Onsite Property Manager Description

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Date Adopted September 13, 2011

Modified on May 21, 2024 (per memo from Kimberly Carroll, ED)

Definition

Under general supervision provided by the Director of Asset Management, the Program Manager will be responsible for the overall operations of Marin Housing properties. The Program Manager will live on-site, as a convenience for the employer and is a condition of employment. Follow specific procedures established by the Housing Authority, and its partners, to ensure housing units are rented, maintained, secured, and vacated per contracted agreements, and provide technical and functional direction to support staff. The incumbent may also manage other properties as assigned.

Supervision Received and Exercised

Receives general direction from the Director level. Provides general and direct supervision to the Maintenance Manager, and support staff.

Class Characteristics

This management level class is responsible for the daily program operations of an assigned major Public Housing property. Incumbents in this class work within established State and federal laws, ordinances, policies and guidelines, and operate independently when dealing with a wide range of client-related or programmatic issues. Incumbents assist in the planning and development of the program budget and are responsible for monitoring budgets on an ongoing basis. Assignments include, the daily supervision of assigned staff. Incumbents are required to live at the property to provide more comprehensive oversight of the MHA owned property.

Examples of Duties (Illustrative Only)

• Plans and directs program daily operations and staff of a low-income rental assistance property.
• Understands and ensures compliance with all governing regulations, codes and laws. Cooperate with federal, municipal, and community agencies.
• Complies with all Fair Housing Laws
• Maintains strong community relations by positive public relations and projecting a strong image of the Housing Authority, the project, and its residents.
• Maintains good tenant relations by prompt courteous and complete response to tenant problems and promotes community standards for conduct, housekeeping and property maintenance, and resident grievance procedures.
• Coordinates with other departments, as necessary, to resolve tenant complaints and inquiries and relay information and/or resolution to tenant.
• Ensures compliance with the applicable lease and house rules. Advises new tenants of Residential Rules and Policies and maintaining lease compliance.
• Rent collection includes, following-up with tenants’ payment plans, sending three-day notice to pay or quit.
• Delivery of rents to main office in a timely manner.
• Conducts annual re-certification, move-ins, move-outs, (filling vacancies in coordination with eligibility staff) and monitor vendor performance.
• Keeps supervisor advised of significant operational problems and deviations from the Management Plan in a timely manner.
• Assists in preparation of annual budget, implementation and monitoring of the adopted property budget.
• Prepares initial and follow-up correspondence on all matters relating to the property.
• Maintains records and prepares all required reports and requests for information in a timely, accurate and organized manner, ensuring confidentiality of information.
• Prepares plans and provides for implementation of special administrative projects.
• Issues all legal notices as needed in accordance with established policies, including late rent, damage charges, non-compliance with rules and regulations.
• Prepares and maintains resident files. Schedules recertification reviews to verify resident income and eligibility.
• Makes certain the building is constantly prepared for all inspections from outside monitors (e.g. HUD, City, County, TCAC)
• Makes every effort to maintain 100% occupancy of building at all times and abides by the Affirmative Fair Housing Marketing Plan.
• Conducts inspection of units at least annually, determines and assesses the need for maintenance and repairs, initiates maintenance work orders, counsels residents regarding problems, concerns and violations, as appropriate, performs follow-up tasks, determines financial responsibility for the work performed, generates and mails tenant charge letters.
• Continually inspects the property and grounds weekly; generates work orders and performs follow-up.
• Oversees safety and risk management programs established. Reports any risks and/or violations.
• Is available during Agency business hours to meet client needs, coordinates with co-workers, oversees contract workers, attends face-to-face meetings, and handles day-to-day operations necessary for the position.
• Performs and supervises staff in analysis; monitors and evaluates programmatic procedures to ensure compliance with HUD rules and ordinances; monitors compliance with federal regulations and agency policies and procedures.
• Supervises, directs and coordinates the work of subordinate staff, evaluates program effectiveness; reviews staff's work and conducts performance evaluations; makes recommendations on hiring and disciplinary actions as necessary.
• Plans, coordinates, supervises, reviews, and evaluates the work of subordinate staff; trains staff in work procedures and provides policy and procedural guidance, training and interpretation to staff.
• Provides continuing training to staff on reviews and changes in related federal and state laws, policies, procedures and guidelines.
• Represents the agency with outside agencies and organizations; interprets program goals to the community and assists in the development and acquisition of community resources as a method of reaching program goals.
• Assists in developing and implementing goals, objectives, policies, procedures and work standards for the program to which assigned.
• Exercises management duties that relate to comprehensive property management of the assigned property.
• Collaborates with other agency managers in coordinating the activities of professional and technical staff.
• Explains and implements new or revised housing programs, changes in priorities, policies and procedures to staff and program participants.
• Resolves operational difficulties experienced by subordinate staff through meetings and problem solving techniques.
• Hears and resolves complex or sensitive tenant conflicts or questions and complaints regarding rents, program procedures, damage claims, property maintenance and program violations.
• Coordinates administrative and operational functions within the assigned program including monitoring and developing budgets within approved and mandated guidelines.
• Develops working relationship with appropriate tenant groups, community personnel and agencies to identify needs, resolve problems, and improve responsiveness of housing services.
• Participates in developing Housing Authority policies, procedures and program objectives.
• Perform other related work as assigned.
• Onsite Property Manager Scope of work as defined in the dwelling lease, duties include but are not limited to the following: Regular walks through the site for exterior lighting outages, maintenance/grounds issues & site hazards, parking violations, lease violators, criminal behavior, emergencies, etc.
• Conducts annual unit inspections and coordinates repairs if needed.
• Walks the grounds regularly with site inspection report, making sure that everything on the property is clean and in good order.
• Assists in developing specifications and obtaining bids from vendors/contractors to ensure quality work at reasonable cost.

