identifies clients receiving multiple subsidy assistance, and takes appropriate action. Updates files as needed, retrieving new hire data on new residents.
18. Receives and brings tenant complaints concerning housing management activities to a mutually satisfactory conclusion.
19. Maintains control of master keys for assigned property.
20. Assists in answering phone and directing calls. Processes and assigns tenant-generated and maintenance-generated work order requests. Assists Clerk/Receptionist with front desk as needed.
21. Assistant to the Asset Management Director for preparing reports for HUD (MASS, PHAS, etc.
22. Performs annual evaluations on all maintenance employees and reports to the Executive Director. This position has the authority to recommend hiring and termination of employees with approval from the Executive Director.
23. Attends and/or participates in various meetings related to Housing Authority business during and after normal business hours.
24. Performs any other duties as directed by the Asset Management Director.
Additional Management Responsibilities
This position is responsible for certain management duties that pertain to the operation or improvement of all agency programs and properties. These additional management responsibilities include, but are not limited to, the following.
1. Coordinates and manages all assigned personnel in accordance standard Housing Authority practice.
2. Prepares periodic reporting related to overall program performance.
3. Provides support to the Asset Management Director including file completion, file accuracy, tenant processing, tenant report, HUD reporting, and/or overall program performance.
Additional management duties may be assigned, as needed, to ensure the maximum performance of the programs and properties assigned.
Required Knowledge and Abilities
1. Knowledge of the structure, operations, policies, and procedures of a Public Housing Agency.
2. Knowledge of the vision, mission, and purposes of the Authority as established by the Board of Commissioners and the Executive Director.
3. Knowledge of current trends in effective property management. Ability to proactively modify operational approach to maximize the performance of assigned programs.
4. Knowledge of the Authority’s facilities, including location, structure, and layout.
5. Knowledge of the Public Housing Assessment System and ability to apply standards to maximize the score of assigned properties and the agency as a whole.
6. Ability to plan, organize, and develop a variety of operational and management systems related to the position. Ability to orient other workers and to explain regulations, policies, procedures, or processes.
7. Ability to produce periodic reporting and provide clear and concise performance data to the Asset Management Director and Senior Director of Operations, including applicable recommendations for improvements.
8. Ability to present ideas and information in a clear and concise manner, both orally and in writing.
9. Ability to establish and maintain effective working relationships with co-workers, vendors, consultants, contractors, professionals, residents, HUD, and local, state, and federal officials.
10. Ability to communicate with people from a broad range of socio-economic backgrounds.
Performance Standards
Performance standards are provided to help facilitate the periodic evaluation of the degree to which the employee meets the requirements of the job. The performance standards below represent examples and are in no way all inclusive. The Authority reserves the right to add or change performance standards through a modification of the position description, a supplemental performance evaluation tool, or written or verbal communication between the employee and their supervisor or the PHA Asset Management Director. Achieving the performance standards in no way guarantees a change in compensation and does not supersede or affect the at-will relationship between the employer and employee. Examples of performance standards for this position include, but are not limited to, the following:
1. Ensures a High Performer status on the PHAS scoring system.
2. Ensure REAC score of 90 or better.
3. Ensures a clean audit with relation to the programs that are assigned to this position.
Minimum Education, Training, and/or Experience
This position requires a high school diploma or GED. A minimum of two years’ experience supervising and/or maintaining multifamily rental property preferably in a position where work performance was measured under PHAS and/or RD; or any equivalent combination of education, training, and experience that provides the required knowledge and abilities. Regular attendance is required for this position. Must obtain PHM certification and HCM-R certification within first (12) twelve months of employment.
Related Experience areas would include but not limited to:
Product or industry specific experience
Strong computer skills including MS Office Suite
Knowledge of tools, concepts and methodologies of QA
Knowledge of relevant regulatory requirements
Physical Requirements
The incumbent must have the ability to access all portions of their assigned site during normal operation and during active construction and modernization. Must be able to work while standing for extended periods of time. Must be able to push, pull, carry, lift, crouch, and climb. Exposure to all types of weather, including extreme heat and cold.
Special Requirements
1. Possession of a valid Arkansas driver’s license.
2. Must be bondable.
3. Must pass a criminal background check
4. Must pass an alcohol and drug test
5. An analytical mindset with great problem-solving skills
6. Excellent organizational and leadership skills
7. A business acumen with a strategic ability
8. Working knowledge of MS office and program management software.
9. Outstanding knowledge of data analysis and reporting.
10. Excellent knowledge of performance evaluation techniques.
Job Type: Part-time
Pay: $16.00 - $18.00 per hour
Education:
- High school or equivalent (Preferred)
Experience:
- Property Management: 2 years (Preferred)
License/Certification:
- Driver's License (Preferred)
Work Location: In person
