Position Summary: Responsible for assisting the Asset Manager in the management of low income public housing.
Reports to: Asset Supervisor
The incumbent of this position must demonstrate strong cognitive ability in assessing and evaluating problems, have capacity in determining priorities and managing multiple projects commensurate with Housing Authority standards, understand accounting principles to implement site specific budgets. The incumbent must also have demonstrated skills in lease enforcement and budget management. Must have the ability to listen and communicate with a diverse group of individuals and must have excellent communication skills, both verbal and written. Able to work flexible hours and be a team player.
SUPERVISION RECEIVED AND EXERCISED: Non-exempt, non-supervisory position.
EXAMPLES OF DUTIES
The incumbent of this position is responsible for assisting the Asset Manager in the management of low income public housing, including, but not limited to, the following duties:
- Ensuring at least “standard” performance under HUD’s assessment system indicators:
- Physical condition of the units, buildings and systems;
- Financial condition of the property;
- Management performance of the property;
- Resident satisfaction.
- Carrying out the work of the property in a manner that complies with all applicable Federal State and local laws, regulations, and AHFC policies and procedures related to:
- Civil and Disability rights;
- Fair labor standards practices;
- Procurement of goods and services;
- Rental integrity
- OSHA standards;
- Data privacy laws.
- Maintaining the financial health of the property, including responsibilities for:
- Assisting in preparing the annual operating budget and revisions as needed;
- Maximizing the property’s income and minimizing expenditures consistent with preservation of the physical plant;
- Minimizing vacant units days and vacancy loss;
- Assisting in tracking monthly and year-to-date income and expenditures (and making adjustments to financial practices when needed;
- Assisting in monitoring cash flow at the properties;
- Confirming daily receipts and make deposits daily;
- Purchasing goods and services only when needed, when policies have been followed, and when funding permits;
- Maintaining inventory control of all equipment, materials and supplies assigned to the site;
- Assembling information as required;
- Assisting in preparing or reviewing HUD financial reports as required.
- May assist in directing and monitoring site staff in compliance with the Personnel Policy:
- Organizing, scheduling, and monitoring the quality and quantity of work of the site staff;
- Assisting the Asset Manager with recruitment, training, and disciplinary actions;
- Signing off on and maintaining employee time records, leave records, and over-time authorizations;
- Assist Asset Manager to establish performance targets and monitor employee performance as requested;
- Training staff as required.
- Working with residents to ensure that they receive accurate and timely information, opportunities for input, fair hearings on problems, and support for their ideas and activities, including:
- Attending Resident Council meetings when invited;
- Supporting Resident Council initiatives;
- When available, providing funding for Resident Council activities;
- Meeting with residents on request;
- Conducting informal hearings on resident grievances;
- Organizing annual meetings of residents to obtain input on the Capital Plan;
- Providing Resident Council with timely copies of the Annual Plan, Five Year Plan and any revisions to policies for review and comment.
- Assist with the capital planning and redevelopment process, including:
- Assist Asset Manager in obtaining recommendations from staff about capital work needed and priorities for such work;
- Assist in the development of the annual capital plan;
- Working with the CGP staff in carrying out capital work at the properties (including, for example, obtaining access to occupied units);
- Supervising day-to-day maintenance of the property, including:
- Assisting in overseeing the development of the annual, monthly and weekly maintenance calendars upon which routine and preventive maintenance activities are scheduled and work orders issued;
- Assist in logging and monitoring the prioritization, assignment, close-out, and quality control of resident maintenance requests;
- Ensuring 24-hour emergency maintenance service is available;
- Walking the property daily (rain or shine) to check for skips, curb appeal, hazardous conditions and other needs; inspects common areas, hallways, community rooms, and interior hallways daily and ensures that work orders are issued to address deficiencies;
- Inspecting vacant units, assigning make-ready work, tracking make-ready time;
- Determining when and what residents should be charged for damages and neglect beyond normal wear and tear; Keeping the list of “charges in addition to rent” updated and accurate;
- Conducts semi-annual battery replacement program;
- Conducting UPCS inspections of each unit, documenting the results and correcting all deficiencies, including workability of smoke alarms;
- Assist Asset Manager to coordinate with the HUD UPCS inspector to ensure that all units are available for inspection and that all deficiencies noted are corrected within the HUD-specified timeframes.
