Employment and Benefits

This is a full-time, exempt position reporting to the Housing Authority Deputy Executive Director.  The individual in this position is responsible for the overall operations, strategic planning, financial management, and supervision of staff for all Public Family Housing, Public Senior Housing properties.  This position will involve direct contact with individual tenants from the time of application to “move-in” and through the term of each individual tenant’s lease.  An integral part of this position is finding solutions to tenant problems before they become larger problems for the project and the neighborhood, as a whole.

** Full-Time, Exempt Position involving supervising other team members

Duties and Responsibilities        

1. Establish and maintain positive relations with residents, promoting a positive image of CCHRA and community management.  Assist and counsel residents on property, leasing, maintenance and other issues as appropriate.  Discuss and resolve problems with residents.

• Prepare and respond to inquiries and concerns from residents, other staff, public officials and the general public.

• Responsible for updating and revising, as necessary, the PH Admissions and Occupancy Plan (ACOP).

• Responsible for renewing the Two West Penn and Chestnut Commons designated housing plan.  Coordinate offline approval for Community Room at 1380 Grandview Court with HUD.

• Coordinate and track Tenant Account Receivables, including Repayment Agreements.  Oversee and ensure that rents are collected in a timely and proper manner.  Maintain petty cash account.

• Respond to building emergencies, when present, to ensure the safety of the residents and to coordinate emergency assistance.  Help create building and emergency policies and see that the policies are carried out once communicated effectively to the residents and their guests.

• Closely monitor the MASS (Management) scores for the Public Housing Assessment System (PHAS) to achieve High Performer status.

• Coordinate with Property Manager to perform annual inspections of all PH and Tax Credit apartments in regards to housekeeping and to determine items requiring routine maintenance and transmit work order(s) to Maintenance Supervisor or the Maintenance Director.

• Analyze conditions of PFH and PSH building and grounds with a concern for preventing potential problems (i.e., litter; parking; loitering; weeds; drainage, etc.).  Identify common problem areas of routine maintenance and report it to the PFH Maintenance Supervisor or the Maintenance Manager.

1. Update flat rents and utility allowances.  Submit quarterly utility bills to PEPCO.

1. Strictly adhere to all the written procedures of the Management Plan for procurement of furniture, equipment, etc.  Make recommendations to the Housing Authority Deputy Director, Maintenance Manager, concerning purchases of non-routine items and items that are competitively bid.

1. Ensure waiting lists on all applicants and all tenant transfers are maintained according to regulations.

1. Determine income eligibility of applicants and conduct and sign all required paperwork with lease-up.  In addition, conduct recertification of all existing tenants on an annual basis in the time frame prescribed.  Maintain lease up at 98%.  97% ???

1. Verify citizenship through INS.

1. Conduct informal reviews with tenants, when requested, and maintain records of applicant/tenant denials.  This includes reviews for repayment agreement requests.

1. Maintain tenant files in accordance with the required procedures.

1. Coordinate the processing of legal cases against residents; legal actions include, but are not limited to, actions related to delinquency in payment, evictions and property damage restitution.  Attend Court Hearings.

1. Responsible for on-line systems for PH EIV and PH Tenmast, including correcting PIC submissions in a timely manner.

1. Administration of the Capital Fund (CF) and all related procurement and compliance matters including, but not limited to:

1. Provide monthly reports to HUD, obligate activities and approve CF expenditures.
2. Coordinate all CF budgets, procurements, close-outs, project schedules and billings.
3. Prepare and submit the Capital Fund Annual and Five-Year Acton Plans in a timely manner.
4. Proper and secure use of eLOCCS and EPIC.
5. Closely monitor the Capital Fund and assist in achieving a High Performer Status.

• Monitor expenses on monthly basis/approves bills.  Consult with Housing Authority Deputy Director on major expenditures, capital expenses and contract services.

• Maintain petty cash account.

• Prepare a variety of reports, correspondence and memoranda meeting all deadlines, to include, but not limited to, month-end reports for Finance, monthly management reports of Public Housing operations for the Housing Authority Deputy Director for inclusion in the board packet.  Collaborate with finance department on creating annual budget and ensure adherence to approved budget.  Coordinate and monitor internal reports on status of programs and special projects.

• Prepare PH budgets and Capital Fund Annual Plan and Five-Year Action Plan.  Assist the Housing Choice Voucher Director in preparation of the Annual and Five-Year Plans

• Supervise directly or indirectly all staff of the Public Housing administrative staff and effectively delegate responsibilities to subordinate staff in accordance with sound management and organizational needs, including necessary training/coaching.

• Perform other related work as required.

Education and Experience

1. A minimum of a high school diploma or equivalency, but an associate’s degree is preferred.  College experience may be substituted by three (3) or more years of satisfactory employment in subsidized housing/property management with management certification from an approved professional association; or three (3) or more years of satisfactory experience in housing with experience in screening/qualifying clients with progressively responsible experience in local government, business or private rental firm, and at least three (3) year of supervisory experience.

• Must be familiar with computers, including the operation of e-mail, Microsoft Word and Excel.

• Must have good interpersonal and teamwork skills, as well as the ability to deal with the general public.

• Ability to exercise independent judgment and initiative to develop community plans and resolve conflicts.

• Must have experience with accounts receivables and in preparing budgets.

• Skill in human relations is necessary to maintain effective working relationships with residents and staff. 

• Skill in communicating information, both in oral and written forms, and in making presentations before others.

• Skill in performing and coordinating detailed work activities.

• Ability to interpret regulations.

Personal Qualifications

1. Good people skills, tact, consideration, courtesy and patience are a must. 

• Must be dependable and have integrity. 

• Must possess a driver’s license and have a clean driving record.  Use of personal vehicle is a must to travel between sites. 

• Must be able to supervise employees and ensure that their work is performed at an acceptable level.

• Strong interpersonal and teamwork skills required.

Working Conditions / physical requirements

1. Work requires sitting, standing, walking, climbing flights of steps, hearing and speaking on the phone, operation of computer and ability to view computer screen for extended period of time. 

• Frequently handle objects weighing up to 10 pounds.

• Majority of work is performed inside in an office setting; however, some off-site work is performed during inspections and home visitations.