Description

Asset Management Department Assistant Property Manager

Class Title: Assistant Property Manager

Class Code: F

Status: Exempt

Position Summary:

This is administrative work performing a variety of duties related to the property management of specified housing developments, buildings, and programs. Ensures that properties are operated in an efficient, cost-effective manner while providing high-quality, well-maintained housing for residents. Tasks may include interfacing with applicants, residents, and neighbors, performing annual reviews and rent calculations for residents, annual inspections, lease-enforcement, and compiling data for use in reports. Assistant Property Managers are assigned to large properties to assist with managing operations therein given discretion to handle matters as directed by the Senior Property Manager.

The incumbents exercise judgment in managing property requirements either in a building or as assistant at a very large property. Work is differentiated from the leasing consultant in that incumbents have authority to issue lease violation warnings. Work is performed under the general supervision of a Senior Property Manager.

Supervisory Responsibilities

This classification does not directly supervise but may assign work to property support staff including mechanics, porters, and leasing consultants. Provides input on performance evaluations and may plan and monitor work of others.

Essential Functions:

This section serves to illustrate the more typical aspects of the work indicative of the classification. The primary functions of the classification are not to be considered a detailed description of every duty of each position allocated to the classification. The responsibilities and essential duties typically performed by positions allocated to this classification on a frequent and recurring basis include:

1. Markets units and conducts outreach to fill units, responds to questions and explains housing options.
2. Trains and monitors the work of others as directed by the Senior Property Manager. May provide input on staff performance evaluations.
3. Screens applicants to add tenants to a lease by checking credit histories, landlord references, criminal background checks and conducts third party employment/income verifications; shows and offers units, documents offer, prepares leasing paperwork, and conducts orientations.
4. Assures tenant satisfactions by providing a high level of customer services; cultivates and maintains partnerships with other Authority departments and local government agencies; addresses resident complaints.
5. Serves tenants with legal paperwork; issues warnings and determines whether summons and complaints need to be issued; completes summons and complaints paperwork and forwards it for legal review; serves household and provides follows up.
6. Audits new applications, reviews completed work orders entered the property management software and closes work order requests. May review annual files completed by the property specialist before data entry for accuracy of calculations.
7. Performs tenant accounting authorizing adjustments to tenant accounts, security deposits, rent changes, retroactive billings, maintenance charges and late fees in consultation with the Senior Property Manager.
8. Conducts and/or reviews annual and interim leasing recertification to ensure tenants meet occupancy requirements including tax credit and program guidelines; reviews, third party verifications, income and other family composition changes.
9. Performs physical inspections of grounds and inspection of units to ensure Authority standards; determines and reports maintenance needs.
10. Prioritizes maintenance work orders; develops and implements daily, weekly and monthly maintenance schedules; orders and maintains inventory of supplies, prepares purchase orders to requisition materials and supplies; schedules vendor testing and inspection of fire extinguishers, alarms, back-flow testing and storm water catch basin; schedules pest control treatments, maintains logs, and conducts pre-inspections.
11. Prepares correspondence and data to support property operations.
12. May manage the waiting list and application intake; screen applicants by checking credit history, landlord references, criminal background checks; show and offer units; document offer; prepare leasing paperwork; conduct orientation.
13. May create quarterly newsletter, maintain parking registry; processes reasonable accommodation requests; recommends updates to forms and reports; approves forms orders, postage requests, and storage.

Qualifications

Qualifications and Competencies

Work requires specific knowledge of complex affordable housing programs including the Low Income Housing Tax Credit (LIHTC), HUD rental assistance and/or other applicable regulated housing programs; Authority policies and procedures in assigned area of work; and modern office practices and procedures.Work requires the ability to prepare and maintain records and reports; to interpret data and make conclusions of meeting eligibility; to perform arithmetic calculations; to use tact, discretion and courtesy in dealing with tenants and others; to maintain files; to communicate clearly and effectively orally and in writing, sometimes with English language impaired contacts; and skill at entering information into a computer and skill at developing and maintaining organizational practices for the office.

Work requires the ability to proficiently use Microsoft Word, Excel and Outlook.
A typical way to obtain the qualifications and competencies is:
Work requires an associate degree and three to five years relevant work experience in affordable housing property management, or an equivalent combination of education and experience.

License Required

Valid Florida State Driver's License and acceptable driving record at time of appointment and throughout employment are required in this position.

Certifications Required by First Year of Employment

• Accredited Residential Manager (ARM)
• Fair Housing Compliance
• Certified Professional of Occupancy (CPO)
• Specialist in Housing Credit Management (SHCM)
• Budget/Finance Management

Work Environment and Physical Demands

Incumbent(s) must be able to meet the physical requirements of the classification and have mobility, balance, coordination, vision, hearing and dexterity levels appropriate to the functions performed. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Work is performed primarily in an office environment at the property sites. The incumbent frequently uses standard office equipment including personal computers, telephone and related equipment and may drive a vehicle on Authority business.

Contacts

Work includes frequent contact with the public and employees on a variety of matters requiring the incumbent to know such policies and procedures. Work involves frequent contact with regulatory agencies, partners, vendors and social services support agencies. Contact with tenant may be of a confidential and sensitive nature to collect relevant documents and assist with tenant needs.