Housing Manager

Title: Housing Manager
Reports To: Senior Housing Manager
Department/Division: Housing Management
FLSA Status: Non-Exempt
Employment Status: Full-time
Date: August 26, 20253

Position Summary
Responsible of managerial and administrative work involving the management and operation of Housing Agency Public Housing properties for one or more sites. Responsible for the Agency receiving at least a satisfactory rating concerning HUD agency scoring systems such as Public Housing Assessment System (PHAS) and other future HUD required evaluation systems. The duties listed below are illustrations of the various types of work that may be performed. The omission of specific statements regarding duties does not exclude them from the position if the work is similar, related, or a logical assignment in association with this position.

Responsibilities:
Undertakes and performs the following and all other work-related duties as assigned.

1. Answers all incoming calls, assists callers with requests and/or directs to the appropriate person or agency.
2. Answers inquiries concerning policies and practices associated with the application and/or re-examination processes in a courteous and professional manner or routes/directs inquiries to appropriate staff.
3. Periodically reviews applicant files and updates information on prospective tenants and places non-respondents in inactive files.
4. Ensures appropriate annual recertification of residents and calculation of interim adjustments and entry of data into computer database. Monitors, prepares, and distributes annual recertification and interim adjustment notices.
5. Explains rent calculation to tenants and assists with completion of recertification materials as assigned. Prepares and sends appropriate notices of rent adjustments in accordance with HUD regulations.
6. Schedules and conducts re-examination interviews with tenants, following proper verification methods/processing for each re-examination in accordance with HUD and Agency policies and procedures. Conducts examination and resolution of income discrepancies as necessary.
7. Participates in review and discussion regarding non-compliant tenant issues with Senior Housing Manager to ensure clients are provided with reasonable opportunity to meet requirements to remain in compliance.
8. Accurately, enters move-in and move-out data into system, as needed.
9. Processes and maintains files and correspondence associated with the leasing/occupancy process in an accurate and timely manner.
10. Maintains account information such as present rent and other collections due, late payment notification, and reconciliation of rent and other charges collected throughout the month with appropriate personnel.
11. Maintains assigned case records regarding terminated contracts and assistance or reduction in amounts in amounts of assistance and accurately updates system on all assigned cases and HUD forms in accordance with HUD regulations and Agency policy.
12. Responsible for move-in/move out procedures, monitoring of service contracts, and timely response to resident service requests, ensuring smooth operations, productive communications, and effective understanding during all interpersonal contacts.
13. Performs new move-in/move-out, housekeeping, and emergency inspections, and re-inspections. Ensures UPCS Protocol adhered to in performance of REAC inspections as assigned. Oversees preparation of move-in/move-out adjustments and requests. Ensures receipt of all relevant paperwork.
14. Performs walk-by inspections, at least monthly, of buildings and grounds to ensure maintenance of curb appeal and resident compliance with applicable lease provisions. Issues citations when necessary and provides oversight of effective resolution of unsatisfactory conditions with residents.
15. Effectively handles complaints and legal matters within area of expertise as assigned, including in-house grievance procedures.  Resolves conflicts and complaints among residents, if possible, to mitigate detrimental effects and/or avoid continued grievances.
16. Monitors lease violations and delinquent rent roll; oversees issuance of delinquent notices and late payment charges and initiates eviction process when warranted, ensuring appropriate court documents are filed in a timely manner and appears as necessary. Monitors abandoned units.
17. Assists in achieving maximum rent receivable collections for all properties. Maintains Fraud list and charge offs and in conjunction with the Senior Housing Manager, initiates court proceeding against tenants for nonpayment of rent.
18. Monitors, reviews and analyzes housing management data and prepares monthly, quarterly, and annual and/or other reports as required addressing occupancy, delinquency rates, and other related information in a timely manner.
19. Responsible for achieving maximum occupancy and minimum turnover rate at all properties by actively promoting public housing activities.
20. May be responsible for purchase of office and other administrative supplies for the property in accordance with the Agency's procurement policy.
21. Reviews work orders for completion and accurate charges to residents when applicable.
22. Coordinates with Finance Department for payments on billing (e.g. maintenance, water and electric).
23. Interacts with Attorney to initiate court proceedings against residents for non-payment of rent within time frame allowed by law to expedite cases; issues eviction notices when necessary.
24. Counsel's residents who are not complying with policies and procedures, have economic, health, or social problems, and have delinquent rent problems. Ensures residents are appropriately notified of lease violations, eviction proceedings. Ensures referral of residents to appropriate social services personnel when indicated. Works closely with other Agency departments in coordination of efforts to ensure that residents receive available services.
25. Responsible for deterring and preventing resident fraud and abuse through participation in the Agency's program to prevent fraud and abuse, through rent review, verification of income, counseling, prosecution, etc.
26. Reviews and remains current on all relevant rules and regulations concerning appropriate Agency housing programs, as well as applicable local, state, and federal laws, regulations, codes, and Agency rules, regulations, and administrative plan.
27. Collects rent, security deposit, and maintenance charges, issues receipts, and maintains accurate records in accordance with Agency policy. Computes rent correctly and accurately verifying all income sources such as assets, net cash, asset income and wages.
28. May compile statistical data and prepare reports related to Public Housing completed recertification, applicant folders, occupancy, and residents within level of expertise.
29. Ensures privacy and maintains security of confidential materials.
30. Accountable for consistent adherence to strong Agency standards regarding the ethical, responsible, and appropriate use, care, and safeguarding of Agency materials, supplies, resources, and other assets.

