Duties and Responsibilities:

Responsible for complex administrative work, requiring management and counseling skills. Responsibilities include assisting the Property Manager, in all phases of neighborhood management, within the Housing Authority of Savannah’s (HAS) portfolio, as assigned and the making of decisions requiring knowledge of HUD rules, regulations and programs, as well as Low-Income Housing Tax Credits (LIHTC). The employee in this position is also responsible for the preparation of required neighborhood records and reports, performing site inspections, counseling residents on Housing Authority rules and assuming assigned duties, without assistance. Responsibilities include, but are not limited to, the following:

 1. Assists Property Management with the day to day operations of affordable housing within HAS portfolio and tenant relations, through the coordination of tenant requests and administration of maintenance services.

 2. Collects information and processes annual and interim re-certifications; verifies family/household income, expenses and composition necessary to complete rent calculations, while following HAS policies and procedures.

 3. Prepares reports on vacancies, rent delinquencies, evictions and re-certifications of units, for the Property Manager, in a timely and accurate manner.

 4. Shows and leases units to prospective residents, including orientating new tenants to property and office staff at the time of lease signing; manages resident move-in, move-out, transfer and eviction procedures.

 5. Counsels with residents about individual family needs, rent paying habits, behavioral concerns, etc.; may consult with Property Manager, in assisting residents with problems.

 6. Assists in gathering data and documenting files prior to grievance hearings; keeps Property Manager informed of complaints, which may lead to future grievances.

 7. Prepares and sends miscellaneous notices to tenants, with regard to regulations, authority policies, rent changes, lease violations, etc.

 8. Conducts on-site inspections of all units and property structures, to ensure resident compliance with housekeeping standards, maximum scoring on HUD REAC (Real Estate Assessment Center) inspections and or HQS (Housing Quality Standards) inspections and that properties operate safely and securely, in accordance with established guidelines, recommendations from risk management and law enforcement, and in compliance with all applicable regulations.

 9. Maintains existing filing structure to meet audit and records management guidelines. Sets up and organizes files and manuals; keeps files up-to-date and distribute as needed.

 10. Directs and assists with the flow of leasing traffic, by determining the nature of the visit, providing general company information and connecting the person to the correct HAS personnel.

 11. Assists with annual budget(s) preparation, to include preparation of operating expense reconciliations.

 12. Completes and/or participates in formal, and informal, compliance audits.

 13. Attends and participates in departmental, organizational and community meetings.

 14. Receives and records repair requests, from residents and Property Management Personnel; prepares logs and files work orders, in response to repair requests.

 15. Reviews and verifies records and reports, to ensure that required documentation is present and correct.

 16. Operates office machines and equipment, including the use of a desktop computer.

 17. Supervises all phases of community-sponsored activities for residents, while working closely with Resident Services department, to include programs such as the Neighborhood Resident Association.

 18. Coordinates and ensures prompt leasing of ready units.

 19. Submits monthly and annual reports to the Property Manager, covering such areas as lease terminations, vacancies, personnel issues, financial management and compliance issues.

 20. Oversees tenant requests for work orders, to include obtaining estimates, providing proposals, submitting work orders and invoicing tenants.

 21. Types court papers, writs of eviction and related documents and forms, as well as attend court, mediations, depositions and/or grievances.

 22. May assist with the managing of the properties’ waitlists, property lease-ups, conducting background checks and assisting in making final decisions, regarding applicants.

 23. Assumes duties, in the absence of the Property Manager.

 24. Performs other duties as assigned, and may perform work at various locations, as needed.

 Qualifications and Knowledge:

1. Graduation from an accredited high school, with two years of college or business school and course work in management or related field, with one to two years of experience in public contact work; or any equivalent combination of education, training, and experience to meet the required knowledge and abilities.

 2. Knowledge of HAS’ policies and procedures, and Department of Housing and Urban Development (HUD) rules and regulations, that applies to property management.

 3. Knowledge of agencies that provide assistance and services to residents, including some knowledge of eligibility requirements.

