Detroit Housing Commission
SUMMARY
The purpose of this position is to manage, and oversee the operations, maintenance, and administration of an assigned housing community or communities of the Detroit Housing Commission (DHC). This includes marketing, leasing and lease enforcement, rent collection, maintenance, continued occupancy, inspections, service contracts, security, resident services, budgeting and assuring the positive financial performance of the property. The Property Manager is vested with the authority to make discretionary decisions in the eventcircumstances occur that are not covered by written instructions or known policies and procedures. This individual is part of a team that is committed to high performance and quality customer service. The Property Manager is responsible for ensuring that all propertyoperations are carried out in a manner consistent with applicable DHC policies and procedures, HUD regulations, federal, state and local laws, and all fair housing and equal opportunity requirements. Work is evaluated based on results and compliance with relevantguidelines and HUD public housing standards. Supervisory Responsibilities: In the absence of higher-level management staff, this position independently plans the work of subordinate staff and directly supervises Assistant Property Managers, Maintenance Technicians, Building &Grounds Custodians and all staff assigned to the housing site.
EDUCATIONAL REQUIREMENTS Bachelor’s Degree, from an accredited college or university, in business administration, public administration, or social sciences or closely related field In lieu of a Bachelor’s Degree, candidates possessing an associate degree or a Housing designation such as Public Housing Manager (PHM)
EXPERIENCE REQUIREMENTS Two to Three years of a combination of housing and non-housing management experience, which includes at least 1 years of supervisory experience 3 years of progressively responsible supervisory management experience in public or other housing is preferred OTHER REQUIREMENTS Must have or be able to acquire a valid state driver’s license Must pass federal, state, and local criminal investigation clearances, and pass a drug screening test administered by the Commission or its designated provider Must be insurable under the agency’s insurance policy Housing Compliance Credit Specialist (HCCP) and who has one (1) year of full-time housing supervisory experience will be considered
KNOWLEDGE Knowledge of organization’s structure, policies and procedures Knowledge of standard office procedures, filing, and standard office equipment, including computer, fax, copier, telephone system Knowledge of the principles and practices of automated information systems, and data processing Knowledge of the operation of commission and HUD computer system and software. Knowledge of basic office practices, procedures, and equipment Knowledge of HUD rules and regulations that apply to property management: Fair Housing Laws, Michigan Real Estate Landlord-Tenant Law, OSHA Standards, Local and State Building Codes Knowledge of HUD rules and regulations that apply to program eligibility and participation, income determination, HAP and tenant share calculation, rent reasonableness and payment standards Knowledge of HUD regulations and guidelines relating to Housing Quality Standards (HQS) and State and Local building and occupancy laws or regulation Knowledge of HUD Section 8 programs: regulations, principles, and practices governing Knowledge of HUD Section 8 programs: regulations, guidelines, procedures, and requirements Knowledge of HUD HCV program regulations, principles, and practices Knowledge of HUD HCV program determination of income and rent calculation guidelines Knowledge PHAS and UPCS inspection systems Knowledge FSS & Homeownership Program Regulations, guidelines, procedures and requirements Knowledge of the RHF grant programs and Hope IV grant programs Knowledge of DHC’s Administrative Plan and related policies and procedures Knowledge of principles and practices of urban development and housing management Knowledge of principles and practices of community programs and organizations Knowledge of the agencies that provide assistance and services to residents, including eligibility requirements Knowledge of principles and practices of community programs and organizations Knowledge of the principles and practices of personnel management and supervision Knowledge of the principles and practices of employee development Knowledge of the principles and practices of human resources management and supervision Knowledge of the principles and practices of accounting, budgeting and budget administration Knowledge of report preparation techniques Knowledge of training methods for all levels of personnel, related to departmental initiatives Knowledge of organizational structure, workflow, and institutional procedures Knowledge of strategic planning and organizational development techniques