Qualifications

Knowledge of:

• Principles and practices of management necessary to direct, evaluate and perform housing program services.
• Federal housing laws, ordinances, rules and regulations; Marin Housing Authority policies and programmatic procedures.
• Personnel management, public services employee relations, and supervisory techniques.
• Principles and techniques of teambuilding, goal setting and effective management methods of staff.
• Current residential property management practices and principles.
• Basic budgetary and accounting methods and techniques, funding sources and allocation processes as well as grant development and writing.
• Goals of local agencies, which administer public housing programs or social services for low-income persons; needs, problems and attitudes of socially and economically disadvantaged groups.
• Fundamentals and etiquette of living onsite are essential.
• The eligibility requirements and the administrative requirements of a variety of affordable housing programs, including HUD and tax credits.
• Methods and techniques of client interviewing and counseling.
• Local social services agencies and appropriate contacts.
• Calculating figures and amounts such as interest, totals, and percentages. Ability to apply the basic concepts of math and bookkeeping.
• A sound working knowledge of the principles and practices of budget development, and business management.

Ability To:

• Effectively interview and gather, record, and correctly evaluate data. Correctly interpret rules and regulations for agency staff, tenants, and the general public.
• Appropriately advise, motivate, and assist program participants, and develop a sense of community.
• Initiate and answer correspondence independently.
• Organize and prioritize work effectively, meet required deadlines, and accommodate change.
• Maintain accurate and systematic records and maintain confidentiality.
• Function effectively in diverse cultural settings.
• Maintain a sense of surroundings to assure personal safety.
• Resolve practical problems and deal with a variety of concrete variables in situations where only limited information exists.
• Exercise initiative and independent judgment in the absence of supervision. Demonstrate quality customer services, good business sense, and creativity.
• Maintain the mental capacity to make sound judgments and the physical capacity to effectively perform the duties as assigned.
• Work under pressure and with minimum supervision as necessary.
• Establish and maintain effective working relationships with those contacted in the course of work by providing service courteously and tactfully.
• Communicate clearly and concisely, both orally and in writing.
• Operate a personal computer using various Windows-based applications and related programs, including standard, as well as proprietary software. Operation of standard office equipment.
• Demonstrate initiative, strong managerial and organizational skills, judgment, discretion and in making independent decisions.
• Use initiative and independent judgment within general policy guidelines and defining problem areas, analyzing data, prepare formal recommendations and carrying out solution.
• Plan, organize, supervise, review and evaluate the work of professional and technical staff and train staff in work procedures and providing for their professional development.
• Monitor and develop assigned budgets and administrative procedures.
• Establish rapport and maintain effective working relationships with tenants, and representatives from private and other public agencies, community interest groups, coworkers and multi-disciplinary staff.
• Prepare clear and concise program documentation, correspondence, and reports and direct the maintenance of accurate records and files.
• Establish and maintain effective working relationships with those contacted in the course of the work.

Educations and Experience:

Any combination of education and experience that would provide the knowledge and skills listed.

Any combination of experience and education that would be likely to provide the required knowledge and abilities could be qualifying, as determined by the Agency. A typical way to obtain the knowledge and abilities would be:



• Minimum 2 years' experience in a similar leadership role, preferably within Residential Property Management.
• High School diploma or equivalency certificate required. College degree in a relatable field preferred, or equivalent combination of education and work experience in the field of property management.
• Certification or designation from an accredited organization, preferred (ARM, CAM, CAPS, COS, CPM, MPM, RMP, etc.).
• Must be proficient in speaking, reading, and writing in English.
• Strong computer skills (MS Office, Google Apps, property management-related software such as Yardi, email, internet).

License and Certification:

License(s) / Certification(s)

• Preferred Certificates: Tax Credit, Property Management, and Business Administration.

 Other Desirable Qualifications

• Must have access to an automobile or other means of transportation, when and if required to travel on Housing Authority business.
• Must possess current automobile insurance in accordance with California law and, a valid California driver’s license, including a driving record acceptable to the Housing Authority insurance Company.
• Must be insurable by the Housing Authority’s insurance carriers.

Physical Demands:

While performing the duties of this job the employee is frequently required to sit for extended periods of time, talk and hear within standard ranges. The employee is required to walk, use hands to finger, handle, or feel objects, tools, or computer controls; and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus. Work is primarily performed in a normal office setting with moderate noise levels and walking the property at a public housing site and in units.  Travel to a variety of housing sites may be necessary within the course of work.

Marin Housing Authority is an equal opportunity, affirmative action employer. Minorities, women and individuals with disabilities are strongly encouraged to apply.  Upon request, reasonable accommodations will be made for persons with disabilities and for religious reasons.