TACOMA HOUSING AUTHORITY

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1 TACOMA HOUSING AUTHORITY JOB DESCRIPTION THA FORM HR-05 (1) JOB TITLE PROPERTY MANAGER Most Recent Content Modification February 12, 2016 Department Real Estate Management & Housing Services Reports to Portfolio Manager Supervises Property management staff as assigned Pay Grade M - $58,756 - $85,196 Pay Grade Date July 2014 Work Schedule Full Time Part-Time Status Regular Position Temporary Position Sunset Position Wage and Hour Status Non-Exempt Exempt Union Status Union Non-Union THA is an equal opportunity employer. It considers all applicants without regard to race, color, national origin, religion or creed, gender, disability, marital status, familial status, age (over 40 years old), sexual orientation and gender identity. THA will also reasonably accommodate individuals with disabilities to allow them to apply or to perform the essential functions of the job. Applicants needing accommodation for a disability should make their request to the HR Department at least 24 hours in advance, if possible. (253) Questions, concerns or complaints regarding THA s application of its nondiscrimination policies should be directed to: Civil Rights Compliance Coordinator, 902 South L St, Tacoma, WA 98405; or PURPOSE OF POSITION The Property Manager position supports Tacoma Housing Authority s (THA s) strategic and operational objectives in the following way: ensures that THA s properties are safe, enjoyable places to live, efficient to operate, good neighbors, attractive assets to their neighborhoods and fully compliant with all governing program rules. To accomplish this, the Property Manager ensures maximum occupancy of housing units, directs or coordinates response to emergencies, sustains successful residency, is responsible for the preparation and oversight of the operating budget for assigned property, and ensuring continuous improvement of service delivery to residents. In this context, the incumbent in this position will collaborate with others at all levels of the organization and with external stakeholders in the consideration of significant goals, concepts, initiatives, and other activities that profoundly affect THA, its employees, and the people that it serves. The Property Manager shall perform all these responsibilities in service to THA s social justice and business mission to assist low-income households and other customers, and to do so in ways that aspire to programmatic and administrative excellence. 2. SUPERVISION REQUIRED The employee establishes methods and procedures for attaining specific goals and objectives, and receives guidance in terms of broad goals. Only the final results of work are typically reviewed. 3. ESSENTIAL DUTIES AND RESPONSIBILITIES 3.1 Agency management Managers and Supervisors share responsibilities for implementing agency-wide objectives and directives through programs and practices which reflect the Vision Statement and the THA in-house cultural objectives. Managers are responsible for supporting a "one agency" perspective while acting as advocates for their work units. Managers support the Executive Team as they: Implement organization-wide goals and cross department projects and objectives; JOB DESCRIPTION: PROPERTY MANAGER- 1

2 JOB DESCRIPTION: PROPERTY MANAGER- 2 Offer input and feedback to long range, strategic and budget planning processes; Maintain both a department and an organization-wide perspective when considering information, issues and challenges; Model the Agency's service orientation with all public, elected or funding agency representatives; Conduct business through cross department participation and review, two way communication and accountability. 3.2 Property management Direct and/or perform property management marketing activities such as overseeing or showing apartments to prospective residents, processing rental applications and verifying eligibility in accordance with HUD Fair Housing Standards and THA policies and procedures; Maintaining property waiting list database and applicant files, and respond to applicant questions regarding application status; Coordinate and/or perform move-in duties such as ensuring residents execute lease and collecting all monies prior to unit occupancy, completing walk through inspection with residents, explaining responsibilities of lease compliance, property amenities, neighborhood services amenities and resident participation opportunities. Perform follow-up visits with new residents within 60 days after move-in to identify, assess and take action on any issues that may impact resident occupancy in a proactive and timely manner; Coordinate efforts to maintain resident occupancy. Meet with residents to identify and assess resident concerns, complaints or grievances; Maintain positive and constructive external relations with community and real estate organizations, and prospective sources of eligible residents and rental information. 3.3 Property administrative duties Monitor resident compliance with lease provisions; investigate and document violations; communicate required remedies to resident and/or resident representative and Client Services partner; Oversee annual, interim and zero income eligibility reviews and reports; verify family income, size/composition and program eligibility; confirm rent amount is accurate and consistent with program requirements; Monitor, collect and process rent payments, rent refunds and resident charges; bank deposits; notify finance department of account activity and discrepancies; enforce collection policies; compile reports detailing collection activities and delinquent rent rolls; Coordinate eviction proceedings for lease violation(s) or for non-payment of rent; ensure eviction related actions and activities are documented and residents receive lease enforcement notices and warning letters in a timely manner; schedule eviction related conferences and meetings and assist legal counsel with case and court processes; Conduct compliance and administrative functions to ensure ongoing compliance with all funding/subsidy streams applicable to the site. These may include, but are not limited to, Low-Income Housing Tax Credits, and Project-based Section 8 subsidy;

