Lead Property Manager

SUMMARY: Under the general direction of the Affordable Housing Manager or designee, and in accordance with the Asset Management principles and practices/Public Housing Assessment System (PHAS) requirements and effective customer service practices, the Lead Property Manager provides leadership and guidance in support of daily operation of the property management teams for properties managed by the Rockford Housing Authority and Bridge Rockford. Plans, directs, monitors, supervises, and evaluates the maintenance and clerical staff at the site(s), enhancing the work experience with the spirit of teamwork and cooperation.

Although direct supervision of all property management teams is not a responsibility, providing training, leadership and guidance is required in this class. The incumbent will assist in the job orientation of new personnel, be responsible for all new hire trainings, and provide annual trainings to staff to support ongoing compliance. Independent decisions and actions are expected with good reasoning ability required.

The Lead Property Manager is accountable for the prompt and appropriate occupancy of available units, accurate and full collection of rents, enforcement of lease conditions and provisions, timely initiation of eviction proceedings, inspection of rehabilitated or repaired units, timely and accurate rent re-certifications, and maintenance of safe and sanitary property conditions, of any property directly managed by the incumbent. The incumbent is responsible for ensuring that all property management staff have a full understanding of the aforementioned.

The Lead Property Manager works closely with residents and various community organizations, some of which may represent residents, to interpret and implement management procedures, policies, and regulations of the Rockford Housing Authority.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodation for persons with a known disabling condition will be considered in accordance with State and Federal law.

Other duties may be assigned.

1. Plans and organizes the day-to-day operations of the public housing development(s) in accordance with RHA policies and procedures, particularly as they pertain to property management.
2. Maintains adequate monitoring and reporting systems to ensure the adequacy, quality, and timeliness of work. Prepares and submits monthly reports to the Affordable Housing Manager.

Lead Property Manager

SITE MANAGEMENT/OPERATIONS

AFSCME Level 12

1. Accurately prepares, maintains and monitors the performance of the site budget. Submits monthly, quarterly, and annual financial reports.
2. Collects rents, maintenance charges, late charges, security deposits, and other outstanding amounts. Responsible for maintaining the development's delinquent rent amounts at less than three percent (3%) of the amount billed on a monthly basis. Responsible for maintaining the development's total delinquent amounts at less than ten percent (10%) of the total amount bill on all reporting dates.
3. Responsible for sending/posting all notices regarding non-compliance of the rules and regulations when a violation occurs. Processes all legal notices and files in court. Appears in court for all legal proceedings in accordance with the property.
4. Responsible for annual and interim re-examinations of tenant income and monthly submissions of 50058's through PIC. Monitors errors and makes necessary corrections. Maintains a ninety-eight percent (98%) monthly reporting rate.
5. Performs quarterly inspections of all units according to HUD REAC requirements. Submits copies of inspection reports to the Quality Assurance Manager on a quarterly basis (3 Home Visit Reports with Pest Control and 1 REAC Inspection).
6. Networks with social service organizations and community resource agencies.
7. Responsible for the writing and submission of advertisements as needed (with the AHM's approval) to the appropriate publications for best exposure for the community.
8. Establishes and maintains a waiting list per established procedures.
9. Completes and submits appropriate reports for all incidents that involve injury or property damage.
10. Supervises the maintenance of rental units owned by the Authority.
11. Contracts, purchases and/or commits for services, labor and/or supplies within the delegated limits and in accordance with the RHA procurement policy.
12. Maintains confidentiality of resident/staff issues and concerns.
13. Works directly with the Human Services Department to promote and ensure compliance with all FSS and Home Ownership programs.
14. Responsible for client and employee file audits and training to ensure compliance in accordance with RHA Admissions and Continued Occupancy Policy, HUD regulations and Federal, State and local law(s).
15. Assist with the preparation of monthly, quarterly, and annual reports as required.
16. Responsible for all new hire training on software systems, RHA / Bridge Rockford resident leases, RHA policies, HUD regulations, and HUD systems reporting.
17. Responsible for crafting and delivery of annual training sessions to all property management staff ensuring continued compliance with RHA Bridge Rockford HUD rules/regulations.

2

Lead Property Manager

SITE MANAGEMENT/OPERATIONS

AFSCME Level 12

General Repair and Maintenance - Including Grounds Maintenance:

1. Oversees and monitors all work associated with the upkeep and maintenance of the grounds, trash container areas, and common areas not allowing any trash to accumulate. Submits weekly curb appeal reports to Quality Assurance Manager via e-mail.
2. Assures that all vacant apartments are cleaned immediately and made ready for showing and occupancy within twenty (20) days after move-out.
3. Logs all resident complaints and dispatches maintenance promptly. Generates work orders in response to requests for repairs from residents, coordinates completion of repairs, and closes out work orders in accordance with established procedures.
4. Maintains records of the status of assigned units, e.g., filled, vacant, anticipated vacancy, etc.
5. Communicates with security personnel regarding specific problems.
6. Available at all times either personally or through site staff for emergency calls.
7. Monitors workshop area to assure it is maintained in a neat and organized manner, free of clutter and debris.

