Position Summary
Under the general supervision of the Housing Programs Manager, the Property Manager II supports the administration and management of one or more MVPHA Public Housing, Market Rent, Unsubsidized, and Multifamily properties in accordance with applicable HUD regulations, policies, and procedures. This position is responsible for coordinating waiting lists, leasing, recertification, and move-out activities for assigned properties, as well as supporting additional property management functions as needed. All duties are performed in alignment with MVPHA’s mission, strategic goals, and objectives. This position is classified as non-exempt under the Fair Labor Standards Act (FLSA).
Essential Duties and Responsibilities
The below statements are intended to describe the general nature and scope of work being performed by this position.
- Manages public housing properties to assure the integrity of the occupancy issues, the proper physical condition of the properties, and that all activities are in compliance with regulations, laws, policies, and goals.
- Manages all waiting list and leasing activities for MVPHA’s housing properties; ensures that an adequate pool of eligible applicants is always readily available; ensures all applicants are processed and selected in accordance with HUD and LIHTC regulations.
- Handle property management activities to assigned MVPHA properties; always represent MVPHA in a professional and courteous manner.
- Maintains current knowledge of applicable regulations, policies and procedures and ensures compliance with all U.S. Department of Housing and Urban Development (HUD), including the MVPHA’s Admissions and Continued Occupancy Policy (ACOP), and the Project Based Tenant Selection Plan.
- Ensures and accurately records units are properly maintained at quality and safety standards; including any inspection deficiencies are handled, taken care of, and forward the appropriate data to corresponding parties in a timely manner in accordance with HUD regulations, MVHA policies and procedures and applicable federal and state laws.
- Utilizes HUD’s Enterprise Income Verification (EIV) system in accordance with HUD mandates.
- Maintains tenant files in compliance with all requirements.
- Explains nature of MVPHA programs, procedures, and services to clients; maintainsabsolute confidentiality of work-related issues, client records, and MVPHA information. While ensuring that all new tenants are fully aware of their obligations under the lease
- Devotes appropriate attention to MVPHA Strategic Plan objectives as assigned, ensuring that such goals are met or exceeded.
- Verify eligibility/suitability of applicants and transferring residents.
- Show housing units and amenities, lease units to new residents or transfers.
- Coordinate move-in with prospective residents; gather necessary documentation to process move-ins, leases, and transfers; provide orientation to new residents and ongoing education for current residents.
- Prepare and complete certifications and set rents; initiate and process lease changes for residents. Initiate and complete the vacate process and communicate with appropriate staff
- Manages all recertification (annual and interim) activities for MVPHA’s housing properties; reviews all retro rent calculations for accuracy; executes all repayment agreements.
- Participates in recertification fraud investigations; testifies in court and hearings as needed; provides data to investigators in a timely manner.
- Submits all required paperwork and reports accurately and in a timely manner, including monthly and annual reports on recertification activities.
- Manages all move-out files to ensure all necessary documentation is submitted timely; to include disposition letters and damage claims.
- Enforces the requirements of the lease; investigates and mediates complaints and disruptive situations.
- Receive and process resident grievance hearing requests; gather and prepare documentation; participate in hearings, or grievance panels, and in court proceedings as required.
- Assesses documents/complaints; initiate appropriate action and/or refer to the supervisor appropriately and in a timely manner.
- Reviews and resolves complaints and grievances, policy exceptions, and changes in resident status in a reasonable and polite manner.
- Addresses resident issues and grievances in accordance with the Housing Authority policies and procedures.
- Processes and sends delinquency notices; initiates evictions for lease violations in compliance with MVPHA policies and applicable federal and state laws.
- Prepare, serve, and coordinate eviction notices, and maintain appropriate documentation for tracking.
- Attend court proceedings as required.
- Reviews maintenance work orders and prioritizes maintenance projects.
- Conducts housekeeping and safety inspections and annual reinspection’s of housing units according to established policies and procedures, including accompanying maintenance staff on vacates and damage inspections, follow-up on lease violations, health and safety, home visits, welfare checks, building, grounds, or yard checks.
- Compose, prepares, and edit letters, memos, notices, flyers, and other correspondence; may prepare statistical and narrative reports to the Housing Programs Manger.
- Refer and/or coordinate residents’ needs with community agencies for services and information.
- Participates in coaching sessions; attends all required training, meetings, and follow-up as necessary.
- Maintains positive relations with residents and with those contacted in the course of work.
- Use effective and open communication verbally and written.
- Demonstrates respectful and cooperative behavior when interacting with clients, tenant, visitors, and MVPHA staff.
- Provides coverage for locations as required by the absence of another Property Manager II.
- Provide assistance to the accounting department on assigned reports.
- Complies with internal security and safety practices established by the Housing Authority.
- Maintains confidentiality of records.
- Perform other duties as assigned in support of program compliance and organizational goals.
Minimum Qualifications
- High school diploma/GED required. Associate's degree in public administration, business, or a related field required.
- Minimum of two (2) years of experience in property management experience. Equivalent combination of education and relevant experience will be considered.
- Experience in working with grant-funded organizations a plus.
- Experience in serving a diverse multi-culture community a plus.
