Property Manager — Minneapolis PHA

Position Title: Property Manager

Department: Operations 

Reports to: Regional Property Manager  

FLSA Status: Exempt Date

Created/Revised: November 2018

 

Summary 

The primary purpose of this position is to manage MPHA rental properties by monitoring lease compliance,  submitting lease termination proposals for approval, coordinating activities and supervising employees, and  inspecting units and grounds. The incumbent ensures adherence to applicable policies, procedures, and  lease provisions. The incumbent works with residents and staff to resolve concerns.  

All activities must support the Minneapolis Public Housing Authority’s (“MPHA” or “Authority”) mission,  vision and values.

 

Essential Duties and 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. 

• Manages the work of staff including: assigning, planning, and reviewing work, evaluating work  performance and completing performance evaluations, coordinating activities, maintaining  standards, allocating personnel, selecting new employees, training staff, acting on employee  problems, and recommending and implementing discipline. 

• Maintains regular office hours in assigned areas and accept inquiries and walks-ins in order to  provide customer service. Provides advice, assistance, and documentation to tenants and outside  agencies as required. Prepares well-written notices, letters and newsletters to tenants. 

• Consistently enforces MPHA lease agreements, including Rent to Own Leases (Family), Sales and  Service/Security Deposit/Retroactive Rent agreements, and Lease Term Settlement Agreements. 

• Represents the MPHA at meetings related to public housing programs. Establishes rapport with  neighbors, neighborhood groups, and other stakeholders. 

• Demonstrates commitment to and maintains a close working relationship with residents; other  MPHA departments; public, private, and social service agencies; vendors; neighborhood groups; utility companies; and advisory committees in order to meet the objectives of the program.  

• Completes shelter verifications, rent estimations for interims, landlord references, and billing  statement assistance. Meets with tenants for lease add-on requests, away from unit requests, rent  hardship requests, transfer requests, legal name changes, and VAWA and Reasonable  Accommodation requests.  

• Conducts or coordinates inspections (move-in/move-out/quarterly), making and following up on  work orders as required. Documents, files, and follows up with tenants in a timely manner following  inspections.  

• Coordinates pest control, housekeeping referrals, and city violations for all dwelling units in  compliance with HUD and MPHA standards May prepare and submit check requests to Finance  for payment to USPS.

• Investigates and follows up on tenant and neighbor complaints, city council and community  organization complaints, and police reports. Conducts investigations as appropriate, including:  office visits, site visits, phone calls or emails to all parties involved, calls or emails to Crime  Prevention Specialists or police. Documents investigations and follows up with tenant(s) involved  in a timely manner.  

• Identifies maintenance repairs and monitors repairs to completion. Coordinates administrative and  maintenance staff to prepare buildings and grounds for PHAS inspections in order to ensure  continued high performer designation for assigned building(s). 

• Coordinates pest control at assigned property(ies), including lease enforcement and the scheduling  of initial treatments and follow-up treatments. Coordinates with and accompanies pest control  contractors or staff as needed when treatment services are provided. Follows appropriate policies and procedures related to pest control, including educating residents on preparation and prevention  requirements.  

• Develops and maintains a monitoring system (monthly or yearly) to ensure prolonged life of MPHA  units. Examples include: documentation of housekeeping issues, pest control, pets/service animal  and emotional support animal requests, parking lots and critical parking permits (Glendale only),  tenant abuse, and misuse of property. Follows up on instances of non-compliance to ensure lease  compliance or lease termination.  

• Ensures work order requests are completed in an efficient and timely manner. Monitors tenant  satisfaction with completed work orders. 

• Regularly attends resident council meetings at assigned MPHA property(ies) to gather, assess, and provide information related to MPHA programs, community resources, and  neighborhood/resident needs and concerns. 

• Monitors security and crime prevention activities at assigned property(ies) by utilizing various  resources such as police, security vendors, and security equipment in order to address and follow  up on security and crime-related issues. Regularly monitors trespass list, security cameras, parking  lots, playgrounds, elevators and community rooms for crime and safety concerns. Registers and  monitors tenant vehicles parked in MPHA parking lots. Maintains complete and accurate fixed  asset inventory and key-badge records (high-rise only). 