REQUIRED ABILITIES Act independently Analyze situations Attend to details Communicate Communicate in Concentrate Empathize Identify problems Initiate Manage pressure Motivate Multi-task Organize Think creatively REQUIRED SKILLS Account for time and materials Analyze and report data to understand effectively make decisions Analyze contract modifications and make appropriate decision Analyze invoices, purchase orders and requisitions accurately Analyze situations, review available actions, and determine the best course of action Anticipate potential issues to develop preventative actions Attend to detailed work accurately and efficiently Calculate, compute, summate and/or tabulate data and information, and present effectively Communicate effectively orally or in writing with relevant stakeholders, internal and external, from a variety of backgrounds Communicate technical ideas clearly and effectively Complete work order forms in accordance with established procedures Earn the confidence and cooperation of peers Exercise judgment, decisiveness and creativity in situations involving evaluation of information against verifiable criteria Exercise sound judgment in analyzing situations and identifying potential problems within scope of responsibility Initiate and manage work projects Manage multiple priorities and demands within established requirements Operate standard office equipment Plan, organize, complete or assign work and special projects in order to meet organizational goals Prepare and analyze design specifications, statements of work or project proposals, draw conclusions and formulate recommendations. Provide feedback and guidance to management staff regarding eviction and security items Provide high level, quality customer service both internally and externally Read and understand department specific documentation, and policies and procedures Research issues using a variety of sources to obtain data and information Use sound judgment when implementing decisions Actively listen to fully understand circumstances Assess training needs and determine method for obtaining training Build consensus and bridge differences to accomplish organizational goals Build, direct and manage teams effectively Communicate ideas, thoughts, knowledge and information to foster clarity and engage others Delegate duties and assignments to achieve objectives Demonstrate leadership skills, guiding and motivating employees to accomplish organizational goals Develop policies and procedures congruent with organizations needs Establish evaluation standards and evaluate performance fairly and accurately Implement decisions in accordance with established requirements Interact effectively in a complex, dynamic environment SUPERVISORY RESPONSIBILITIES Direct employee supervisory responsibilities of 11-15 employees REPORTS TO DISTRICT MANAGER
ESSENTIAL JOB FUNCTIONS [The fundamental job duties the individual must be able to perform, with or without accommodation; removal of these functions would fundamentally change the job] Develop and implement plans to achieve and maintain full occupancy Design, annually update, and execute property-specific marketing plans that accurately reflect marketing needs and opportunities Receive and process applications for occupancy in a manner consistent with agency policies, procedures and applicable regulations Maintain the waiting list in accordance with agency policy and approved procedures and ensures that the list contains adequate number and type of families to fill current and anticipated vacancies Screen, verify and determine the eligibility and suitability of all applicants for housing in accordance with agency policy, procedures and approved regulations Accurately calculate initial rent and utility allowances Execute lease on behalf of DHC and conduct move-in inspection and leasing orientation with each new lessee Initiate actions necessary to control vacancies and unit turnover in accordance with applicable HUD and DHC guidelines Perform timely and accurate annual and interim examinations of factors affecting eligibility, suitability and rent of each family in occupancy Accurately calculate and establish annual and interim rent amounts and notify families of these changes in a timely manner Monitor and enforce resident compliance with the lease in a manner that establishes and sustains a positive living environment for all families Perform periodic inspections of dwelling units to determine compliance with applicable physical and occupancy standards in accordance with established schedules Initiate and process evictions for lease violations in compliance with DHC policies, schedules and applicable federal and state laws Conduct move-out inspections in a timely manner and accurately calculate charges against security deposits Monitor occupancy and unit availability and unit condition in a manner that ensures that units are properly maintained and re-occupied in accordance with PHAS (or any HUD reporting methodology that supersedes PHAS) or applicable policies Establish and maintain positive relations by interacting with community residents through formal and informal meetings, and through oral, telephonic and written communication Administer informal resident grievance process in accordance with established policies and procedures and applicable HUD requirements Receive and fully document resident complaints, promptly address the complaints, and appropriately communicate actions taken to the complaining resident Conduct all contact with customers, and services provided, in a courteous, professional manner Prepare and monitor property specific operating budget(s) that accurately reflect anticipated income and reasonable expenses Ensure the timely and cost-effective provision of required materials, supplies and services by facilitating their procurement consistent with DHC policy, property specific management plans and budgets, and the actual needs of the property Direct or monitor the routine collection of all rent and service