Assistant Property Manager

Job Description

Job Description:\n\n \n Position Summary\n Assists with the administrative, occupancy, compliance, and operational functions of Public Housing properties in accordance with HUD regulations, the Agency’s Admissions and Continued Occupancy Policy (ACOP), NSPIRE standards, and other applicable federal, state, and local requirements.\n Responsibilities\n The duties listed below illustrate the various types of work that may be performed. The omission of specific statements regarding duties does not exclude them from the position if the work is similar, related, or a logical assignment in association with this position. Undertakes and performs the following and all other work-related duties as assigned.\n \n \n Reviews and monitors tenant accounts receivable and rent charges; accepts and processes rental payments in accordance with Agency procedures; follows up on delinquent accounts; prepares repayment agreements and required notices; coordinates grievance or lease enforcement actions as appropriate; and provides testimony or documentation for court proceedings when required.\n Processes accounts receivable transactions, including rent, maintenance-related charges, lockout fees, and other authorized resident charges, and maintains supporting documentation in accordance with Agency policy.\n Assists prospective applicants and residents by explaining program requirements, identifying housing needs, and conducting interviews to support eligibility, admissions, and occupancy determinations consistent with HUD requirements and the Agency’s ACOP.\n Performs Enterprise Income Verification (EIV) reviews and related income verification tasks in accordance with HUD requirements, Agency procedures, and applicable confidentiality and records management standards.\n Assists the Property Manager with leasing and occupancy activities, including showing available units, processing resident documentation, explaining lease terms and community rules, and communicating property features, resident obligations, and available community resources.\n Maintains complete, accurate, and audit-ready resident files and records to support compliance with HUD regulations, Agency policy, retention requirements, and program reporting standards.\n Processes move-ins and move-outs in accordance with Agency policy, including coordinating inspections, conducting exit conferences, calculating prorated charges and other authorized assessments, documenting unit condition, and closing resident files timely and accurately.\n Coordinates and maintains required documentation associated with admissions, occupancy, transfers, move-ins, and move-outs in accordance with established procedures and recordkeeping requirements.\n Supports property operations by identifying maintenance needs, documenting deficiencies, reporting repair requests, and conducting routine site and unit observations to help maintain properties in decent, safe, sanitary, and NSPIRE-compliant condition.\n Receives, categorizes, and enters resident maintenance requests; distinguishes routine, urgent, and emergency work orders; and routes requests to appropriate personnel in accordance with Agency response protocols.\n Maintains accurate work order logs and related records for requests received, assigned, completed, and pending, and updates system status information in a timely manner.\n Conducts move-in, housekeeping, annual, and follow-up inspections as assigned, documents findings, and coordinates corrective actions in accordance with Agency standards and applicable HUD requirements.\n Assists with outreach and applicant recruitment efforts designed to maintain an adequate pool of eligible applicants in accordance with fair housing requirements, Agency policy, and approved marketing or community outreach practices.\n Serves as a liaison with residents and resident organizations by responding to concerns, documenting complaints, facilitating communication, and supporting resolution of issues consistent with Agency policy and resident engagement practices.\n Refers residents to appropriate service providers and community resources when indicated and coordinates with internal departments and external partners to support resident stability and access to available services.\n Monitors compliance with lease requirements and program obligations; documents suspected fraud, abuse, or lease violations; issues or coordinates appropriate notices; and refers matters to the Property Manager for further action as needed.\n Assists with annual and interim recertifications/reexaminations, rent determinations, and related notices and documentation in accordance with HUD requirements, the Agency’s ACOP, and established deadlines.\n Performs designated Property Manager duties during absences or as assigned, within the limits of delegated authority.\n Prepares and secures deposits and related cash-handling documentation in accordance with Agency internal controls and financial procedures.\n Prepares reports, logs, correspondence, and supporting documentation accurately and timely to support operational oversight, compliance monitoring, and management review.\n Attends Board or other official meetings as assigned when the Property Manager is unavailable or when operational support is needed.\n Maintains current knowledge of applicable HUD regulations, public housing requirements, fair housing obligations, Agency policies, and other federal, state, and local laws relevant to assigned duties.\n Maintains high standards of ethics, stewardship, and accountability in the use and safeguarding of Agency funds, records, equipment, and other resources, and protects confidential and personally identifiable information in accordance with applicable requirements.\n Regularly assist with site audits to include but not limited to maintenance performance, resident folders, and unit housekeeping checks.\n \n \n Education and Experience\n High school diploma or GED required. Associate degree in social work, Public Administration, or closely related field from an accredited college or university desired. Three (3) years of Property Management experience, or an equivalent combination of education, training, and experience.\n The following Certifications must be obtained within one (1) year of employment or other allowable period of hire as authorized by the Executive Director/CEO or his/her designee:\n \n \n \n Page Break\n \n \n \n \n Certified Public Housing Manager (PHM) \n Rent Calculation \n Enterprise Income Verification System (EIV)\n Fair Housing Compliance \n National Standards for the Physical Inspection of Real Estate (NSPIRE) \n \n \n \n \n Page Break\n \n \n \n Knowledge and Skills\n \n \n Working knowledge of public housing operations, Agency policies and procedures, and applicable HUD regulations, notices, and guidance governing admissions, occupancy, leasing, rent administration, recertifications/reexaminations, and resident file management.\n Knowledge of leasing procedures, admissions and occupancy requirements, annual and interim recertification/reexamination processes, rent calculation principles, lease enforcement practices, and applicable public housing inspection standards, including NSPIRE.