Assistant Resident Services Manager

Job Description

Job Description

Description:

Open Internally until October 15, 2026.

Open Externally until October 22, 2026.

Class Title : Assistant Resident Services Manager

Position Title: Assistant Resident Services Manager 

Accountable To: Housing Manager

Department : Resident Services

Band : C

Grade : 4

Subgrade : 2

Come join one of the nation’s highest ranked housing agencies. Be a part of an innovative and creative team of individuals committed to serving the community by providing affordable, quality housing.

The St. Paul Public Housing Agency (PHA) has been serving the community for over 45 years. St. Paul PHA is an independent agency that owns and operates affordable rental housing for low-income families and individuals throughout the City, with subsidies from the U.S. Department of Housing and Urban Development (HUD). The PHA provides approximately 4,273 affordable rental units in hi-rise buildings, townhomes, and scattered site single family and duplex homes. The PHA administers 5,242 Housing Choice Vouchers, paying over 45 million annually in federal rent subsidies to private owners who rent units to eligible families and individuals with very low incomes.

Mission Statement:

The PHA helps families and individuals with low incomes achieve greater stability and self-reliance by providing safe, affordable, quality housing and links to community services.

Employment Benefits:

The PHA offers a generous employee benefits package. The standard package includes paid vacation and sick leave; eleven paid designated holidays and two paid floating holidays; health and dental insurance coverage; and an employer pension contribution equal to 7% of employee's salary (employee contributes 5%). Additional benefits vary by contract or Supervisory and Confidential (S&C) policies.

Class Summary: This is an entry-level professional property management classification where incumbents are responsible for maintaining and managing operations in housing developments/buildings to include hi-rises and family units.

Distinguishing Characteristics: The Assistant Housing Manager is the first level of a three level housing manager series and is distinguished from the Housing Manager which is responsible for supervising other staff and their units and for maintaining and managing their own hi-rises or family units.

Position Summary: Incumbents are responsible for performing property management duties to include lease enforcement; and maintaining all required records and reports.

Duties :

1. Performs property management duties in PHA-owned properties to maximize occupancy rates and resident satisfaction, and to control expenses to the extent possible to include: performing property management activities such as re-renting vacant units as quickly as possible, including working with vacating residents to minimize need for cleaning and repair after vacate, conducting vacate inspections, providing positive marketing emphasis to prospective tenants, promptly conducting lease signing with new residents, and facilitating prompt processing of transferring residents into new units, explaining rent calculations, negotiating security deposits, signing leases, performing inspections on units and grounds and necessary follow up actions with residents to maintain property, responding to changes in household income and composition, initiating resident transfers and requesting repairs for units. Responds to building and community emergencies, recommending capital improvements. Market vacant units to applicants offered units by rental staff. Maintains compliance with PHA, HUD and Fair Housing regulations in day-to-day management of assigned areas. Makes appropriate referrals to Human Services staff to assist residents in meeting needs and resolving crises.
2. Performs lease enforcement duties to include: maximizing resident awareness of and compliance with regulations, lease obligations, rules and procedures including: assuring that new residents are oriented to PHA lease obligations, working with diverse and changing resident populations, monitoring lease compliance in all areas, notifying residents of lease violations and possible consequences, assuring that files are fully documented to support actions and referrals to assist residents to avoid terminations, preparing lease termination notices and submitting for legal review, and testifying at court hearings and grievance hearings.
3. Resolves conflicts, including those among residents, between residents and neighboring property owners, between residents and service providers, and between residents and staff. Works with Resident Councils to share relevant information and respond to concerns.
4. Motivates residents towards self-sufficiency and participation in programs that promote independence.
5. Coordinates and works with other divisions within Resident Services and all other departments within the PHA to achieve PHA goals and PHAS/REAC/MOR standards. This includes: communicating information to and from Resident Councils, participating in inter-departmental work groups, participating in planning major renovations, and assuring that resident needs are addressed during construction.
6. Maintains all required records and reports such as maintaining property checklists and preparing damage reports.
7. Maximizes PHA operating income through collection efforts and appropriate implementation of HUD regulations regarding rent and other charges. This includes: assisting with completion of ACO’s/AR and interim rent re-determinations in a timely manner, documenting actions to resolve rent collection problems, assessing appropriate charges other than rent, negotiating appropriate repayment agreements with residents, and providing information and initial collection efforts for residents vacating owing money to the PHA.
8. Participates in various meetings related to departmental operations, resident concerns and activities, and community affairs such as crime prevention.
9. Assumes responsibility for the Housing Unit in the absence of the Housing Manager in property management and resident matters other than supervisory.
10. Minimizes safety and security risks for self, residents and service providers by recommending courses of action and training needs.
11. Must abide by all Board approved policies, policies prohibiting discrimination and harassment, executive communications, administrative procedures, and safety procedures established by the PHA.
12. Must travel to various PHA sites and other locations that are required by the nature of the work.
13. Performs other duties of a similar nature or level.

Knowledge (position requirements at entry):

Knowledge of:

• Property management practices;
• HUD rules and regulations;
• Laws governing rental property and tenants’ rights;
• Various community organizations and support services;
• Federal and State laws regarding reasonable accommodations of disabilities and EEO requirements;
• Cultural differences.  

Skills (position requirements at entry):

Skill in:

• Enforcing lease agreements;
• Providing customer service to a wide variety of residents;
• Resolving problems and negotiating solutions;
• Responding to emergencies;
• Working with community groups and maintaining effective public relations;
• Using a variety of office equipment such as copiers, fax machines, and calculators;
• Using computers and related software applications;
• Dispute resolution;
• Communication, interpersonal skills as applied to interaction with coworkers, supervisors, the general public, community organizations, etc. sufficient to exchange or convey information and to receive work direction.

Required Qualifications

• Education: BA degree in Housing, Public Administration, Business Administration or 4 years of vocational and advanced vocational education in a relevant field.
• Experience: One year relevant experience at the B Band level or above in housing, real estate management or related field. Additional relevant experience can substitute for education on a year-for-year basis

Preferred Qualifications

• Education: Relevant graduate degree. Public Housing Manager Certification.
• Experience: Two years or more of relevant experience at the B Band level or above. Demonstrated experience working with ethnically, culturally and economically diverse populations.
• Supervisory: Some positions may prefer some supervisory or lead worker experience

Licensing Requirements (position requirements at entry)

• Must have a valid Driver’s License and vehicle

Physical Requirements

Light Work (Exerting up to 20 pounds of force occasionally, or up to 10 pounds of force frequently, or a negligible amount of force constantly to move objects. Even though the weight lifted may be only a negligible amount, a job should be rated light work: [1] when it requires walking or standing to a significant degree; or [2] when it requires sitting most of the time but entails pushing or pulling of arm or leg controls; or [3] when the job requires working at a production rate pace entailing the constant pushing or pulling of materials even though the weight of those materials is negligible.) (For Complete physical requirements see “Physical Demands Job Analyst” on file.)