Education and Experience:
Associates degree in Business, Public Administration, or Social Sciences from an accredited college or university and at least three (3) years of progressively responsible experience in management or in an administrative capacity in property management or low-income housing, or an equivalent combination of education, training, and experience resulting in the ability to fulfill the essential job duties of the position

The following Certification(s) must be obtained within one (1) year of employment or other allowable period of hire as authorized by the Executive Director or his/her designee:

• Public Housing Manager
• Fair Housing
• Enterprise Income Verification System (EIV)

Knowledge and Skills:

1. Thorough knowledge of Agency policy and procedures as they pertain to property management and occupancy.
2. Thorough knowledge of HUD rules and regulations that apply to public housing management.
3. Working knowledge of laws and standards that apply to public housing property management, such as Fair Housing Laws, OSHA Standards, local and state building codes.
4. Basic knowledge of building maintenance, fire prevention, and liability reduction principles.
5. Working knowledge of the operation of the Agency's computer system and applicable software.
6. Working knowledge of the agencies that provide assistance and services to residents, including knowledge of eligibility requirements.
7. Knowledge of mathematics and general accounting procedures sufficient to perform calculation required for summarizing rent collections, making deposits, rent adjustments, and assisting the Senior Housing Manager in preparation of the annual operating budget and long-term budgets.
8. Ability to maintain required records such as resident files, vacancy reports, etc.
9. Ability to procure goods and services in accordance with Agency procurement procedures and in keeping with the approved operating budget for the property.
10. Ability to read and interpret policies and guidelines in order to make sound decisions.
11. Ability to prepare clear, concise reports and make appropriate recommendations within scope of responsibility.
12. Ability to operate appropriate Agency computer equipment and software packages.
13. Ability to communicate clearly and concisely, both orally and in writing. Ability to communicate on the level of the listener, recognizing when information has been misunderstood, and the ability to rectify any misunderstanding as needed.
14. Skilled in analyzing situations in order to identify problems and offer possible solutions.
15. Ability to communicate in English and Spanish is preferred

Supervisory Controls
The Housing Manager receive instructions primarily from the Senior Housing Manager. Normally, the employee plans and carries out work activities with minimal supervision and independently resolves problems that arise. The employee receives specific instructions when problems are brought to the attention of the supervisor and when the supervisor is contacted by the employee for direction. The employee's work is reviewed for accuracy and compliance with Agency policies, federal, state, and local regulations and attainment of objectives. The Housing Manager has no supervisory duties.