charges due from residents and maintain an accurate and complete daily record of cash balances; take appropriate steps to minimize or eliminate delinquencies Monitor and accurately report on the financial performance of the property in a timely manner Maintain 98% rent collection efficiency for all residents in occupancy Devise and/or review property specific maintenance plans that promote timely delivery of quality maintenance services Direct, supervise and/or monitor the provision of responsive maintenance services and ensure that the residents and the property receive prompt, efficient, courteous and quality service Direct, supervise and monitor the provision of custodial and preventive maintenance to ensure the preservation of property and the promotion of the appearance of the property Inspect on a regular basis the buildings and grounds, noting deficiencies, and initiating and confirming the appropriate corrective action Direct and monitor the preparation of vacant units for re-occupancy, in accordance with DHC quality and time standards Evaluate buildings and grounds for physical improvement and maintenance control; meet with residents to assess needs and concerns leading toward general improvement of the community Ensure the timely and efficient provision of required logistical support of maintenance efforts through the execution of compliant and cost-effective procurement of materials, supplies, equipment and services, and the administration of effective inventory control measures Identify safety and security risks to property and residents, and recommend, develop and/or implement plans to reduce or eliminate those risks Monitor the performance of in-house and/or contracted security services to ensure provision of services consistent with contracts and service standards Report and track incidences of crime in accordance with established procedures. Create a positive relationship and engender local support of anti-crime activities by establishing and maintaining liaison and facilitating cooperation with local law enforcement officials Ensure provision of appropriate services by identifying supportive service needs of residents and assisting families with accessing the required services through referral and intervention Facilitate the administration of the Community Service requirements in accordance with applicable regulations and DHC policy Attend Resident Council meetings and activities Document records of management and maintenance activity in the prescribed manner and format Maintain files, records, and manuals according to federal regulations, DHC policy, and other requirements Accurately and completely post to the rental register and perform general bookkeeping functions in a timely manner and in accordance with prescribed procedures Analyze property operating data and produce and submit daily, weekly, and monthly reports on the status of property operations according to established schedules and as necessary Accurately and timely input resident characteristics data, in the prescribed format (i.e., HUD 50058), into the automated system for transmittal to the appropriate oversight agency Collect and submit data for insurance claims, damage claims, and follow-up on repair work of damaged units and associate resident relocation Conduct regular staff meetings and maintain record of meeting highlights Prepare performance standards for subordinates, prepare performance appraisals, and discuss with employees Train or ensure subordinate staff has essential training Take disciplinary action as needed Monitor attendance and enforce attendance control in accordance with applicable policies Lead with vision and expertise Maintain confidentiality Promote intra-departmental and inter-departmental cooperation Provide and receive constructive and motivational feedback Supervise and support staff Understand and apply HUD organizational rules, instructions, policies and procedures appropriately Utilize strong interpersonal skills to interact with various stakeholders All other duties as assigned
SUPPLEMENTAL FUNCTIONS [These are job duties the individual must be able to perform, with or without accommodation; removal of these functions would NOT fundamentally change the job] PHYSICAL ACTIVITIES AND DEMANDS Lifting Carrying Pushing Pulling Standing Walking Reaching Kneeling Crouching EQUIPMENT Computer/laptop Scanners Projectors Monitors Communication systems WORK ENVIRONMENT Work with or near chemicals Confined workspaces SOFTWARE Accounting software Customer relationship management software Contract management software Database software Programming software Design software Payroll/human resources Internet software Project management software Purchasing systems Spreadsheet software Word processing software
Disclaimer This job description should not be construed as an exhaustive list of duties and responsibilities performed by persons assigned to this classification. It is not intended to limit or in any way modify the right of any supervisor or manager to assign, direct and control the work of employees under his/her supervision. All principle duties and responsibilities of this position are essential functions of the position. Job descriptions are reviewed on a regular basis and may be revised at any time. Revisions will be communicated to employees within the classification. This job description does not constitute a contract of employment; therefore, the company may exercise its employment-at-will rights at any time.
