DAKOTA COUNTY CDA invites applications for the position of: Property Manager
An Equal Opportunity Employer
SALARY: $30.13 – $37.66 Hourly
HIRING RANGE: $30.12 – $37.65
OPENING DATE: 01/20/21
CLOSING DATE: 02/03/21 04:30 PM
LOCATION: Eagan
HOURS PER WEEK: 40
JOB SUMMARY:
The Dakota County Community Development Agency is seeking a full-time Property Manager.
Recruitment Type: This position is open until Wednesday, February 3, 2021 at 4:30 p.m.
Hiring Range: $30.12 – $37.65 per hour (DOQ)
Benefit package includes: Medical, dental, vision, short-term and long-term disability, life insurance, retirement, paid holidays, and paid time off.
Responsible for property management of CDA-owned housing: occupancy, lease compliance monitoring, evictions, financial monitoring and budgeting, property maintenance, public relations, etc. Technically supervises Maintenance Technicians and directly supervises Resident Caretakers. Assists the Director and Assistant Director with special projects.
EXAMPLES OF DUTIES:
Conduct tenant selection procedures and lease-up activities.
• Contact applicant to schedule appointment to view available unit.
• Explain all program information, regulations, and eligibility criteria.
• Perform random audits of completed worksheets and tenant rent to ensure that proper income, asset, and expense information was considered and calculated correctly.
• Coordinate lease-up and move in with all appropriate parties.
• Instruct tenant in proper procedure in completing move-in inspection form.
• Advise tenant on all lease and program occupancy requirements, including proper lease termination procedures.
• Sign and obtain all necessary new-lease holders signatures.
Conduct lease compliance/management activities; calculate Interim Rent Changes and perform re-examinations for existing tenants.
• Process unit transfers and lease terminations.
• Coordinate smooth move-in process for new construction including scheduling, securing alternate lodging as necessary, etc.
• Assess the need for interim rent changes in accordance with program regulations.
• Review completed applications to evaluate each tenant’s continued occupancy eligibility, basing judgment on rent payment records, care of property, letters regarding lease non-compliance issues, etc.
• If a decision is to terminate tenancy, issue notice to vacate, along with a Tenant’s Right to any Informal Hearing.
• Ensure third party verifications are received.
• Perform audit of completed worksheets and tenant rent to ensure that proper income, asset, and expense information was considered and calculated correctly.
• Conduct annual housekeeping inspections and follow-up inspections as deemed necessary.
• Determine when change in existing tenants’ circumstances requires unit transfer.
• Ensure maintenance department is notified of all lease terminations. Schedule move-out inspections if requested by the tenant.
• Handle any disputes or complaints from tenants on results of the Security Deposit dispositions, explaining the charges and resolving the issue. Prepare and present material to conciliation court if necessary.
• Handle and resolve disputes or issues from vacated tenants; explain results of disposition.
Serve as a primary agency contact with program participants.
• Represent the agency at Property Management functions and resident meetings.
• Prepare written memorandums to tenants on program policies and procedures.
• Be available to provide program information to applicants and program participants.
• Refer program participants to other human service agencies.
• Immediately inform tenants of any changes in program policies and procedures.
• Hold regular office hours at senior buildings.
Monitor and resolve tenant disputes, occupancy problems, and lease/program violations.
• Mediate and resolve conflicts between tenant/tenant and tenant/adjacent homeowners.
• Monitor program compliance by tenants on an on-going basis; document all cases of tenant non-compliance and eviction warnings in writing.
• Investigate all reports of suspected program abuse.
• Inform tenants of reported violations and enforce correction/compliance.
• Prepare a case history for further investigation when fraud or program abuse is suspected.
• Participate, as necessary, in any resulting investigation and resolution of the case of suspected fraud/abuse, including those referred by the HUD/IRS Income Discrepancy Program.
• Develop cooperative relationships with appropriate police departments to maintain crime prevention strategies; obtain copies of any police reports regarding CDA units, analyze findings and follow-up as necessary.
• Decide whether to evict tenant or deny lease renewal as appropriate, in all cases of unpaid rent and other charges, and other serious and repeated lease violations in accordance with the specific lease, program regulations and policy, and state law. Obtain concurrence of Director of Property Management, as necessary. Serve as “Attorney Pro Se” in Property Management landlord/tenant legal issues and represent the CDA in court. Consult the CDA designated attorney when necessary.
Coordinate maintenance activities for new construction projects and existing CDA owned properties, including the CDA office building.
• Coordinate outstanding contractor and/or maintenance issues with maintenance staff, caretakers, and tenants.