• Attends hearings to provide information related to employee grievances, tenant/MPHA  relationships, lease violations, eviction proceedings, and public housing eligibility determinations. 

• Maintains cleanliness and appearance of the buildings and grounds of assigned MPHA  property(ies). 

• Conducts all property operations in conformance with established policies and procedures detailed  in the Authority’s operations manual and Statement of Policies. 

• Prepares reports, maintains records, assists in budget preparation, completing all tasks in  adherence with related deadlines. Updates SmartSheets for lease terminations, quarterly  inspections, and bed bug treatment schedule. Completes monthly report logs for Regional Property  Manager. 

• Prepares and conducts lease terminations for cause, default in repayment agreements, chronic  rent delinquencies, and failure to recertify. Refers emergency lease terminations to the Legal Department, represents MPHA in court as required, accompanies Rent Collection staff/Sheriff in  the eviction or clean-out process.  

• Serves as the manager-on-duty and back-up manager-on-duty as required by assigned  property(ies).  

• Responds to emergencies on evenings and weekends, as required. Reports emergencies (fires,  crime, natural disasters) to appropriate personnel. Maintains accessibility via MPHA cell phone at  all times. Takes MPHA-issued cell phone home in the evenings and on weekends, even when not  on call.  

• Monitors tenant accounts receivable and assists in the collection of rent and other charges to  ensure the financial viability of the AMP. Monitors tenant repayment agreements. 

• Coordinates with Leasing staff regarding tenant-related income and eligibility issues. Prepares new  leases for transfers and household composition changes. Assists with interims, collection of  documentation, and calculation of rent estimates. Assists with annual recertifications and Moving  to Work families as needed. Meets with tenants, collects and verifies documentation, and submits  documents to Eligibility Technician 

• Participates on internal and external committees as assigned. 

• Acts as Hearing Officer for applicant denials, lease terminations for cause, and grievance hearings. • Coordinates with Facilities and Development staff on contracted work at assigned property(ies). • Safeguards MPHA property and master keys.  

• Performs back-up duties for other Property Managers as requested. 

• Orders supplies and maintaining related records (high-rise properties only). 

• Ensures storage spaces are properly maintained (high-rise properties only). 

• Monitors performance of security guards and/or coordinate security issues with MPHA Regional  Property Managers (Glendale only). 

• Ensures that safety and security systems are functioning properly and are maintained and  inspected per applicable policies; this includes fire safety, electronic entry, entry guard, etc.  Ensures that the Emergency Action Plan is strictly followed, including updating residents needing  assistance (Glendale and high-rise properties only). 

• Performs other related duties as assigned.

 

Behavioral Competencies 

MPHA expects all employees to exhibit the following behavioral skills: 

Customer Service: Meets/exceeds the expectations and requirements of internal and external customers;  identifies, understands monitors and measures the needs of both internal and external customers; talks  and acts with customers in mind; and recognizes working colleagues as customers.

Commitment: Sets high standards of performance; pursues aggressive goals and works hard/smart to  achieve them; strives for results and success; conveys a sense of urgency and brings issues to closure;  and persists despite obstacles and opposition. 

Effective Communication: Employee is prepared, clear, concise and organized in all facets of  communication in order to fully establish understanding. Actively listens and understands the audience to  adapt message appropriately. Communicates information with appropriate personnel in a timely manner. 

Teamwork: Balances team and individual responsibilities; exhibits objectivity and openness to others’  views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team  above own interests; supports everyone’s efforts to succeed. 

Initiative: Proactively seeks solutions to resolve unexpected challenges. Actively assists others without  formal/informal direction. Possesses the capacity to learn and actively seeks developmental feedback.  Applies feedback for continued growth by mastering concepts needed to perform work. 

In addition to the above competencies, MPHA expects its leadership employees to also exhibit the following  behavioral skills: 

Leadership: Provides direction by clearly and effectively setting course of action for department and  subordinates; and manages performance by providing regular feedback and reinforcement to subordinates. 

