Assistant Community Manager (Public Housing)

Description

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The Assistant Community Manager performs administrative and supervisory work of routine difficulty and directs staff involved in filling vacancies, rent collection, and continued occupancy of low\-rent public housing developments; assumes managerial responsibilities in the community manager's absence. The Assistant Community Manager models and ensures high performance and customer service delivery consistent with the agency’s mission, vision, and values.

Examples of Duties

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Essential Duties \+ Responsibilities

The position duties and responsibilities listed below describe the general nature and scope of work. Other responsibilities, duties, and skills may be required and assigned, as needed. These essential functions require a consistent presence in the work environment on a regular basis, and regular attendance must be maintained.

• Provides direction to staff in conducting leasing interviews, inspections, and processing resident vacancies. Calculates initial and interim rentals.
• Reviews interoffice memos and other correspondence; resident files; attends departmental meetings.
• Reviews time and attendance on direct reports; completes performance evaluations; recommends disciplinary actions when necessary; and assigns and observes work activity.
• Monitors and contacts residents regarding delinquent rent; receives rent payments from residents; recommends evictions for residents who violate program requirements; appears in court to present documentation for eviction, and refers residents to local social service agencies for financial assistance.
• Performs resident relations activities in the absence of the Community Manager by counseling residents on various concerns or may refer residents to local social service agencies.
• Directs residents to support personnel or support services offered to the general public.
• Oversees maintenance issues by conducting periodic inspections of the development; reviews maintenance reports and spot\-checks work; encourages resident input on maintenance needs and improvements, distributes work assignments to maintenance personnel in the absence of the maintenance supervisor; investigates complaints on maintenance work; and records monthly maintenance repairs.
• Responsible for assisting in property management, including property walks, maintenance oversight, and training staff.
• Mentors, guides, and supports direct reports.
• Reviews all requests for transfer and walks units as required to ensure that management completes a resident history review prior to the transfer being approved.
• Reviews Reasonable Accommodation requests for completion and clarification prior to being approved or denied.
• Communicates with the resident association on various issues, including maintenance and improvement priorities and changes in rules and regulations.
• Advises the Community Manager and communicates with the Security Department regarding possible trouble areas. Reviews security reports to monitor the work of security officers.
• Track and monitor facility repair and maintenance of systems and equipment, as well as maintenance of buildings, grounds, refuse, and utility systems, including budgeting reviews and service requests, for their community portfolios.
• Oversee the use of maintenance portfolio inventory control systems and ensure tracking is maintained.
• Coordinate with the Maintenance Supervisor on the production, quality control, and maintenance reports and statistics to plan and modify maintenance activities.
• Provide guidance to the Maintenance Supervisor in areas of time management, budget controls, and tracking.
• Ensure all emergency repairs are made as needed and are tasked out to the Maintenance Supervisor.
• Perform actions in JDE, Elite \& other programs used by Public Housing related to Help log requests, requisition orders for tools, equipment, and supplies, while maintaining budgetary guidelines
• Monitor the outstanding invoice folder daily
• Issue Purchase Orders to vendors and ensure they are received when work is completed
• Will serve as on\-call for any emergencies for their Portfolio.
• Will perform routine property inspections of their portfolio.
• Will ensure the Maintenance Supervisor provides proper coverage for maintenance needs to address staffing shortages, interviews, and transfers.
• Will ensure that training is provided to employees to improve work performance and acquaint staff with company policies and procedures.
• Will oversee and ensure the maintenance supervisor resolves maintenance problems and provide recommended measures to improve the operations and conditions of machines and equipment.
• Will oversee the Maintenance Supervisor and all maintenance staff.
• Responsible for other Administrative functions.
• Ensure Maintenance Supervisor \& Maintenance Staff will be assigned to maintenance field duties.
• Project the annual property maintenance budget.
• Schedule, estimate, and prioritize worker/contractor hour requirements for job assignments and adjust work procedures to meet production schedules.
• Develop and implement preventive maintenance schedules for assigned properties.
• Monitor work\-in\-progress, review work plans for all assigned projects to ensure compliance with Federal, State, and City regulations and standards.
• Complete all duties as assigned or requested as outlined in operational and procedural guidelines. These guidelines are maintained and issued in the event of an emergency situation that arises at a property or any other location that serves our residents or employees.
• Participate in Trauma Informed Care (TIC) initiatives to include training, workgroups, project assignments, etc., that are launched or implemented in order to achieve and/or maintain certification as a TIC organization.
• Employees are expected to use Generative AI solutions ethically and responsibly.
• Other duties as assigned.

All supervisors:

• Lead, motivate, engage, and retain employees by:

+ Setting goals for performance and deadlines that comply and conform with the company’s plans and vision.

+ Organizing workflow and ensuring employees understand and are trained on their duties or delegated tasks.

+ Monitoring employee productivity and providing constructive feedback and coaching

+ Ensuring alignment across various procedures.

Behavioral CompetenciesThis position requires the incumbent to exhibit the following behavioral skills

* Values Driven \| Demonstrates an understanding of the values (Compassion, Equity and Excellence) and embodies the values in their work and interactions with residents, vendors, co\-workers, supervisors, board members, community members, and other stakeholders.

* Leadership \| Provides direction to people and/or projects by clearly and effectively setting course of action for the assigned department staff and tasks; manages the planning, execution, and achievement of assigned department goals.

* Customer Service \| Responds with Compassion in a professional manner to the expectations and needs of internal and external customers; is friendly and helpful to all customers, fostering positive relationships while providing Excellent service.

