Site Compliance Specialist (Affordable)

Job Summary

Administrative; not exempt from overtime; full time 40 hours per week

Hours - Normally Monday through Friday, 8:00 AM to 5:00 PM with a one-hour meal break.

Reports to - To Resident Manager

Site Compliance & Occupancy Specialist (SCOS) is responsible for assuring eligible occupancy and quality control of the sites eligibility application and annual recertification processing that are owned and/or managed by property Management Company. The SCOS will be responsible to maintain the affordable program at the site level which may include HUD, Low-Income Housing Tax Credit (LIHTC), Rural Development, HOME, & other local program(s) and other state and local funding programs of a multi-family housing project under the supervision of the Residential Manager in order to provide safe, decent, sanitary housing to tenants and to carry out the policies established by the owner through implementation of the duties outlines below.

I. MARKETING, LEASING, AND RETENTION

The goal is to obtain and maintain full occupancy.

A. MARKETING

Work with Resident Manager to develop a marketing program for the community. The programs should consider:

1. : Newspapers, rental magazines, brochures, radio and television, billboards, yellow pages, direct mail, and internet. Consideration must be given to the operating budget.

2. : For residents, non-competitive apartment managers, selected merchants, direct mail, and real estate brokers.

3. : Emphasizing services, property appearance, dry cleaning services, airport shuttle services, social events, answering services, roommate promotions, etc.

4. Ensure the distribution of marketing for the site in accordance with the Affirmative Fair Housing Marketing Plan. Monitor the plan for effectiveness by comparing current resident demographics with surrounding data available through the US Census. Notify supervisor if there marked differences requiring an update of the plan.

B. LEASING

The goal is to obtain full occupancy with tenants suited to the community.

1. Learn the secrets of leasing – a positive image.

2. Do your homework – know your property and its competition.

3. Develop professional telephone techniques.

4. Develop sales techniques.

5. Learn how to show and sell.

6. Learn how to close.

7. Know how to overcome objections.

8. Develop a call-back program.

C. RETENTION

The goal is to retain existing tenants which, of course, is not possible. It is, however, possible to retain many existing tenants through a designed and implemented program to keep tenants in place.

1. Make sure your daily maintenance program is implemented and that maintenance is accomplished on a call basis with few exceptions and notify the tenant in writing.

2. Make your property a “community” where everyone feels welcome and safe.

3. Provide special and ongoing recreation programs for children residing in the community. Use outside agencies whenever possible to assist. Provide and maintain playgrounds that are well equipped for children of different ages.

4. Start working with each tenant 60 days before the expiration of their lease to have the lease renewed and the tenant continues in residence.

5. Where practical and if necessary, offer inducements to continuing their residency by installing such things as ceiling fans or mini blinds. Offer to touch up the paint, clean the drapes, clean the carpet. All of these things are cheaper than having a move-out and paying advertising costs, selection time, repaint, re-carpet, cleaning the vacant unit, and loss of income while vacant.

II. SELECTING AND PROCESSING APPLICANTS FOR ASSISTED AND CONVENTIONAL HOUSING

Properties managed by the Eugene Burger Management Corporation, regardless of whether they are conventional or assisted, do not discriminate on the basis of race, color, creed, religion, sex, national origin, familial or handicapped status in the admission or access to, or treatment of or employment in, its federally assisted programs and activities.

A. ASSISTED HOUSING

An assisted housing apartment, or a HUD apartment, means a multi-family housing complex regulated by the Department of Housing and Urban Development (HUD). The regulations that govern resident selection are so detailed and extensive that they require a separate EBMC manual.

The EBMC manual, titled , sets forth the basic criteria, policies, and procedures that are to be followed in accepting applications, conducting interviews, obtaining, and verifying information from applicants for the purpose of:

1. Accepting applications and screening applicants.

2. Nondiscrimination and equal opportunity requirements.

3. Determining whether the household meets the conditions of eligibility for admission set forth in these procedures.

4. Applying the resident selection criteria contained in these procedures.

5. Determining the rent and security deposit to be charged.

6. Determining the type and size of apartment required.

7. Determining when applicants may be rejected.

8. Procedures for selecting between current residents and applicants on the waiting list.

DUTIES INCLUDE:

a. All affordable sites are governed by a Resident/Tenant Selection Plan. The expectation is to be aware of the site’s plan and work in accordance with the site’s Affirmative Fair Housing Marketing Plan (AFHMP) to ensure those least likely are to apply and are qualified in accordance with the Resident/Tenant Selection Plan.

b. Ensuring all applications are accepted and complete, entered onto the waitlist by bedroom type (one type per application). Screening the application for special needs and performing the verification of any Reasonable Accommodation as identified by the applicant. Purging the waitlist twice annually and the processing on 5 applications per bedroom type on site at all times, following fair housing practices.

c. Processing applications to ensure the site income qualifications are met for each household in accordance with the Resident/Tenant Selection Plan.