Strategic Capability: Provides mission, sets direction and inspires others to deliver on the organizational  mandate. Decisions are based on ethical and social responsible principles. 

Program and Project Management: Plans, manages and evaluates specific activities in order to deliver the  desired outputs.

 

Education and/or Experience 

Bachelor’s Degree in business administration, public administration, or related field and a minimum of three  (3) years of experience in low-income property management and previous supervisory experience.. An  equivalent combination of education and experience may be considered. 

Must possess or have the ability to obtain a Public Housing Manager Certification per the guidelines  established by MPHA. 

Some positions may require possession of a valid driver’s license. Those positions may also require use of  a personal vehicle and evidence of individual automobile insurance coverage, or the ability to be insurable  under the Authority’s automobile insurance plan at the standard rate. Must pass a criminal history  background check. 

 

Technical Skills 

To perform this job successfully, the employee should have strong computer skills (MS Word, Excel, and  Outlook). Must have the ability to learn other computer software programs as required by assigned tasks.

 

Physical Demands 

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

To perform this job successfully, the employee is frequently required to remain in a stationary position. Daily  movements include sitting; standing; reaching and grasping; operating computers and other office  equipment; moving about the office; and attending onsite and offsite meetings. The employee must be able  to exchange information in person, in writing, and via telephone. The employee must occasionally transport  up to 25 pounds. 

 

Work Environment 

The 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 the essential functions. The work environment requires a  demonstrated ability to interact effectively with persons from diverse economic, social, and ethnic  backgrounds, including new immigrants, limited English language proficiency clients, and clients with a  variety of mental health issues and other disabilities. 

Position generally works on Authority properties, which may cause the employee to experience a range in  temperatures and other weather conditions. The noise level may be loud and the environment may be more  hazardous than a standard office environment. This position may be required to work with contractors as  well as Authority residents.

 

 

 

About Minnesota NAHRO

Our goal is to be the leading housing and community development organization in Minnesota by promoting strong, viable communities for all Minnesotans, particularly those with low and moderate incomes.

Upcoming Events

Latest Updates

Awards & 2021 Out Of Reach Report

THE WEEK IN HOUSING RECENT NEWS & UPDATES FROM MINNESOTA NAHRO This week our member update includes the latest Out of Reach report plus don't forget to nominate your deserving colleague for their work during this pandemic.  Check out the details on both below...

Member Update – Award Nominations

Member Update – Award Nominations

THE WEEK IN HOUSING RECENT NEWS & UPDATES FROM MINNESOTA NAHRO It is the height of summer and while many of us would rather be at the lake, this is also a great time to recognize your peers.  Consider nominating a worthy colleague for our 2021 Awards.  Plus join...

Eviction Moratorium Update

Eviction Moratorium Update

THE WEEK IN HOUSING RECENT NEWS & UPDATES FROM MINNESOTA NAHRO   Summer is officially here and this member update has the latest on the state eviction moratorium and state budget. Plus join us for the Leadership Retreat in July at Maddens - register TODAY. We...

Updates from Minnesota NAHRO

Awards & 2021 Out Of Reach Report

THE WEEK IN HOUSING RECENT NEWS & UPDATES FROM MINNESOTA NAHRO This week our member update includes the latest Out of Reach report plus don't forget to nominate your deserving colleague for their work during this pandemic.  Check out the details on both below...

Member Update – Award Nominations

Member Update – Award Nominations

THE WEEK IN HOUSING RECENT NEWS & UPDATES FROM MINNESOTA NAHRO It is the height of summer and while many of us would rather be at the lake, this is also a great time to recognize your peers.  Consider nominating a worthy colleague for our 2021 Awards.  Plus join...

Eviction Moratorium Update

Eviction Moratorium Update

THE WEEK IN HOUSING RECENT NEWS & UPDATES FROM MINNESOTA NAHRO   Summer is officially here and this member update has the latest on the state eviction moratorium and state budget. Plus join us for the Leadership Retreat in July at Maddens - register TODAY. We...

Elite Sponsors

Hai Group Logo

Register For Our 2021 Annual Conference!

Send this to a friend