Manager of Housing Operations

AKRON METROPOLITAN HOUSING AUTHORITY

 

Job Title:                                 Manager of Housing Operations

Reports to:                              Director of Operations

Department:                           Housing Operations

Date:                                       January 2023

FLSA Status:                         Exempt

 

General Purpose:

 

The primary purpose of this position is to support the Director of Operations in all aspects of the management of the housing portfolio.  Special focus will be placed on all aspects of property maintenance functions and resident relations for public housing properties for the Akron Metropolitan Housing Authority (“AMHA” or “Authority”), in accordance with the Authority’s asset management model and all applicable regulations, policies and procedures.  This position will also be responsible for additional projects and assignments related to public housing as assigned by the Director of Operations. 

 

Essential Duties and Responsibilities:

The below statements are intended to describe the general nature and scope of work being performed by this position.  This is not a complete listing of all responsibilities, duties and/or skills required. Other duties may be assigned.

 

Assists the Director of Operations in identifying needs for property management improvement and in setting priorities.  Completes projects and assignments related to any and all aspects of public housing as assigned by the Director of Operations.  The focus should be on turn times of vacant units, site open work orders and Skilled Trades open work orders.  Assist with review and updates of the Policy and Procedures for Property Management.

Develops policy recommendations and implements approved policies and procedures related to the maintenance operations of public housing site(s).  Interprets program standards, procedures and regulations necessary for the requirements and staff adjustments.

Assist and oversee any special projects assigned by the Director of Operations or Deputy Director.

Develop, coordinate and oversee janitorial and maintenance training programs.  Assist property management with identifying site and individual training needs

Supervises and/or coordinates the work of staff, clerical staff, as assigned;  establishes meaningful job objectives for subordinate staff and monitors the accomplishment of those objectives; motivates staff to work together in an efficient manner; participates in hiring staff, establishes performance standards, conducts regular coaching sessions, delivers or recommends disciplinary action up to and including suspensions and terminations, coordinates staff training, conducts staff meetings, approves timesheets and annual and sick leave, and monitors absences; complies with applicable bargaining unit agreements.  Reviews out of class submissions to determine what/if additional training for staff is needed.

Exercises independent judgment and initiative in determining best, most cost efficient and effective methods for completing work assignments.

Assists with the preparation of the budget for all AMP’s, especially related to the maintenance of the properties.

Submits all required paperwork and reports accurately and in a timely manner.

Inspects properties regularly to ensure maintenance work is being performed correctly and to identify areas that need improvement; and provides direction and assistance in developing measurable plans of action for accomplishing the work.  Works with Director of Operations, Property Manager and Site Staff to prepare for REAC inspections.  Ensure once a REAC inspection/NSPIRE inspection is scheduled, work daily with site staff to ensure adequate staff coverage is provided.  Assist PM staff with inspections of the units prior to maintenance entry up to final Quality Control inspections.

Maintains all fire policies and procedures; ensures compliance with fire policies; develops and implements fire safety procedures; coordinates with Legal and Construction departments and insurance companies with regard to fire claims; processes charges to tenants related to fire damages and monitors payments.

Oversees and maintains contract with cable TV provider for all AMHA properties; coordinates activities between cable provider and residents; responds to and addresses satellite TV requests for assigned site(s).

Maintains clear and consistent communication with outside agencies, tenant groups, neighbors, and internal Authority departments.

Participates in the capital planning and redevelopment process, as needed.  Actively participates with the Construction department with current projects for all housing sites.

Addresses escalated resident issues and grievances in accordance with Authority policies and procedures; addresses complaints and resolves problems; ensures that Property Managers maintain positive relations with residents; participates in property management-related informal and formal hearings and appears in court as needed.

Assists in monitoring of Key Performance Indicators for PHAs.  Follows up on all indicators (i.e., turn times and occupancy percentages)

Serves as back-up for subordinate staff; covers weekend and after-hour on-call duty as necessary; responds to after-hour crises as needed.  Ensure that all phone calls are responded to on all after hour calls.  Follows up on crises that last multiple days, such as flooding and fires.