B. CONVENTIONAL HOUSING

The EBMC manual, titled , sets forth the basic criteria, policies, and procedures that are to be followed in accepting applications, conducting interviews, obtaining, and verifying information from applicants for the purpose of:

1. Accepting applications and screening applicants.

2. Nondiscrimination and equal opportunity requirements.

3. Determining whether the household meets the conditions of eligibility for admission set forth in these procedures.

4. Applying the resident selection criteria contained in these procedures.

5. Determining the rent and security deposit to be charged.

6. Determining the type and size of apartment required.

7. Determining when applicants may be rejected.

Assistant Managers of assisted and conventional housing are to become thoroughly familiar with the policies and procedures detailed in the Resident Manager Manual and are to operate their projects in accordance with that manual.

III. COLLECT AND DEPOSIT RENTS

Assistant Managers are responsible for collecting and depositing all rents and other income due the property.

A. RECEIVABLES

Properties with on-site computer systems are to follow the procedures detailed in the Accounting section of the EBMC Resident Manager Manual. These procedures were developed by EBMC and cover:

1. Daily income requirements.

2. The rent roll, summary, and recap.

3. Other monthly accounting reports.

4. Computer packets (for the home office).

5. Special items: Budgets and Replacement Reserve Fund, Petty Cash, Ledgers, Closing and Security Deposit Statements.

IV. MAINTAIN AND REPAIR THE PROPERTY

Assistant Managers are responsible for the maintenance and repair of their property. These duties include but may not be limited to:

A. CONDUCT PROPERTY INSPECTIONS

1. Daily property walk-through.

2. Quarterly property inspection.

3. Annual apartment inspection.

4. Apartment turnover and inspection procedure.

5. Apartment maintenance checklist.

6. Assistant Manager’s daily inspection.

7. HUD physical inspections.

B. CONTROL MAINTENANCE WORK ORDER SYSTEM

1. Control work flows to complete work in system.

2. Control work flows for incomplete work orders.

C. MAINTAIN CHART SYSTEM CONTROLS

1. Preventive maintenance program.

2. Apartment condition and status.

3. Property equipment and appliance service record.

D. MAINTAIN LANDSCAPE AND GROUNDS

1. Use of chemicals.

2. Landscape maintenance guide.

3. Landscape maintenance schedule.

4. Landscape maintenance contracts.

E. ATTEND TO SPECIAL ITEMS

1. Key systems and locks.

2. Inventories (maintain in writing with minimum reorder numbers).

3. Sanitation and pest control.

4. Independent contractors and maintenance contracts.

5. Apartment charge guide (bill back to residents when applicable).

6. Maintenance equipment list (include serial numbers where appropriate).

7. Maintenance staff training.

V. CONTROL PURCHASING AND CONTRACTING

Assistant Managers are responsible for purchasing supplies and materials necessary for the property’s operation with the Resident Manager’s approval. They are also responsible for contracting for goods and services required in the property’s operation. These tasks include:

A. PURCHASING

1. Purchase in the name of the property.

2. Establish wholesale accounts (in writing).

3. Control and administer EBMC purchase order system.

4. Establish EBMC stock control system.

B. CONTRACTING

1. Coordinate with Property Supervisor and Resident Manager for any contract.

2. Evaluate type of contract to be let.

3. Establish terms and incentives.

4. Develop bid specifications.

5. Evaluate bids and let contracts.

VI. DISBURSE FUNDS AND RECORD ACCOUNTING TRANSACTIONS

A. ACCOUNTS PAYABLE

1. Develop master vendor list.

2. Process vendor forms for approval.

3. Post invoices and run reports.

VII. QUALIFICATIONS, DUTIES AND RESPONSIBILITIES

A. QUALIFICATIONS

The Assistant Manager should have many of the same qualifications as identified for the Resident Manager because the position will have many of the same duties and responsibilities that would prepare the person for a manager’s position.

B. DUTIES AND RESPONSIBILITIES

1. Reside on the property, where required.

2. Be available and responsible for evening and weekend coverage of the property.

3. Be capable of assisting in the Resident Manager’s duties in his or her absence.

4. Have a working knowledge of the Personnel, Accounting, Administrative, Leasing, Marketing, Purchasing, Maintenance, and Resident Relations sections of the Eugene Burger Management Corporation Resident Manager’s Operating Manual, as well as any other appropriate sections, and assist the Resident Manager in these areas where required.

5. Assist in rental collection and in the service of legal notices regarding rent increases and Pay or Quit notices.

6. Perform apartment inspection move-ins and move-outs as scheduled by the Resident Manager in his or her absence.

7. Participate in resident organizations and functions when required.

8. Assist in resident relations and set an example for the residents by own life style.

9. Show and arrange to lease vacant units to prospective residents (especially on weekends).

10. SCOS is responsible for the timely processing of annual or interim recertifications in accordance with each program operated on site in accordance to the EBMC manual referenced above.

11. SCOS is responsible for the timely preparation of site level reports required by the regulatory agency(ies). To be remitted to Compliance for review and submission.

C. ADDITIONAL REQUIREMENTS

1. Must have working knowledge and experience in Section 8 regulations.

2. COS certification a plus.

3. Bilingual in Spanish a plus.

Pay: $23.00 - $25.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Application Question(s):

• Have you ever been employed by Eugene Burger Management Corporation?

Education:

• High school or equivalent (Required)

Experience:

• Yardi: 2 years (Required)
• HUD: 2 years (Required)

Ability to Commute:

• Merced, CA 95340 (Required)

Work Location: In person

Salary : $23 - $25