\n Knowledge of resident relations, service coordination, and public-sector or affordable housing program administration sufficient to support effective occupancy management and resident communication.\n General knowledge of landlord-tenant practices, fair housing requirements, procurement-related internal controls as applicable to assigned duties, workplace safety requirements, and other federal, state, and local laws affecting property operations.\n Ability to prepare, maintain, and audit clear, accurate, and complete documentation, correspondence, notices, and reports in accordance with Agency standards and applicable regulatory requirements.\n Ability to read, interpret, and apply regulations, policies, procedures, leases, notices, and other moderately complex written materials accurately and consistently.\n Ability to establish and maintain effective working relationships with residents, applicants, coworkers, supervisors, contractors, service providers, and representatives of outside organizations.\n Ability to communicate policies, procedures, lease requirements, and program information clearly and professionally, adjust communication to the audience, and resolve misunderstandings through effective follow-up.\n Ability to interview residents and applicants, gather and verify information, manage sensitive interactions with tact and professionalism, and address difficult situations with sound judgment, diplomacy, and appropriate firmness.\n Ability to organize and prioritize multiple assignments, manage deadlines, maintain productivity in a fast-paced environment, and respond effectively to interruptions, changing priorities, and urgent resident or operational issues.\n Ability to prepare clear, concise, and accurate narrative, operational, and statistical reports and to compile supporting documentation for management review, audits, hearings, or compliance purposes.\n Ability to use Agency computer systems and standard office software proficiently, including property management, work order, document management, and data entry systems used to support public housing operations.\n Ability to communicate effectively, courteously, and professionally both orally and in writing, including in situations involving conflict, compliance concerns, or confidential information.\n \n \n Supervisory Controls\n The Assistant Property Manager receives instructions from and is accountable to the Property Manager. The employee receives specific instructions regarding areas with which the employee is not familiar, priorities, deadlines, when complaints are brought to the attention of the supervisor, and when the supervisor is contacted by the employee for direction. In familiar, regularly occurring duties, the employee plans and carries out work activities with minimal supervision and independently resolves problems that arise. The employee's work is reviewed regularly and closely for accuracy, timeliness, and conformity to organizational policies, federal, state, and local regulations, and attainment of objectives. The employee has no supervisory responsibilities. \n Guidelines\n The employee performs duties in accordance with established Agency policies and procedures, the public housing lease, the Admissions and Continued Occupancy Policy (ACOP), HUD regulations, notices, handbooks and guidance, NSPIRE standards, fair housing requirements, internal controls, and other applicable federal, state, and local laws. These guidelines address most routine assignments; however, the employee is expected to use sound judgment in applying them to specific circumstances and to consult the supervisor when matters involve unusual facts, policy interpretation, exceptions, or heightened compliance risk.\n Complexity\n The work involves a combination of recurring administrative and operational duties requiring attention to detail, accurate application of policy, and timely decision-making. Assignments frequently involve evaluating eligibility and occupancy information, resolving resident concerns, coordinating with maintenance and other departments, prioritizing competing deadlines, and ensuring that actions taken are consistent with Agency policy and applicable regulations. The employee must recognize non-routine situations, assess potential compliance implications, and determine when issues should be elevated to the Property Manager.\n Scope and Effect\n This position supports the effective administration and day-to-day operation of the public housing program at the property level. Work performed affects occupancy levels, rent administration, resident compliance, quality of resident records, responsiveness to maintenance and service needs, and the Agency’s ability to operate housing that is decent, safe, sanitary, and compliant with applicable requirements. Accuracy, timeliness, and professionalism in this role contribute directly to resident service, operational efficiency, regulatory compliance, and the Agency’s public reputation.\n Personal Contacts\n Personal contacts are with residents, applicants, coworkers, supervisors, maintenance staff, contractors, vendors, utility representatives, social service providers, law enforcement or court-related personnel, community partners, and other public officials or agencies. The purpose of these contacts is to exchange information, explain policies and procedures, coordinate services and property operations, address resident or property issues, obtain compliance-related documentation, and support timely resolution of matters affecting occupancy or operations.\n Contacts frequently require tact, discretion, conflict de-escalation, and professional communication, and may involve discussions with individuals who are upset, skeptical, uncooperative, or experiencing difficult circumstances.\n \n Physical Requirements\n The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.\n \n \n Work is performed indoors and outdoors and involves physical exertion which entails walking long distances, climbing stairs, carrying, and reaching. May also frequently stand for long periods at a time. Requires the ability to effectively deal with on-call after-hours emergencies.\n \n \n \n Must be able to sit or stand for up to eight (8) hours at a time while performing essential work duties.\n Must be able to bend, stoop, push, and pull in the performance of essential job-related duties (e.g., moving or carrying objects or materials).\n Must be able to use fingers bilaterally and unilaterally to operate job-related equipment.\n Must have vision and hearing corrected to be able to perform essential job functions.\n Must be able to work around various fumes, odors, and dusts.\n Must be able to perform essential job functions in an environment that will sometimes include increased levels of work-related stress.\n \n \n \n Must maintain a professional appearance and portray a positive image for the Agency.\n Must maintain punctuality and attendance as scheduled. \n An employee may request reasonable accommodation to mitigate any of the physical requirements listed above.\n \n \n Medicinal and Recreational Marijuana \n Marijuana is a Schedule I controlled substance and is illegal under federal law. The Agency observes the common rule of the Federal Marijuana Law of the Controlled Substances Act (CSA) (21 U.S.C. § 811), which does not recognize the difference between medical and recreational use of marijuana and has