• Coordinate service set-up and repairs for new construction.
• Secure alternative/temporary lodging as necessary if Certificate of Occupancy from any new construction project is delayed.
• Coordinate and monitor maintenance and tenant activities with resident caretakers.
• Followup on tenant complaints concerning maintenance issues with appropriate personnel.
• Routinely inspect physical condition of properties.
• Be “on-call” after hours on a 24-hour basis (as assigned) to screen emergency maintenance calls.
• Contract with professionals for maintenance and mechanical services when necessary.
• Monitor building services in accordance with CDA policies, such as housekeeping services, window washing, trash hauling, etc.
Provide technical supervision to Maintenance Technicians and direct supervision to Resident Caretakers
• Assist in process for interviewing and hiring needed staff.
• Train staff in department/agency procedures.
• Review and approve, flex leave requests, leave of absence requests, and timesheets; authorize overtime within budget limits.
• Approve mileage claims and budgeted purchases.
• Conduct performance evaluations and grant/deny merit increases; recommend disciplinary actions.
• Advise Assistant Director of Property Management of performance problems with Caretakers.
• Advise Maintenance Manager of performance problems with Maintenance staff
• Advise Director of Property Management in determining staffing and training needs.
• Review employee work schedules and monitor compliance with work schedules.
• Confer with staff regarding workload status. Assess and adjust staff work caseloads as necessary.
• Ensure strict compliance by maintenance and Caretakers to health and safety issues.
• Advise Maintenance Manager of maintenance needs and assist Maintenance Manager with prioritizing of workloads.
Assist Director of Property Management with projects and duties as assigned.
• Complete required HUD and CDA reports.
• Perform back up duties for other Property Managers (as assigned).
• Review, revise, and develop job descriptions with employee involvement.
• Address groups of individuals regarding CDA Property Management programs.
Perform public relations and tenant services activities.
• Maintain contacts with various human service agencies.
• Respond to calls from City Managers, Council Members, Police Departments, etc.; take appropriate action.
• Establish rapport with neighboring homeowners, Police Departments, etc. and respond to complaints or requests as appropriate.
• Undertake initiatives to enhance safety for tenants; conduct safety drills; participate in the Crime Free Multi-Housing program and apartment owners and managers coalition meetings
• Coordinate services provided by outside organizations, including the CAP Agency and its Senior Dining program staff.
Develop direct operating expense budgets for assigned properties and monitor their financial performance.
• Review expenses for the past fiscal and current years; project anticipated expenses for the upcoming year and prioritize property needs against forecasted revenue.
• Review and approve invoices for direct expenditures; determine appropriate codes/accounts to which these costs are to be charged.
• Review monthly financial statements against approved expenses; alert Director of Property Management and other necessary staff if expenses will exceed budget and assist with budget amendments as necessary.
• Monitor tenants’ accounts receivable status.
• Work with Housing Finance and Development department on determining Capital Improvement needs and assist them with the scheduling of these projects.
TYPICAL QUALIFICATIONS:
Minimum required: A minimum of 5 years related education and/or experience and Property Management Certification or the ability to obtain certification within one year of appointment.
Knowledge of personnel development, direction, supervision, administrative practices, and procedures.
Knowledge of federal regulations Affordable Housing, i.e. Low Rent Public Housing and Section 42 Tax Credit Housing.
Knowledge of Minnesota Landlord/Tenant Statutes, Fair Housing Laws, Data Privacy Laws, and Davis-Bacon Labor Standards.
Knowledge of public relations, marketing, and leasing.
Knowledge of property/facility maintenance and management.
General knowledge of personal computers and related property management software.
Ability to act as “Attorney Pro Se” in landlord/tenant cases.
Ability to motivate teamwork, negotiate, mediate, and resolve conflicts.
Ability to respect privacy and confidentiality of clients.
Ability to work with diverse groups of people.
Ability to work independently, and initiate and complete work projects.
Ability to make sound judgments and risk assessments regarding client eligibility and lease compliance.
Ability to communicate effectively orally and in writing to groups and individuals.
A valid MN driver’s license is required.
SUPPLEMENTAL INFORMATION:
Candidates must pass a 10-year criminal history check, and a driving check prior to employment.
APPLICATIONS MAY BE FILED ONLINE AT:
http://www.dakotacda.org
Job #2020-00025
PROPERTY MANAGER
SJ
OUR OFFICE IS LOCATED AT:
1228 Town Centre Dr.
Eagan, MN 55123
651-675-4400
An Equal Opportunity Employer
Job #2020-00025
PROPERTY MANAGER
SJ