3 (g) (h) (i) Prepare and administer the budget for assigned properties; manage property-related expenditures; also investigate budget discrepancies and prepare budget variance reports; Conduct housing quality and UPCS inspections to ensure units are maintained in a manner consistent with agency and mandated policies and procedures; interpret and explain housekeeping standards to residents; monitor resident efforts to resolve unsatisfactory conditions; initiate lease violation proceedings when necessary; Prepare reports on vacancies and unit dispositions. Produce and maintain appropriate resident and property related documents, files and records required by HUD and/or agency guidelines and standards; maintain inventory records. Audit resident files and corrects deficiencies in a timely manner; and assist in agency or HUD audits; Maintain a control system to assure the timely completion and recording of all required actions such as lease renewals, recertifications, reasonable accommodations, grievance hearings, legal actions (including evictions), and application responses, filing and file destructions. 3.4 Coordination with Client Services Work closely with Client Services staff to engage and assist families at risk for eviction; Refer residents for intervention to internal case management resources and/or refer residents to external social service agencies when appropriate. 3.5 Property maintenance (g) (h) Plan, organize, coordinate and oversee a variety of skilled property maintenance activities; monitor service requests across properties; evaluate work flow and alter staff assignments accordingly; Oversee the preventative maintenance plans for properties in cooperation with the Facilities Manager. Assist in establishing schedules and service delivery methods for preventative maintenance tasks; identify resources needed; review required activities with appropriate staff; allocate resources; ensure the timely creation and completion of related service requests; Perform quality control of completed service requests for compliance with THA standards and UPCS. Address any deficiencies with appropriate staff; Direct weatherization programs at assigned properties; ensure related service requests are completed; Conduct weekly inspections of property interiors and exteriors; make sure standards are met for cleanliness, appearance and curb appeal; respond to and resolve staff and resident concerns regarding property conditions; Perform or coordinate inspection of all vacant units at the completion of turnover for compliance with THA and UPCS standards; correct deficiencies as needed prior to resident occupancy; Manage the work of onsite contractors; ensure the completion of contracted maintenance or construction work or projects; coordinate staff assignments related to contracted work; Review security log and initiate appropriate response(s) to ensure lease compliance and community safety. Identify and recommend plan of action for areas of community safety improvement; JOB DESCRIPTION: PROPERTY MANAGER- 3

4 (i) As appropriate, act as liaison between residents, administration, and law enforcement and social service agencies. 3.6 Safety and risk management Promptly report any incident of work-related injuries to HR. Ensure that injured employee completes paperwork and is seen by a medical provider, if warranted. Complete Manager Incident Report and return it to HR. Work with HR to monitor return to work and any light duty assignments; Proactively assume the duties assigned to this position by the Emergency Response Plan: 3.7 Federal leased housing assistance program and public housing program Coordinate with other departments to incorporate updated Public Indian Housing (PIH) notices, changes to CFR and tax credits, and other regulatory requirements; Maintain a highly proficient knowledge of detailed federal leased housing regulations, specifically Housing Choice Voucher Programs; 3.8 Supervision and leadership Supervise and guide staff using management practices that develop and retain highly competent and highly performing employees; Direct, coordinate and review the work plans for assigned staff; assign work activities and projects; monitor workflow; review and evaluate work performance; methods and procedures and meet with staff to identify and resolve problems; Comply with agency performance evaluation policy and conduct evaluations regularly and on time; Build and maintain effective relations with a workforce that includes both union and non-union staff. Present a professional image as a representative of THA; Maintain a high degree of confidentiality relative to work performed. 3.9 Ethical standards and compliance with THA policies Fulfill all duties and responsibilities with a high level of integrity, honesty and adherence to agency policies and rules Diversity THA s staff, its clients, and the staff of community partners are diverse in many ways, including diversity by race, national origin, language, sexual orientation, age and disability. THA considers this diversity to be an important asset. All THA employees must engage diverse people in constructive and effective ways as supervisor, colleague, business partner, and/or service provider. 4. SECONDARY POSITION TASKS 4.1 Perform other property duties as needed. 4.2 Perform related duties or responsibilities as assigned. 5. POSITION REQUIREMENTS AND QUALIFICATIONS 5.1 Educational level and experience Bachelor Degree with major course work in Liberal Arts, Real Estate, Public Administration, Business or related field; JOB DESCRIPTION: PROPERTY MANAGER- 4

