East Housing Site Manager*

General Description

• -----------------------

The City of Madison Community Development Authority is looking to hire a Housing Site Manager!

As the East Housing Site Manager you will provide responsible supervisory and administrative work in directing the operations and services of federally subsidized housing programs and facilities. The Site Manager administers and manages the East assigned housing community (277 housing units across 6 locations on Madison's east side), including physical, financial, and social aspects to accomplish established U.S. Department of Housing and Urban Development (HUD) and Community Development Authority (CDA) objectives. The work involves:

• Developing and maintaining effective tenant relations;
• Coordinating facility maintenance and administrative activities;
• Maintaining continued occupancy within the policies and procedures adopted by the CDA Board of Commissioners and consistent with policies, procedures and regulations of HUD.

The Site Manager will participate in the establishment of objectives and must use considerable independent judgment and initiative in performing some duties of the position. Employee must also exercise tact and courtesy in frequent contact with residents, CDA employees, local officials, and the general public. Work is performed under the general supervision of the Property Operations Manager.

IMPORTANT: THERE ARE 2 SUPPLEMENTAL ESSAY QUESTIONS ON THE JOB POSTING.

YOU MUST ATTACH YOUR ANSWERS IN THE ATTACHMENTS SECTION OF YOUR APPLICATION.

(To view the questions, click on the supplemental question tab OR view the bottom section of the job bulletin)

\\APPLICATIONS RECEIVED WITHOUT ATTACHED ESSAY RESPONSES WILL IMMEDIATELY BE ELIMINATED FROM CONSIDERATION.\*\*

Employees may be eligible for loan forgiveness through the Public Service Loan Forgiveness Program.

Black, Indigenous, people of color, women, trans, nonbinary, and individuals with disabilities are encouraged to apply. We value the unique blend of lived experiences and diverse perspectives that comes from non\-traditional education pathways and the variety of transferrable skills each candidate brings to the table. We value diversity, equity, inclusion, and belonging. Even if every item on the job posting doesn’t match your experience perfectly, we encourage you to apply and share how your skills and experience can best serve our community.

Examples of Duties and Responsibilities

• -------------------------------------------

Maintain Federally Required Occupancy

• Maintain a 98% or greater annual occupancy rate.
• Monitor applications and applicant processing with Central Staff to ensure maximum occupancy.
• Monitor maintenance staff/contractors apartment prep to ensure a minimum amount of downtime per HUD occupancy requirements.
• Conduct timely lease orientations for new move\-ins minimizing downtime of units.
• Supervise income verifications of applicants approved for housing.
• Provide quality customer service, through maintenance of properties, and friendly, professional responsiveness to customers as part of occupancy efforts.

Complete Monthly and Annual Reporting

• Maintain control over operations to minimize expenditures, maximize revenues, control P\-Card expenditures and overtime expenses.
• Analyze monthly budget variances and report problems and recommendations to supervisor.
• Monitor charges to ensure program accounts are expensed appropriately.
• Provide and monitor monthly data in CDA database, including vacancies, unit status, and delinquencies. Provide and monitor monthly site\-based data submissions to HUD on lease\-up, delinquencies, unit and system inspections, work orders, fraud, crime statistics and other data requested by HUD.
• Collect necessary data to calculate maintenance and operating costs.
• Develop annual site operating budget, including physical and management improvement needs, revise as needed based on City Budget and HUD allocations.
• Submit monthly and annual property reports as may be required.

Ensure Quality of Life Management

• Provide quality customer service to at risk households, and refer to social service agencies as needed.
• Know and understand legal requirements and take appropriate actions to eliminate resident’s behavior involving substance use, crime, hoarding, and other issues disrupting operations. Investigate violations, issue warning notices, work toward goals in assisting residents to retain their housing, yet move expeditiously to remove those residents who threaten the safety and quality of life for other residents.
• Oversee rent collections and maintenance fees to maximize revenues while considering economic difficulties of low\-income households. Enter into repayment agreements and process hardship exemptions.
• Conduct tenant grievance meetings; and conduct informal hearings with lease violators, document and prepare cases for eviction, negotiate voluntary lease terminations, present CDA case at Court eviction proceedings, with or without Assistant City Attorney.
• Follow the legal requirements regarding Reasonable Accommodations (RAs) and the Violence Against Women Act (VAWA). Assist residents with RA and VAWA requests. Work with CDA Reasonable Accommodation Specialist for effective accommodations.