Guidelines
The employee performs routine duties by following established policies and procedures, applicable reference materials, published laws, regulations, handbooks, and training materials. These guidelines cover most job-related situations. The employee may require guidance from the supervisor in situations not covered by existing guidelines but has reasonable latitude in the performance of customary duties.

Complexity
The employee performs routine duties following established and specific Agency policies and procedures, applicable local, state, and federal regulations, traditional practices, and information from training and reference materials. The course of actions is determined by the circumstances, assessment of critical issues, supervisor input, and by established procedures and applicable regulations. The employee may coordinate, integrate, and/or prioritize tasks. Routinely, the employee may adapt procedures to the circumstances and make decisions concerning resident or maintenance problems, collections, and management of staff using personal judgement based on prior experience.

Scope and Effect
Housing Managers are key employees in the management and operation of affordable public housing and their work affects residents, coworkers, Agency profitability, community groups, and support agencies on a continuing basis. Successful accomplishment of duties by the employee enhances the Agency's image in the community and its ability to meet its overall mission of providing housing that is decent, safe, and sanitary.

Personal Contacts
The employee's personal contacts are mostly with residents, coworkers, local officials (police, judges), outside service agencies, utility companies, contractors, and advertising contacts. The purposes of these contacts are to obtain or provide information, plan and coordinate, and to advise, motivate, influence, or direct subordinates or others, and justify, defend, negotiate, or resolve matters and issues concerning public housing.

Regularly, contact requires negotiation and/or handling of controversial matters, and may include dealing with skeptical, uncooperative, unreceptive, and hostile individuals

Physical Requirements:

1. Work is principally sedentary but may involve some physical exertion during on-site visits with residents or staff members and inspections of units and/or facilities.
2. Must be able to sit or stand for up to eight (8) hours at a time while performing essential work duties.
3. Must be able to bend, stoop, push, and pull in the performance of essential job-related duties (e.g. moving or carrying objects or materials).
4. Must be able to use fingers bilaterally and unilaterally to operate job-related equipment.
5. Must have vision and hearing corrected to be able to perform essential job functions.
6. Must be able to work around various fumes, odors, and dusts.
7. Must be able to perform essential job functions in an environment that will sometimes include increased levels of work-related stress.
8. Must maintain a professional appearance and portray a positive image for the Agency.
9. Must maintain punctuality and attendance as scheduled.
10. An employee may request a reasonable accommodation to mitigate any of the physical requirements listed above.

Work Environment:
Work involves the normal risks or discomfort associated with an office environment and is usually in an area that is adequately cooled, heated, lighted, and ventilated, but also involves working outdoors during visits to housing developments, sites, dwellings, or facilities.

Other Requirements:

1. Must possess a State of North Carolina driver's license and maintain a good driving record.
2. Must be available for occasional overnight travel for training.
3. May be required to work after office hours.
4. Must pass employment drug screening and criminal background check.
5. Must work with the highest degree of confidentiality.

The Washington Housing Authority is an Equal Opportunity Employer. This job description is subject to change and in no manner states or implies that these are the only duties and responsibilities to be performed.  The duties herein are representative of the essential functions of this job. This job description reflects management's assignment of functions; however, it does not prescribe or restrict tasks that may be assigned. Nothing in this document restricts management's right to assign or reassign duties and responsibilities at any time. The qualifications listed above are guidelines, other combinations of education and experience that could provide the necessary knowledge, skills, and abilities to perform the job may be considered at the discretion of the Executive Director.

Employment with the Washington Housing Authority is on an "at-will" basis. Nothing in this document is intended to create an employment contract, implied or otherwise, and does not constitute a promise of continued employment.

Disclaimer: The above statements describe the general nature, level, and type of work performed by the incumbent(s) assigned to this classification. They are not intended to be an exhaustive list of all responsibilities, demands, and skills required of personnel so classified. Job descriptions are not intended to and do not imply or create any employment, compensation, or contract rights to any person or persons. Management reserves the right to add, delete, or modify and/or all provisions of this description at any time as needed without notice. This job description supersedes earlier versions