- Coordinating with admissions staff to ensure prompt leasing of ready units, including:
- Assisting with marketing and recruitment of applicants for the waiting list;
- Assisting applicants in completing applications for public housing;
- Reviewing applications for completeness, obtaining verifications, determining eligibility, inputting applications to the AHFC computer system, establishing applicant files, briefing applicants on requirements for eligibility and for leasing, providing applicants with information on privacy requirements, establishing and maintaining tenant files;
- Notifying admissions staff as soon as possible of resident intent to vacate or skip-outs;
- Taking appropriate steps to process the move-out of families, processing the security deposit in accordance with Alaska law and AHFC policies;
- Ensuring that the exterior of the property, the route to the unit and the unit itself is clean and attractive prior to showing to a prospective resident;
- Processing new families, including move-in briefing, move-in inspection, calculation of pro-rated rent, regular rent, collecting security deposit and pro-rated rent and updating AHFC’s systems with all required tenant and accounting information.
- Assist with conducting annual reexaminations and interim adjustments to compute rent timely, accurately and in compliance with Admissions and Continued Occupancy Policy (ACOP) and HUD’s Rental Integrity Standards, including:
- Notifying residents of their upcoming annual reexam 90 to 120 days before the anniversary date;
- Verifying income and deductions in compliance with HUD RIM standards;
- Computing rent and determining Utility Allowances accurately;
- Offering all residents a choice between Income-based and Flat Rents at each Annual Reexamination;
- Notifying residents of rent increases at least 30 days before the recertification date;
- Documenting all actions properly in resident files; maintaining a high standard of file organization;
- Performing interim adjustments to rent in accordance with AHFC’s Lease and ACOP.
- Assist with enforcing the lease firmly and fairly on all residents, including:
- Conducting orientations for new residents to familiarize them with lease requirements;
- Sending 14 day notices for non-payment of rent by the 10th calendar day of the month;
- Sending 30 day notices for non-payment of charges in addition to rent by the 10th calendar day of the month;
- Placing a resident who owes delinquent rent or charges on a repayment agreement.
- Filing a resident for lease termination.
- Processing residents for lease termination.
- Notifying residents promptly, in writing, of any other lease violation, working with them to resolve the violation, and, if they fail to resolve the violation, taking prompt action, up to and including lease termination, for failing to correct the violation;
- Appearing in court for site evictions and other lease enforcement actions;
- Assist with maintaining adequate systems for resident safety and security, including:
- Dealing promptly with any hazardous situations to prevent accidents;
- Enforcing the lease for violations of the bans on criminal activity and drug-related criminal activity;
- Coordinating with local law enforcement to prevent crimes and enforce the law;
- Assist with drafting recommended policy and procedural changes for consideration;
- Organizing data and files; understanding and applying regulations, rules and instructions.
- Comprehend written material.
- convey information, both orally and in writing.
- Submitting monthly and annual reports as requested.
- Other duties as required.
KNOWLEDGE, SKILLS AND ABILITIES
Knowledge of: Knowledge of: Business English and math; proper communication techniques; office practices and procedures, effective human relation concepts. Knowledge of federal and agency regulations, policies, and procedures governing assisted housing programs.
Skills in: Organizing data and files; interpreting regulations; implementing and following procedures; making mathematical computations; selecting and applying guidelines and procedures; interviewing techniques; typing; operate 10-key by touch and operate a personal computer.
Ability to: Comprehend written material, interpret and apply rules and instructions; operate complex records management system; perform assigned tasks independently; organize data and compile summaries and tabulations; convey information, both orally and in writing form to a variety of individuals in understandable and precise terms; establish and maintain effective working relationships.
- High school diploma or GED and three years’ experience in office practices or property management, or a combination of three years’ of experience in office practices and property management. Property management experience is preferred. Office experience must include clerical duties such as typing, filing, copying and computer experience (Word and Excel preferred).
- Must have valid Alaska Driver’s license (or be able to obtain one within 5 calendar days of beginning employment) and show proof of good driving record, when requested.
- Must obtain a “Certified Property Manager” certificate or equivalent professional certification recognized by HUD within three years of the date of hire.
- Substitution: Related business college courses or degree may be substituted for required experience on a year for year basis.
This is a level 14 position with a monthly salary of $3,728.11 per month. Excellent benefits, including medical, dental, vision, and leave package.
All external applicants tentatively selected for this position shall be required to submit to urinalysis and breath alcohol testing to screen for illegal drug/alcohol use and complete a pre-employment physical prior to appointment.
A complete job description and online the website at https://www.ahfc.us/about-us/jobs/all-job-seekers/. A new AHFC application must be submitted for each position (a resume may be attached).
PLEASE DO NOT APPLY AT WORKPLACE ALASKA
ONLY APPLICATIONS SUBMITTED ON AHFC’S WEBSITE WILL BE CONSIDERED
APPLICATION MUST BE RECEIVED BY 5:00 P.M., JANUARY 22, 2019
AHFC provides employment opportunities to low and very-low income persons, in compliance with Section 3 of the HUD Act of 1968. Public Housing Residents are encouraged to apply.
EQUAL OPPORTUNITY EMPLOYER