Conduct and/or Oversee Inspections/Re\-Exams

• Oversee annual re\-exams, including interims.
• Conduct annual dwelling unit inspections and ensure property is safe, properly maintained and able to pass HUD REAC inspections.
• Inspect all vacated dwelling units and assess damages.
• Conduct system inspections: inspect the grounds and facilities, determine if repairs are needed and coordinate maintenance staff/contractors to ensure CDA/HUD/Real Estate Assessment Center (REAC) standards are met.
• Oversee proper data entry/uploads into HUD required electronic database systems.
• Ensure proper documentation is maintained in files for CDA internal reviews, HUD and Wisconsin Housing and Economic Development Authority (WHEDA) reviews, and City of Madison Audits.

Supervise staff

• Hire, train, and review performance of maintenance, tenant services, and administrative staff.
• Schedule and assign workloads.
• Take necessary action to ensure the work of employees meets standards of quantity and quality. Participate in related disciplinary actions and grievances.
• Provide coaching and counseling for staff and ensure effective employee relations.
• Address staff development needs and implement training plans.
• Monitor contracted staff and ensure contract compliance.

Other Duties

• Work with Neighborhood/Resident Association, Police, and other City agencies as needed.
• Maintain relations by working with social service agencies providing services to residents to help residents retain their housing.
• Work with CDA management on planning and implementation of redevelopment activity.
• Participate in CDA management team meetings.

Perform related duties as assigned.

Minimum Qualifications

• --------------------------
• Three (3\) years of related property management and supervisory experience (e.g., in a large multi\-unit site) which involved considerable responsibility for program administration, tenant relations, and lease enforcement; including working with low\-income elderly, disabled, various races, and/or vulnerable populations.
• Two (2\) years relatedcollege level coursework, internships, supplemental training and/or certifications in public administration, social work, real estate or business may be substituted for up to one (1\) year of the above property management experience requirement.

OR

Two (2\) years experience in applying the following:

• Rental housing management policies and procedures including related tenant\-landlord laws, regulations and ordinances and lease administration and compliance.
• Related social service programs associated with the elderly, disabled, and low\-income populations.
• HUD Public Housing regulations, LIHTC compliance requirements, and PBV program rules.
• Supervisory principles and practices, labor relations and personnel management.
• Computers and ability to use computer software applicable to the duties of the position, such as Microsoft Word and Excel.

Familiarity with the following:

• Housing programs and regulations as they relate to elderly, disabled, and low\-income populations.

The City of Madison strives to provide exceptional customer service to all its residents and visitors. Therefore successful candidates will have demonstrated ability to effectively work with multicultural communities, and work independently with minimal direct oversight.

For the complete list of the knowledge, skills, and abilities, please reference the classification specification.

Special Requirements

• ------------------------
• Possession of a valid driver's license and use of personal vehicle with proof of insurance. Mileage reimbursement is provided in accordance with city policy.
• Must obtain Public Housing Management Certification from a CDA approved training organization (e.g. NAHRO, Nan McKay or NCHM) or ability to obtain certification within six (6\) months of hire.
• Must obtain Section 42 Low Income Tax Credit (LIHTC) Certification from a CDA approved training organization (e.g. NAHRO, Nan McKay or NCHM) or ability to obtain certification within 6 months of hire.
• Failure to obtain and maintain both required certifications will result in termination of employment, absent extenuating circumstances.

Physical Requirements:

• Will be expected to physically access all buildings on a particular site including the ability to climb stairs and stand for extended periods of time.
• Must have the ability to perform work in apartments of various conditions including, but not limited to, units with active pest infestations, unsanitary conditions, hoarding conditions, and exposure to second\-hand smoke.
• Work will also be performed at a sit/stand desk using standard office equipment
• Must perform occasional lifting of file boxes weighing up to 30 pounds.
• The payroll title is Housing Site Manager.