5 Three to five years experience in property management leadership; to include experience with US Housing and Urban Development (HUD) programs. Three or more years experience with the laws and regulations governing public agency real estate management, to include Tax Credit and Project Based properties; Three years experience in supervisory capacity. Or: In place of the above requirements, the incumbent may possess a combination of relevant education and experience that would demonstrate the individual's knowledge, skill, and ability to perform the essential duties and responsibilities listed above. 5.2 Knowledge, skills and abilities Possess or acquire and maintain a high level of expertise in the current and evolving principles and practices in the following areas: (g) (h) (i) (j) (k) (l) (m) (n) Thorough knowledge of all functions and activities related to housing property management; Extensive knowledge of procedures and practices pertaining to the selection process, eligibility criteria, rental and income limitations contained in assisted housing programs; Considerable knowledge of leasing agreement procedures, interim recertification process, public housing standards and housing quality standards inspection; Extensive knowledge about tax credit, multi-family project based Section 8, and/or bond financed properties; their requirements and regulations; Knowledge of the principles and practices of budget preparation and administration; Demonstrate an ability to get along with others effectively; to lead and inspire, to build teams and manage conflict; to participate as a team member; and to give and accept criticism constructively; Write clearly and informatively; edit work for spelling and grammar; vary writing style to meet needs; present numerical data effectively; able to read, write and interpret documents of a technical nature; Able to analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals; High level ability to plan projects effectively, manage their timely implementation and effectively use the agency s Project Data Base and other management tools; Can attend to highly detailed work accurately and efficiently; able to organize and work independently in an environment of frequent interruptions; Have a high regard and ability to meet schedules and time lines; demonstrate excellent ability to work independently with little direction; Ability to engage a wide variety of people with a high level of professionalism, courtesy and good humor, including culturally, socially and economically diverse populations, seniors, persons with disabilities, contractors, and professional colleagues; Show a strong commitment to maintain confidentiality in all assignments as directed; Possess a high degree of proficiency in Microsoft Office products, including Word, Excel, and Outlook and otherwise to be effective without close clerical support; JOB DESCRIPTION: PROPERTY MANAGER- 5

6 (o) Share THA s social justice mission to serve low-income persons and to provide service in a way that aspires to standards of administrative and programmatic excellence. 5.3 Certification/Registrations Must have and maintain a valid driver's license with acceptable driving record and auto insurance. 6. PHYSICAL DEMANDS AND WORK ENVIRONMENT The physical demands and work environment characteristics described here are representative of those that an employee must handle to successfully perform the essential functions of this job. The job s activities occur primarily in indoor office settings: Occasional standing, walking, sitting, using hands to finger, handle, or feel objects, tools or controls; reaching with hands and arms; climbing stairs; balancing; stooping, kneeling, crouching or crawling; talking or hearing; occasionally lifting and/or moving up to 25 pounds; Close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus; While performing the duties of this job, the employee is exposed to weather conditions prevalent at the time; The noise level in the work environment is usually moderate. Note: The above job description is not comprehensive. The job responsibilities may include other duties. This job description also does not constitute an employment agreement between THA and the employee. THA may change the job duties as it determines to be necessary or useful to meet its needs. 7. EMPLOYEE ACKNOWLEDGEMENT I have read and understand this job description. Signature Date JOB DESCRIPTION: PROPERTY MANAGER- 6

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