 4. Ability to maintain required records such as tenant files, vacancy reports, etc…, and read/interpret policies and guidelines, in order to make sound decisions.

 5. Ability to conduct an interview, with prospective residents, and to prepare clear and concise oral and written reports.

 6. Knowledge of HUD policies and other Federal, state and local laws, rules and regulations, related to low- income housing and HAS policies.

 7. Considerable knowledge of the federal and state laws and city ordinances governing housing, including health and fire regulations, landlord and resident relationships, leasing of property and eviction.

 8. Knowledge of good public policy practices and procedures, business English and basic mathematics.

 9. Excellent communication and interpersonal skills. Ability to communicate with and relate to persons of diverse backgrounds and abilities and to establish and maintain effective working relationships with participants, landlords and the public.

 10. Ability to supervise others effectively and collaboratively.

 11. Ability to meet both internal and PHAS program deadlines

 12. Ability to plan and prioritize work of self and staff.

 13. Bondability.

 14. Valid driver’s license.

 15. Eligibility to be covered under the Authority’s fleet auto insurance.

Supervision Received and Given:

The employee receives assignments from the Property Manager. Most instructions are broad directives or policy statements. Normally, the employee receives specific instructions only in unusual or sensitive circumstances. The employee initiates and follows through on routine tasks with minimal supervision. Situations that arise which are not covered by instructions are referred to the Executive Director or dealt with independently, depending on the circumstances. Normally, the employee identifies what needs to be done and indicates the priorities, deadlines, and resources available.

 The employee monitors the work of subordinates for accuracy, completeness, compliance with policy, and achievement of objectives, evaluates their performance and provides counseling.

Guidelines:

The employee refers to HAS’ and HUD’s guidelines in performing work. These guidelines cover most job-related situations, although the employee frequently is required to use independent judgment in making decisions. If guidelines do not cover a situation, then the employee consults the supervisor or makes a decision based on the circumstances.

Complexity:

The employee performs a wide variety of tasks, which range from routine to difficult and are not closely related. The employee must identify the work that needs to be done, determine how to accomplish it and coordinate, integrate and prioritize a variety of tasks or assignments. The employee must make regular decisions, involving usual and unusual circumstances, conflicting data or other non-routine occurrences. Routine work is instructed and problems encountered by the employee do not require extensive analysis to identify them. Tasks frequently have to be coordinated, integrated and/or prioritized. Decisions regarding unusual circumstances may be made by the employee and/or referred to the supervisor, for resolution.

Scope and Effect:

The employee's work primarily impacts the new development program of the housing authority and the Authority's residents and non-residents. Successful accomplishment of duties by the employee will result in timely completion of those programs and provide better, more-affordable housing for low-income families in the community.

 Personal Contacts:

Contacts are primarily with other Authority employees, federal, state and local governmental officials and representatives, and community agencies. The employee has contact with architects, engineers, consultants, contractors, and Authority residents. The primary purpose of contacts is to obtain, give or clarify information, plan and provide assistance, and resolve problems. Contacts are normally cooperative; however, they may be occasionally antagonistic, unresponsive, or uncooperative contacts.

Physical Demands:

Work is principally sedentary, but involves some physical exertion during on-site visits with residents or staff members, inspections of Authority developments, and construction sites, and facilities. Physical demands may include bending, stooping, bending, standing, walking at construction sites, climbing ladders and exposure to outside elements.

Work Environment:

Work involves the normal risks or discomforts, associated with an office environment, and is usually in an area that is adequately heated, lighted, and ventilated. From time to time, it involves visits to outdoor developments, sites, dwellings or facilities, inspections of structures and/or confrontations with residents, employees and contractor personnel. Work is primarily with use of computer, reading, preparing documents and meeting deadlines.

Drug-Free Workplace:

All positions require pre-employment and post-employment random drug testing. Applicants selected for hire will receive a conditional offer of employment and be referred for pre-employment drug testing.

DISCLAIMER

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They

are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.