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EDUCATIONAL REQUIREMENTS Bachelor’s Degree, from an accredited college or university, in business administration, public administration, or social sciences or closely related field In lieu of a Bachelor’s Degree, candidates possessing an associate degree or a Housing designation such as Public Housing Manager (PHM)
EXPERIENCE REQUIREMENTS Two to Three years of a combination of housing and non-housing management experience, which includes at least 1 years of supervisory experience 3 years of progressively responsible supervisory management experience in public or other housing is preferred OTHER REQUIREMENTS Must have or be able to acquire a valid state driver’s license Must pass federal, state, and local criminal investigation clearances, and pass a drug screening test administered by the Commission or its designated provider Must be insurable under the agency’s insurance policy Housing Compliance Credit Specialist (HCCP) and who has one (1) year of full-time housing supervisory experience will be considered
KNOWLEDGE Knowledge of organization’s structure, policies and procedures Knowledge of standard office procedures, filing, and standard office equipment, including computer, fax, copier, telephone system Knowledge of the principles and practices of automated information systems, and data processing Knowledge of the operation of commission and HUD computer system and software. Knowledge of basic office practices, procedures, and equipment Knowledge of HUD rules and regulations that apply to property management: Fair Housing Laws, Michigan Real Estate Landlord-Tenant Law, OSHA Standards, Local and State Building Codes Knowledge of HUD rules and regulations that apply to program eligibility and participation, income determination, HAP and tenant share calculation, rent reasonableness and payment standards Knowledge of HUD regulations and guidelines relating to Housing Quality Standards (HQS) and State and Local building and occupancy laws or regulation Knowledge of HUD Section 8 programs: regulations, principles, and practices governing Knowledge of HUD Section 8 programs: regulations, guidelines, procedures, and requirements Knowledge of HUD HCV program regulations, principles, and practices Knowledge of HUD HCV program determination of income and rent calculation guidelines Knowledge PHAS and UPCS inspection systems Knowledge FSS & Homeownership Program Regulations, guidelines, procedures and requirements Knowledge of the RHF grant programs and Hope IV grant programs Knowledge of DHC’s Administrative Plan and related policies and procedures Knowledge of principles and practices of urban development and housing management Knowledge of principles and practices of community programs and organizations Knowledge of the agencies that provide assistance and services to residents, including eligibility requirements Knowledge of principles and practices of community programs and organizations Knowledge of the principles and practices of personnel management and supervision Knowledge of the principles and practices of employee development Knowledge of the principles and practices of human resources management and supervision Knowledge of the principles and practices of accounting, budgeting and budget administration Knowledge of report preparation techniques Knowledge of training methods for all levels of personnel, related to departmental initiatives Knowledge of organizational structure, workflow, and institutional procedures Knowledge of strategic planning and organizational development techniques
REQUIRED ABILITIES Act independently Analyze situations Attend to details Communicate Communicate in Concentrate Empathize Identify problems Initiate Manage pressure Motivate Multi-task Organize Think creatively REQUIRED SKILLS Account for time and materials Analyze and report data to understand effectively make decisions Analyze contract modifications and make appropriate decision Analyze invoices, purchase orders and requisitions accurately Analyze situations, review available actions, and determine the best course of action Anticipate potential issues to develop preventative actions Attend to detailed work accurately and efficiently Calculate, compute, summate and/or tabulate data and information, and present effectively Communicate effectively orally or in writing with relevant stakeholders, internal and external, from a variety of backgrounds Communicate technical ideas clearly and effectively Complete work order forms in accordance with established procedures Earn the confidence and cooperation of peers Exercise judgment, decisiveness and creativity in situations involving evaluation of information against verifiable criteria Exercise sound judgment in analyzing situations and identifying potential problems within scope of responsibility Initiate and manage work projects Manage multiple priorities and demands within established requirements Operate standard office equipment Plan, organize, complete or assign work and special projects in