- Experience in property management, leasing consultant, or real estate management a plus.
- Experience in working with low-to-moderate-income populations preferred.
- Experience with HUD systems such as PIC, EIV, and Secure Systems strongly preferred.
- Certification as a Public Housing Manager (PHM), is required to obtain within twelve (12) months of hire.
- Fair Housing Certification preferred within (1) year of hire date.
- Proficiency in Microsoft Office (particularly Word, Excel, Power Point, and Outlook) and housing management software (e.g., PHA-specific software systems).
- Valid U.S. state driver's license and ability to travel locally between MVPHA sites.
Qualification Requirements
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
Knowledge, Skills, Abilities
- Knowledge of landlord-tenant law, HUD policies and procedures, Admissions and Occupancy for Public Housing Program, Project-based Tenant Plan State law procedures, City ordinances, and conflict resolution strategies.
- High degree of integrity and discretion in handling confidential tenant and personnel information.
- Ability to interpret HUD and MVPHA rules and regulations regarding admissions and occupancy for the Public Housing Program.
- Strong analytical and written communication skills, with demonstrated ability to interpret regulations and produce clear compliance reports.
- Strong organizational skills including prioritizing, ensuring accuracy, multi-tasking, and handling interruptions appropriately; ensures assignments are completed in a timely and effective manner.
- Excellent communication skills with professional phone etiquette; ability to negotiate effectively with tenants; working effectively within a team environment and establishing and maintaining cooperative working relationships.
- Ability to evaluate data and maintain records in an organized manner.
Computer Skills
- To perform this job successfully, an individual should be competent in the usage of housing management software, HUD systems, database, e-mail, internet, Excel spreadsheets and word processing software.
- Must be able to learn other computer software programs as required by assigned tasks.
Mathematical Skills
- Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, fractions, and decimals.
- Ability to compute rate, ratio, and percentage and to draw and interpret bar graphs.
- Ability to calculate income and rent accurately.
Reasoning Ability
- Ability to work with culturally diverse populations at various socioeconomic and educational levels.
- Ability to deal effectively with situations that require tact and diplomacy, yet firmness.
- Ability to work and/or remain calm under pressure, to maintain professionalism under pressure and tensions related to multiple demands.
- Ability to use exercise sound judgement and discretion in giving information/solving problems in ambiguous or evolving regulatory situations.
- Ability to foster positive relations with tenants through effective communication and conflict management.
- Ability to follow directions, meet deadlines, and produce work that is organized, accurate, and legible.
- Ability to plan, organize, prioritize work assignments, and work independently.
- Ability to be attentive to detail and accuracy.
- Ability to create, compose, and edit written materials.
- Ability to interpret and advise on the application of various laws and regulations.
Language Skills
- Bilingual (English/Spanish) required.
- Ability to read and interpret documents such as federal regulations, operating, and procedure manuals.
- Ability to write reports and correspondence.
- Ability to effectively present information and respond to questions.
Behavioral Competencies
This position requires incumbents to exhibit the following behavioral skills.
Sets high standards of performance; pursues aggressive goals and works hard/smart to achieve them; strives for results and success; conveys a sense of urgency and brings issues to closure; persists despite obstacles and opposition.
Meets/exceeds the expectations and requirements of internal and external customers; identifies, understands, monitors, and measures the needs of both internal and external customers; talks and acts with customers in mind. Recognizes working colleagues as customers.
Ensures important information is passed to those who need to know; conveys necessary information clearly and effectively orally or in writing. Demonstrates attention to, and conveys understanding of, the comments and questions of others; listens effectively.
Demonstrates a high level of conscientiousness; holds oneself personally responsible for one’s own work; does fair share of work.
Certificates, Licenses, Registrations
- Must have and maintain a valid Driver's License.
- Certification as a Public Housing Manager (PHM) is required to obtain within twelve (12) months of hire.
- Fair Housing Certification preferred within (1) year of hire date.
Physical Requirements and Work Environment
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Work is typically in an office setting and/or the location of rental units.
- While performing the duties of this job, the employee is occasionally required to move about their assigned properties, ascending and descending stairs and ladders to meet with residents, conduct physical inspections and observe property activities.
- While inspecting housing units and/or maintenance work, the employee may occasionally be required to position self to observe work completed under cabinets, sinks or in high locations.
- Incumbent is also often required to maintain a stationary position, operate computers and other office equipment, move about the office, attend onsite and offsite meetings, and communicate.
- The employee may be exposed to a variety of situations that will require strong customer service skills and possibly hostile and/or dangerous situations.
- The employee must be able to accurately exchange information in person, in writing and via e-mail and telephone.
- The employee may be exposed to outdoor weather conditions.
- The employee must be able to work respectfully with culturally diverse populations, seniors, and persons with disabilities. The employee must occasionally transport or carry up to 20 pounds.
The noise level in the work environment is usually quiet. Moderate noise level.
MVPHA is an Equal Opportunity Employer.
Job Type: Full-time
Pay: From $17.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Health insurance
- Life insurance
- Paid time off
- Parental leave
- Retirement plan
- Vision insurance
Work Location: In person
