Assistant Property Manager

Assistant Asset Manager

Under the direction of the Senior Asset Manager, this position is responsible for the day-to-day management of the properties within the HACC portfolio. The Assistant Asset Manager works directly with the Senior Asset Manager in decision-making regarding occupancy and maintenance to assure well-maintained properties. The Assistant Asset Manager oversees and assists with the application and rental process to determine eligibility, monitors and ensures compliance with dwelling lease agreements, manages the rental programs, and ensures the property's quality of building and ground maintenance and security.

Essential Duties:

• Prepares and maintains reports at the property level, including PHAS indicators consistent with HUD guidelines under HACC-established protocols.
• Responsible for effectively managing the property within the provisions of the Board-approved annual budget. Establishes and/or provides input for property-level budgets. Monitors and approves expenses. Procures goods and services for properties consistent with the HACC procurement policy.
• Performs leasing functions, including resident screening and intake from HACC centralized waitlist and associated paperwork, and is responsible for the marketing and leasing presentation of the properties to prospective residents.
• Performs resident move-in and move-out administrative functions and associated paperwork, as well as coordinating and ensuring inspections are performed in a timely manner and that residents at move-out are charged for damages and/or security deposits refunded as deemed appropriate.
• Processes the intake of waitlist applications and is responsible for the overall management and integrity of the waitlist and draws processes for consistency with the HACC ACOP and HUD regulations.
• Responsible for all tenant accounting functions, including billing and collecting rents, security deposits, and other charges due to HACC from residents and processing and billing NSFs as applicable.
• Responsible for lease enforcement. Maintains a constant review of delinquent accounts, keeps records, and reports delinquencies in accordance with established procedures.
• Prepares and delivers late letters and notices in a timely manner and performs necessary follow-up to ensure prompt collection or eviction. As necessary, prepares eviction letters on all lease violations and coordinates and executes the eviction process, including grievance hearings and court appearances, with the Director of Property Management.
• Prepares for and performs the annual and interim re-examination of residents consistent with HUD regulations and HACC ACOP and ensures only compliant families are housed by HACC.
• Coordinates the general maintenance operations consistent with established procedures for reporting calls for services from residents and by performing systematic inspections of units at move-in and move-out for general housekeeping, HUD physical inspections, or other unit entry requirements.
• Maintains security program protocols established by HACC to address issues at the property proactively.
• Walks the property's interior and exterior spaces at least twice weekly.
• Assists the Senior Asset Manager in providing PHAS-MASS information on assigned properties. Routinely monitors work associated with MASS (and its successor systems) to achieve and maintain high-performer status.
• Assists Senior Asset Manager in ensuring PIC (HUD Form 50058) submissions achieve and maintain 97% or higher submission rates.
• Utilizes HUD's EIV system for leasing functions and reporting tenant debt information.
• Performs procurement actions as defined by HACC's Procurement Policy and Procedures.
• Assists the Senior Asset Manager with contract administration on all procured contractors consistent with the contract administration requirements of 24 CFR 85.36 and HACCs Procurement Policy and Procedures.
• Provides content for Management and Board reports. Prepares periodic reports as needed for internal and external reporting as required by senior management and others, as well as the Department of Housing and Urban Development.
• Performs other duties as assigned.

Knowledge, Skills and Abilities

• Ability to pass tests to gain access to and maintain certification in HUD's EIV system.
• Possesses and/or is able to acquire knowledge of HUD regulations, particularly relating to public housing occupancy and the Public Housing Assessment System (PHAS).
• Ability to read, interpret, and implement HUD regulations and guidance related to the job.
• Ability to interpret and explain policies and/or procedures to help others understand and implement.
• Knowledge of basic budget and financial reports sufficient to assess the financial performance of the project and explain reasons for variances in monthly budget reports.
• Knowledgeable about Fair Housing and non-discrimination requirements.
• Ability to solve problems on a daily basis.
• Ability to work with and serve a diverse population and relate to individuals at all socio-economic levels.
• Ability to pay attention to detail and work accurately and consistently.
• Possess mental acuity to make rational decisions through sound logic and deductive processes.
• Ability to communicate effectively with the HUD personnel, general public, vendors, and coworkers.
• Ability to explain the reasoning for actions taken and clearly document such rationale in writing.
• Ability to meet/exceed the expectations and requirements of internal/external customers.
• Requires a high degree of motivation, self-direction, and the ability to operate independently with little supervision.
• Ability to maintain confidentiality.
• Must be accountable for the performance of the assigned staff and maintain an expectation for success.
• Requires strong leadership and supervisory skills.
• Exhibits a comfort level of working in a fast-paced environment and able to prioritize multiple tasks with frequent interruptions.
• Requires excellent organizational skills. Ability to use the computer and various software to perform responsibilities efficiently.

Education and Experience:

• Is a Certified Property manager of public and assisted housing or obtains certification within twelve (12) months of employment. Two (2) or more years of experience in supervising or performing tasks associated with the management of multi-family residential, subsidized or affordable housing communities, property owned, or programs Adaminaby a public housing authority or comparable (low-income) property management agency; or One (1) year as a Management Aide. Ability to be certified as a Public Housing Asset Manager within one year of hiring. Bachelor's degree in Social Service or a related field is preferred.
• A Valid Driver's License.

Key Competencies:

• Independent decision-making skills and experience handling and resolving problems using skills gained through social work, community organization work, or similar types of experience are required. Ability to maintain effective relationships and analyze situations to identify problems, offer solutions, and communicate with different people in various situations. Demonstrated knowledge of the Public Housing Lease and the Admission and Continued Occupancy Policy (ACOP), the standard administrative guidelines for property management governing public housing policies. Familiarity with applicable local, state, and federal laws and HUD regulations. Training in Public Housing Occupancy and Leasing and Tax Credit or Asset Management.

Physical Demands & Work Environment:

• Work is principally sedentary but may involve some physical exertion, such as kneeling, crouching, or lifting to obtain files and records, and eyestrain from working with computers and other office equipment.
• Must be able to sit or stand for up to eight hours at a time while performing work duties.
• Must be able to bend, stoop, push, and pull in the performance of office-related duties.
• Must be able to use fingers bilaterally and unilaterally to operate office equipment.
• Must be able to lift, push, pull, and/or move up to 30 pounds when needed.
• Must be able to perform essential job functions in an environment that sometimes includes increased stress levels.
• Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.