order to meet organizational goals Prepare and analyze design specifications, statements of work or project proposals, draw conclusions and formulate recommendations. Provide feedback and guidance to management staff regarding eviction and security items Provide high level, quality customer service both internally and externally Read and understand department specific documentation, and policies and procedures Research issues using a variety of sources to obtain data and information Use sound judgment when implementing decisions Actively listen to fully understand circumstances Assess training needs and determine method for obtaining training Build consensus and bridge differences to accomplish organizational goals Build, direct and manage teams effectively Communicate ideas, thoughts, knowledge and information to foster clarity and engage others Delegate duties and assignments to achieve objectives Demonstrate leadership skills, guiding and motivating employees to accomplish organizational goals Develop policies and procedures congruent with organizations needs Establish evaluation standards and evaluate performance fairly and accurately Implement decisions in accordance with established requirements Interact effectively in a complex, dynamic environment SUPERVISORY RESPONSIBILITIES Direct employee supervisory responsibilities of 11-15 employees REPORTS TO DISTRICT MANAGER
ESSENTIAL JOB FUNCTIONS [The fundamental job duties the individual must be able to perform, with or without accommodation; removal of these functions would fundamentally change the job] Develop and implement plans to achieve and maintain full occupancy Design, annually update, and execute property-specific marketing plans that accurately reflect marketing needs and opportunities Receive and process applications for occupancy in a manner consistent with agency policies, procedures and applicable regulations Maintain the waiting list in accordance with agency policy and approved procedures and ensures that the list contains adequate number and type of families to fill current and anticipated vacancies Screen, verify and determine the eligibility and suitability of all applicants for housing in accordance with agency policy, procedures and approved regulations Accurately calculate initial rent and utility allowances Execute lease on behalf of DHC and conduct move-in inspection and leasing orientation with each new lessee Initiate actions necessary to control vacancies and unit turnover in accordance with applicable HUD and DHC guidelines Perform timely and accurate annual and interim examinations of factors affecting eligibility, suitability and rent of each family in occupancy Accurately calculate and establish annual and interim rent amounts and notify families of these changes in a timely manner Monitor and enforce resident compliance with the lease in a manner that establishes and sustains a positive living environment for all families Perform periodic inspections of dwelling units to determine compliance with applicable physical and occupancy standards in accordance with established schedules Initiate and process evictions for lease violations in compliance with DHC policies, schedules and applicable federal and state laws Conduct move-out inspections in a timely manner and accurately calculate charges against security deposits Monitor occupancy and unit availability and unit condition in a manner that ensures that units are properly maintained and re-occupied in accordance with PHAS (or any HUD reporting methodology that supersedes PHAS) or applicable policies Establish and maintain positive relations by interacting with community residents through formal and informal meetings, and through oral, telephonic and written communication Administer informal resident grievance process in accordance with established policies and procedures and applicable HUD requirements Receive and fully document resident complaints, promptly address the complaints, and appropriately communicate actions taken to the complaining resident Conduct all contact with customers, and services provided, in a courteous, professional manner Prepare and monitor property specific operating budget(s) that accurately reflect anticipated income and reasonable expenses Ensure the timely and cost-effective provision of required materials, supplies and services by facilitating their procurement consistent with DHC policy, property specific management plans and budgets, and the actual needs of the property Direct or monitor the routine collection of all rent and service charges due from residents and maintain an accurate and complete daily record of cash balances; take appropriate steps to minimize or eliminate delinquencies Monitor and accurately report on the financial performance of the property in a timely manner Maintain 98% rent collection efficiency for all residents in occupancy Devise and/or review property specific maintenance plans that promote timely delivery of quality maintenance services Direct, supervise and/or monitor the provision of