* Effective Use of Information \| Communicates important information to those who need to know clearly, securely, effectively, orally and/or in writing; proactively exchanges accurate and timely information.

* Commitment and Continuous Improvement \| Sets the standard for Excellence by proactively pursuing innovation through systematic experimentation and learning. Corrects mistakes by assessing appropriate processes, proposing adjustments, and prioritizing long\-term solutions.

* Teamwork \| Balances team and individual responsibilities; exhibits Compassion, objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; supports everyone's efforts of Excellence; attends, supports, and participates in the organization’s team building events.

* Responsiveness and Accountability \| Demonstrates a high level of Excellence and holds oneself personally responsible for one's own work; complies with procedures and directives and understands the importance of maintaining and managing confidential information; recognizes and anticipates issues and provides a responsive resolution in a timely manner.

Typical Qualifications

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EducationRequired

• High School Diploma or GED

ExperienceRequired

• Five (5\) years of experience in Multi\-Family Property Management and/or other Residential Property Management.
• Must have the ability to learn and use cloud applications such as the Google GSuite applications, including but not limited to Google Chrome Browser, Gmail, Drive, Calendar, Docs, Sheets, and Slides. Understand document sharing and collaboration in the cloud. Experience and proficiency with Microsoft Office 365, cloud\-accessible applications, including but not limited to OneDrive, Outlook, Word, Excel, and PowerPoint, or a MAC or PC desktop equivalent, is acceptable.
• Successful completion of a criminal history background check, education, and work history verification, and a drug screening test.

Preferred Education and Experience

• Experience in Public Housing
• Certified Public Housing Manager (Public Housing Manager)
• Ability to learn cloud technologies such as LucidChart for diagram, workflow, and chart drawing. Experience with Vizio or equivalent is acceptable. Basic understanding of Virtual Private Network (VPN) access to connect to internal business systems.

License \+ CertificatesRequired

• The Public Housing Manager Certification must be completed within 18 months of employment (depending on the availability of training), with no more than three attempts to pass certification allowed.
• Public Housing Specialist Certification must be completed within 18 months one year of employment (depending on the availability of training) with no more than three attempts to pass certification allowed.
• Texas Class “C” driver’s license at the time of placement and insurable by the organization’s fleet and liability insurance carrier.
• Must have the ability to earn certifications as required by assigned tasks.

Technical SkillsTo perform this job successfully, the employee should have

• Understands the agency's Mission, Vision, and Values and directs work within these guiding principles and operational framework.
• Interpersonal skills using tact, diplomacy, patience, and courtesy.
• Filing and record\-keeping system, including document imaging.
• Modern office practices, procedures, and customer service principles.
• Verbal and written communication skills.
• Correct English usage, grammar, spelling, punctuation, and vocabulary.
• Telephone techniques and etiquette.
• Operating office machines and equipment such as PCs, copiers, and printers.
• Math calculation skills.
• Work cooperatively, harmoniously, and respectfully with co\-workers, supervisors, the public, and customers.
• Perform a variety of clerical duties involving typing, filing, and maintaining records or reports in support of a special program or department function.
• Handle multiple tasks and priorities with interruptions.
• Deal with a variety of people with diverse backgrounds.
• Effectively plan and organize workload.
• Communicate effectively verbally and in writing.
• Understand and follow verbal and written instructions.
• Operate a variety of office equipment including postage meter, scale, inserter, folder, labeler, computer terminal, calculator, copier, and PC.
• Operate a computer to enter data, maintain records, and generate reports using Google Suite
• Perform data entry efficiently and accurately.
• Meet schedules and timelines.
• Work respectfully and courteously with staff, residents, and the general public.

Physical DemandsThe physical demands described here are representative of those that an employee must meet to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

To perform this job successfully, the employee is frequently required to remain in a stationary position. Daily movements include sitting, standing, operating computers and other office equipment, walking and moving about the office and/or community property, and attending onsite and offsite meetings. The employee must be able to complete data entry, utilize various portals, and communicate via email and verbally via telephone. Will need the ability to walk large properties and climb stairs. The employee must occasionally transport up to 25 pounds.

Work EnvironmentThe work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Office Environment

• The noise level in the work environment is usually moderate.
• High level of interaction with external/internal clients.
• May be transferred or be required to work at different properties or sites for interim periods in order to support business needs.

Outside Environment

• Subject to environmental elements when conducting visits to various sites or participating in outside events.

ADA Statement

In compliance with the Americans with Disabilities Act, the organization will make reasonable accommodations to the known disability of a qualified applicant or employee to enable people with disabilities to enjoy equal employment opportunities, if it would not impose an “undue hardship” on the operation of the employer’s business. Ethics

As a public agency, the organization is committed to maintaining the highest of ethical standards. Applicants selected for employment are expected to perform work responsibilities with the highest degree of integrity, professionalism, and honesty, to merit the respect of our co\-workers, clients, partners, vendors, and the general public. Applicants selected for employment are also expected to serve the public with dedication, concern, courtesy, and responsiveness. Equal Employment Opportunity Statement

Opportunity Home is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race, color, religion, gender (including pregnancy, gender identity, and sexual orientation), national origin, age (40 or older), disability, or genetic information, marital status, veteran status, arrest record or any other characteristic protected by applicable federal, state or local laws. Opportunity Home is dedicated to this policy with respect to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities, and general treatment during employment.

Disclaimer

The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This position specification is not an employment agreement or contract. Management has the exclusive right to alter this position specification at any time, without notice.