Tenant Relations:

1. Delivers excellent customer service and maintains the property business office in a neat, orderly and business-like manner with regularly scheduled office hours per established procedures.
2. Provides orientation (e.g., explanation of lease, house rules and expectations) to new and existing residents.
3. Counsels residents who are not compliant with the terms of the lease and initiates discussions concerning delinquent payments.
4. Resolves conflict and complaints among residents when possible in order to avoid resident grievances.
5. Recommends eviction if resident behavior warrants and prepares related documentation to support recommendations.
6. Notifies residents of upcoming customer surveys in order to identify resident needs. Assesses quality of services, etc. based on resident survey feedback.
7. Participates in hearings and appeals as needed.

Supervision:

1. Participates in pre-employment interviews and makes hiring recommendations as needed.

3

Lead Property Manager

SITE MANAGEMENT/OPERATIONS

AFSCME Level 12

1. Responsible for the training, coaching and supervision of all site staff. Provides timely, thorough performance evaluations based on applicable site-based performance measures. Monitors staff compliance with agency personnel policies.
2. Interprets and applies personnel policies, departmental policies, and other relevant policies and procedures.
3. Reviews time and leave reports for assigned staff.

QUALIFICATION REQUIREMENTS: The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation for persons with a known disabling condition will be considered in accordance with State and Federal law.

1. The position requires the ability to work with a personal computer in a Windows environment, utilizing word processing and spreadsheet applications such as Word, Excel, Outlook and Access, as well as HUD-related software. Must utilize Yardi software to prepare reports for consistency with the Finance department. Requires strong ability to grasp quickly reporting techniques including, but not limited to, statistical sampling, dashboard reporting, as well and any specialized HUD-related software that may be needed. Must type 40 w.p.m.
2. Must be able to communicate clearly and effectively, both orally and in writing, using business English, spelling, grammar, and punctuation. Ability to prepare clear concise reports and make appropriate recommendations within scope of responsibility.
3. Extensive knowledge of HUD regulations and procedures, Fair-Housing Laws, Landlord-Tenant Law, OSHA Standards, local and state building codes. Basic knowledge of building maintenance, fire prevention and liability reduction principles.
4. Knowledge of mathematics sufficient to perform calculations required for summarizing rent collections, rent adjustments and to procure goods and services in accordance with Authority procedures and in keeping with the assigned Operating budget for the property.
5. Ability to establish and maintain effective working relationships with peers, superiors, residents, community service agencies, and the public.
6. Ability to work outdoors in all types of weather, including inclement weather.
7. Must possess a valid driver's license, be insurable by RHA, and able to provide personal transportation as needed to perform duties (reimbursement will be made per RHA Travel Policy). Copy of current driver's license must be on file in Human Resources. Copy of personal vehicle liability insurance must be on file in Human Resources if operating personal vehicle while on RHA business.
8. Ability to maintain adequate attendance, and a neat, clean appropriate appearance in accordance with RHA Personnel Policy.
9. Ability to provide leadership and mentoring in a respectful conducive manner.
10. Make recommendations regarding employee performance.

4

Lead Property Manager

SITE MANAGEMENT/OPERATIONS

AFSCME Level 12

EDUCATION and/or EXPERIENCE: Associates Degree in Management, Business Administration, Public Administration, real estate or closely related field, plus five (5) years in property management is required, or

High School education or equivalent, plus seven (7) years of experience in a property management position. Public Housing experience is preferred. Appropriate Management experience may substitute for education with the approval of the CEO.

PHM or Asset Management for Public Housing certification is required. Certification approved by the CEO related to Asset Management of Public Housing must be kept current to include the Asset Management model identified by HUD beginning in FY2007. Tax Credit certification is preferred but not required.

Incumbent has one year to obtain Tax credit certification from the time this position is filled.

PHYSICAL DEMANDS: The physical demands described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation for persons with a known disabling condition will be considered in accordance with State and Federal law.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; and talk or hear. The employee frequently is required to walk. The employee is occasionally required to stand and stoop, kneel, crouch, or crawl.

The employee must frequently lift up to 10 pounds, and occasionally lift up to 25 pounds.

Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation for persons with a known disabling condition will be considered in accordance with State and Federal law.

The noise level in the work environment is usually moderate.

SAFETY IS EVERYONE'S responsibility and employees are required to work safely. In that regard:

All employees are responsible for following all safety policies of RHA and must attend safety training and meetings appropriate for their area of responsibility as they are scheduled.

All employees are required to work safely and become knowledgeable of the safety requirements of any equipment, machinery or tool they may operate.

All employees shall not act in any manner that may injure another worker or non-worker or cause a dangerous situation to occur. This includes, but is not limited to, horseplay, pranks, and/or innocent joking that may jeopardize anyone's safety.

All employees must report any dangerous or hazardous condition they discover to their Supervisor, the Supervisor's Designee or the Safety Manager immediately. Employees are expected to correct this condition to the best of their ability until proper remediation is taken.

5

Lead Property Manager

SITE MANAGEMENT/OPERATIONS

AFSCME Level 12

EEO POLICY: The Rockford Housing Authority does not discriminate against employees or applicants for employment on account of race, creed, color, orientation, national origin, sex, age, political or union affiliation nor any type of unlawful discrimination prohibited by applicable State and Federal laws. It is the policy of the Employer to take affirmative action to encourage and foster employment of minorities, women, and disabled persons.

Current Openings for Lead Property Manager Jobs at Rockford Housing Authority