responsive maintenance services and ensure that the residents and the property receive prompt, efficient, courteous and quality service Direct, supervise and monitor the provision of custodial and preventive maintenance to ensure the preservation of property and the promotion of the appearance of the property Inspect on a regular basis the buildings and grounds, noting deficiencies, and initiating and confirming the appropriate corrective action Direct and monitor the preparation of vacant units for re-occupancy, in accordance with DHC quality and time standards Evaluate buildings and grounds for physical improvement and maintenance control; meet with residents to assess needs and concerns leading toward general improvement of the community Ensure the timely and efficient provision of required logistical support of maintenance efforts through the execution of compliant and cost-effective procurement of materials, supplies, equipment and services, and the administration of effective inventory control measures Identify safety and security risks to property and residents, and recommend, develop and/or implement plans to reduce or eliminate those risks Monitor the performance of in-house and/or contracted security services to ensure provision of services consistent with contracts and service standards Report and track incidences of crime in accordance with established procedures. Create a positive relationship and engender local support of anti-crime activities by establishing and maintaining liaison and facilitating cooperation with local law enforcement officials Ensure provision of appropriate services by identifying supportive service needs of residents and assisting families with accessing the required services through referral and intervention Facilitate the administration of the Community Service requirements in accordance with applicable regulations and DHC policy Attend Resident Council meetings and activities Document records of management and maintenance activity in the prescribed manner and format Maintain files, records, and manuals according to federal regulations, DHC policy, and other requirements Accurately and completely post to the rental register and perform general bookkeeping functions in a timely manner and in accordance with prescribed procedures Analyze property operating data and produce and submit daily, weekly, and monthly reports on the status of property operations according to established schedules and as necessary Accurately and timely input resident characteristics data, in the prescribed format (i.e., HUD 50058), into the automated system for transmittal to the appropriate oversight agency Collect and submit data for insurance claims, damage claims, and follow-up on repair work of damaged units and associate resident relocation Conduct regular staff meetings and maintain record of meeting highlights Prepare performance standards for subordinates, prepare performance appraisals, and discuss with employees Train or ensure subordinate staff has essential training Take disciplinary action as needed Monitor attendance and enforce attendance control in accordance with applicable policies Lead with vision and expertise Maintain confidentiality Promote intra-departmental and inter-departmental cooperation Provide and receive constructive and motivational feedback Supervise and support staff Understand and apply HUD organizational rules, instructions, policies and procedures appropriately Utilize strong interpersonal skills to interact with various stakeholders All other duties as assigned
SUPPLEMENTAL FUNCTIONS [These are job duties the individual must be able to perform, with or without accommodation; removal of these functions would NOT fundamentally change the job] PHYSICAL ACTIVITIES AND DEMANDS Lifting Carrying Pushing Pulling Standing Walking Reaching Kneeling Crouching EQUIPMENT Computer/laptop Scanners Projectors Monitors Communication systems WORK ENVIRONMENT Work with or near chemicals Confined workspaces SOFTWARE Accounting software Customer relationship management software Contract management software Database software Programming software Design software Payroll/human resources Internet software Project management software Purchasing systems Spreadsheet software Word processing software
Disclaimer This job description should not be construed as an exhaustive list of duties and responsibilities performed by persons assigned to this classification. It is not intended to limit or in any way modify the right of any supervisor or manager to assign, direct and control the work of employees under his/her supervision. All principle duties and responsibilities of this position are essential functions of the position. Job descriptions are reviewed on a regular basis and may be revised at any time. Revisions will be communicated to employees within the classification. This job description does not constitute a contract of employment; therefore, the company may exercise its employment-at-will rights at any time.
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