 

      Miscellaneous

Devotes appropriate attention to AMHA Action Plan objectives as assigned, ensuring that such goals are met or exceeded.

Participates in coaching sessions; attends meetings and follows up as necessary.

Participates in on-going training related to HUD regulations and A & O policies.

Maintains a record of acceptable staff attendance and punctuality.

Other duties as assigned.

 

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

Behavioral Competencies:  This position requires incumbents to exhibit the following behavioral skills:

 

Commitment: Sets high standards of performance; pursues aggressive goals and works hard/smart to achieve them; strives for results and success; conveys a sense of urgency and brings issues to closure; persists despite obstacles and opposition. 

 

 

Customer Service: Meets/exceeds the expectations and requirements of internal and external customers; identifies, understands, monitors and measures the needs of both internal and external customers; talks and acts with customers in mind.  Recognizes working colleagues as customers.

 

Effective Communication:  Ensures important information is passed to those who need to know; conveys necessary information clearly and effectively orally or in writing. Demonstrates attention to, and conveys understanding of, the comments and questions of others; listens effectively. 

 

Responsiveness and Accountability:  Demonstrates a high level of conscientiousness; holds oneself personally responsible for one's own work; does fair share of work. 

 

Leadership:  Provides direction by clearly and effectively setting course of action for department and subordinates; manages performance by providing regular feedback and reinforcement to subordinates. 

 

Job Competencies:

 

Comprehensive knowledge of the United States Department of Housing and Urban Development’s regulations and property/housing management as well as general landlord/tenant and fair housing laws; knowledge of REAC, UPCS and PHAS regulations; comprehensive knowledge of HUD recertification directives and mandates and Admissions and Continued Occupancy policies; knowledge of maintenance, including preventative maintenance; knowledge of procurement procedures and policies and budget management; knowledge of accounting and finance; advanced mathematical capabilities; ability to analyze property needs and design and implement procedures and policies; understanding of Authority strategic goals and structure; skills in multi-tasking, prioritization and problem resolution; familiarity with Authority employment policies and union agreements.

 

Education, Experience and Certifications:

 

Bachelor’s Degree and a minimum of seven (7) years of property management experience and three (3) years of public housing recertification experience, including a minimum of three (3) year of supervisory experience, or an equivalent combination of experience and education. Public Housing Management Certification or other equivalent property management certification is required within six months of date of hire. Must have valid Ohio driver’s license and be insurable under AMHA policies.

 

Computer Skills:

 

To perform this job successfully, an individual should be competent in the usage of housing management software, HUD systems, database, e-mail, internet, spreadsheet and word processing software. Must be able to learn other computer software programs as required by assigned tasks.

 

Physical Requirements: 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:

 

While performing the duties of this job, the employee is frequently required to move about their assigned properties, ascending and descending stairs and ladders to meet with residents, conduct physical inspections and observe property activities. While inspecting housing units and/or maintenance work, the employee may occasionally be required to position self to observe work completed under cabinets, sinks or in high locations. Incumbent is also often required to maintain a stationary position, operate computers and other office equipment, move about the office, attend onsite and offsite meetings, and communicate. The employee must be able to accurately exchange information in person, in writing and via e-mail and telephone. The employee must occasionally transport up to 40 pounds.

 

Working Conditions: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job:

 

Office, residential property and outdoor environment. Employee may be exposed to outdoor weather conditions and possibly hostile and/or dangerous situations. Moderate noise level.

 

AMHA offers a culture committed to diversity, equity and inclusion; comprehensive compensation and benefits program including, but not limited to: Competitive salary; Participation in the Ohio Public Employees Retirement System; Excellent medical, free dental and vision plans with minimal out of pocket cost; Basic Life insurance; Fourteen paid holidays; Paid vacation, personal and sick plans, flexible schedules; and potential for limited teleworking in an effort to promote a healthy work/life balance.