Property Manager_ Southern Pines

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Position Description

Classification: Site Manager

Supervisor: Executive Director

Position Summary

Responsible for day to day property management of the Properties. Duties include leasing units, tenant reviews, property maintenance, and resident relations. Responsibilities include enforcing all rules and regulations regarding tenant selection, continued occupancy, and eviction; and a demonstrated ability to operate within budget parameters by minimizing expenditures and increasing occupancy.

Essential Job Functions

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.

Manages rent collection and enforces lease terms with residents. Conduct timely preparation and submission of move in and move out reports, rent adjustments, transfers and other required transactions and reports that affect the operation and compliance of the property.

Ensures that the duties and responsibilities of subordinates are clearly defined and fixed, and verifies position descriptions of all jobs in the property management operation. Coordinates with Director to revise job descriptions as needed when circumstances change.

Plan and prepares for regulatory inspections to ensure above standard scores on REAC and other inspections. Performs annual inspection of all units and maintain documentation of inspection in each tenant file.

In coordination with the supervisor, conducts annual assessment of capital improvement needs and major repairs for all properties and sites. Participate as needed in planning for system replacement and other contract work.

Reads and reviews federal regulations for assisted housing in order to stay current on requirements and to ensure understanding of policies and procedures adopted by the agency. Understand and effectively implement policies for, rent collection, resident charges, and various other procedures.

Recommend policy changes to the supervisor for consideration and implements revisions to procedures.

Prepare 50059 reports for all move-ins, move-outs, transfers, interim re-certifications, and annual re-certifications. Process rent changes each month for the prior month. Submit 50059 to HUD using TRACS/IMAX and prepare and submit the monthly Voucher/HAP request to HUD using TRACS/IMAX

Ensures the Authority's policies and procedures as well as HUD requirements and guidelines are being observed in the day-to-day activities of the resident selection and housing management functions.

Pay special attention to Fair Housing Laws and ensure compliance.

Ensures the Authority is ready for annual Management and Occupancy Reviews (MORs) by compiling reports and inspecting buildings and grounds. Oversees and ensures timely preparation of reports necessary for the Management and Occupancy Review (MOR).

Prepares for and participate in all related inspections, reviews and audits conducted by HUD, Federal, and other regulatory agencies. Confer with Supervisor on audit findings. Prepare response document for review by Executive Director and monitors all corrective actions to ensure the action has been taken. Documents corrective actions and ensure copy to Executive Director.

May represents the Housing Authority in meetings with HUD representatives, federal, state, and local officials, consultants, the residents, and the general public.

Ensure all appropriate court papers are filed in a timely and accurate manner. Represent the authority in small claims court. Enforces payment requirements consistently following established procedure.

Supervises assigned maintenance staff in the day to day maintenance of the properties, including the preventive maintenance procedure to identify problems early and provide routine servicing of buildings and systems to prevent damage. Performs quality control inspections to ensure that maintenance activities are carried out appropriately following all safety/OSHA regulations.

Counsels all delinquent tenants in an attempt to secure overdue rents before eviction procedures begin. Promotes strong resident relations by counseling tenants in areas of individual needs, e.g. family budgeting, income deficiency, disturbances and other tenant complaints

Responsible for providing affected tenants with notification of modernization, construction and other authority generated activities.

Recommends management improvement needs.

Reviews and reports on the compliance of management and maintenance relative to staff performance and suggests staff training programs.

Performs report preparation, file maintenance and documentation; posts required notices and performs accounting and computer documentation preparation; composes correspondence as necessary.

Regularly review and reconcile EIV reports including, but not limited to, the New Hires, Income Discrepancy, Deceased Tenant, Multiple Subsidy, and Social Security Verification Reports. Submits required documentation for the EIV Master Book in a timely manner. Responsible for obtaining the EIV Income Report for all new move-ins with-in 90 days of move in and for reconciling any discrepancies in accordance with HUD regulations.

Assist the supervisor in responding to REAC inspection findings and submit documentation as necessary to negate or cure findings.

Ensures tenant files are in full compliance with regulatory requirements as outlined in HUD Handbook 4350.3.

Performs related duties as required.

Required Knowledge and Abilities

1. Knowledge of the general operations and procedures of assisted housing programs and Housing Authority laws.

2. Knowledge of the purposes, policies, and regulations of the Housing Authority as established by the Board of Commissioners.

3. Knowledge of the local, state, and federal laws governing the assisted housing program applicable to the units under management plus health and fire regulations, landlord/tenant laws, leasing of property, and evictions.

4. General knowledge of all assisted housing programs at the federal, state, and local levels in both the public and private sectors.

5. Knowledge of report preparation techniques and procedures, and a demonstrated ability to create and evaluate professional and technical reports and other documents.

6. Knowledge of modern office equipment including copiers, personal computers, calculators, facsimile machines, etc. Proficiency in utilization of computer technology including specialized software and Microsoft office applications.

7. Ability to understand, act on, and interpret policies, regulations, and procedures as set forth by the Housing Authority and/or HUD.

8. Ability to plan, organize, and develop a variety of operational and management programs and procedures.

9. Ability to establish, monitor, and achieve objectives through skillful execution, delegation of duties, planning and utilization of resources.

10. Ability to evaluate performance of subordinates accurately, correct deficiencies, and to guide, replaces, and assign personnel.

11. Ability to prepare and present ideas in a clear and concise manner, both orally and in writing.

12. Ability to establish and maintain effective working relationships with co-workers, vendors, consultants, contractors, residents, HUD, and local, state, and federal officials; ability to communicate with people from a broad range of socio-economic backgrounds.

13. Ability to work in a fast paced environment with competing priorities and deliver quality managed public housing properties.

Physical Requirements

1. Level of manual dexterity sufficient to allow for operation of typewriter, computer keyboard, telephone, facsimile machine, calculator, etc.

2. Ability to move, handle, or lift small objects around desk area, e.g. files, computer printouts, reports, calculator, pencils, legal pads, etc.

Minimum Education, Training and/or Experience

1. Graduation from an accredited four year college or university with major course work in Public or Business Administration, or related field.

2. Minimum of five (5) years progressively responsible experience administering assisted housing programs. Experience as a Department Head, Administrator or equivalent.

3. An equivalent combination of education, training and experience which provides the required knowledge and abilities may be considered sufficient.

Special Requirements

1. Possession of a valid driver's license.

2. Ability to be bonded.

3. Certification in Multifamily Management and Supervisory & Management within twelve (12) months of employment in this position.

Job Type: Full-time

Pay: From $41,600.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Tuition reimbursement
• Vision insurance

Experience:

• property management: 3 years (Preferred)

License/Certification:

• Driver's License (Preferred)

Ability to Relocate:

• Southern Pines, NC: Relocate before starting work (Required)

Work Location: In person