Position Title: Property Manager
Department: Operationsย
Reports to: Regional Property Managerย ย
FLSA Status: Exempt Date
Created/Revised: November 2018
Summaryย
The primary purpose of this position is to manage MPHA rental properties by monitoring lease compliance,ย submitting lease termination proposals for approval, coordinating activities and supervising employees, andย inspecting units and grounds. The incumbent ensures adherence to applicable policies, procedures, andย lease provisions. The incumbent works with residents and staff to resolve concerns.ย ย
All activities must support the Minneapolis Public Housing Authorityโs (โMPHAโ or โAuthorityโ) mission,ย vision and values.
Essential Duties and Responsibilitiesย
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.ย
โข Manages the work of staff including: assigning, planning, and reviewing work, evaluating workย performance and completing performance evaluations, coordinating activities, maintainingย standards, allocating personnel, selecting new employees, training staff, acting on employeeย problems, and recommending and implementing discipline.ย
โข Maintains regular office hours in assigned areas and accept inquiries and walks-ins in order toย provide customer service. Provides advice, assistance, and documentation to tenants and outsideย agencies as required. Prepares well-written notices, letters and newsletters to tenants.ย
โข Consistently enforces MPHA lease agreements, including Rent to Own Leases (Family), Sales andย Service/Security Deposit/Retroactive Rent agreements, and Lease Term Settlement Agreements.ย
โข Represents the MPHA at meetings related to public housing programs. Establishes rapport withย neighbors, neighborhood groups, and other stakeholders.ย
โข Demonstrates commitment to and maintains a close working relationship with residents; otherย 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.ย ย
โข Completes shelter verifications, rent estimations for interims, landlord references, and billingย statement assistance. Meets with tenants for lease add-on requests, away from unit requests, rentย hardship requests, transfer requests, legal name changes, and VAWA and Reasonableย Accommodation requests.ย ย
โข Conducts or coordinates inspections (move-in/move-out/quarterly), making and following up onย work orders as required. Documents, files, and follows up with tenants in a timely manner followingย inspections.ย ย
โข Coordinates pest control, housekeeping referrals, and city violations for all dwelling units inย compliance with HUD and MPHA standards May prepare and submit check requests to Financeย for payment to USPS.
โข Investigates and follows up on tenant and neighbor complaints, city council and communityย organization complaints, and police reports. Conducts investigations as appropriate, including:ย office visits, site visits, phone calls or emails to all parties involved, calls or emails to Crimeย Prevention Specialists or police. Documents investigations and follows up with tenant(s) involvedย in a timely manner.ย ย
โข Identifies maintenance repairs and monitors repairs to completion. Coordinates administrative andย maintenance staff to prepare buildings and grounds for PHAS inspections in order to ensureย continued high performer designation for assigned building(s).ย
โข Coordinates pest control at assigned property(ies), including lease enforcement and the schedulingย of initial treatments and follow-up treatments. Coordinates with and accompanies pest controlย 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 preventionย requirements.ย ย
โข Develops and maintains a monitoring system (monthly or yearly) to ensure prolonged life of MPHAย units. Examples include: documentation of housekeeping issues, pest control, pets/service animalย and emotional support animal requests, parking lots and critical parking permits (Glendale only),ย tenant abuse, and misuse of property. Follows up on instances of non-compliance to ensure leaseย compliance or lease termination.ย ย
โข Ensures work order requests are completed in an efficient and timely manner. Monitors tenantย satisfaction with completed work orders.ย
โข Regularly attends resident council meetings at assigned MPHA property(ies) to gather, assess, and provide information related to MPHA programs, community resources, andย neighborhood/resident needs and concerns.ย
โข Monitors security and crime prevention activities at assigned property(ies) by utilizing variousย resources such as police, security vendors, and security equipment in order to address and followย up on security and crime-related issues. Regularly monitors trespass list, security cameras, parkingย lots, playgrounds, elevators and community rooms for crime and safety concerns. Registers andย monitors tenant vehicles parked in MPHA parking lots. Maintains complete and accurate fixedย asset inventory and key-badge records (high-rise only).ย
โข Attends hearings to provide information related to employee grievances, tenant/MPHAย relationships, lease violations, eviction proceedings, and public housing eligibility determinations.ย
โข Maintains cleanliness and appearance of the buildings and grounds of assigned MPHAย property(ies).ย
โข Conducts all property operations in conformance with established policies and procedures detailedย in the Authorityโs operations manual and Statement of Policies.ย
โข Prepares reports, maintains records, assists in budget preparation, completing all tasks inย adherence with related deadlines. Updates SmartSheets for lease terminations, quarterlyย inspections, and bed bug treatment schedule. Completes monthly report logs for Regional Propertyย Manager.ย
โข Prepares and conducts lease terminations for cause, default in repayment agreements, chronicย 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 inย the eviction or clean-out process.ย ย
โข Serves as the manager-on-duty and back-up manager-on-duty as required by assignedย property(ies).ย ย
โข Responds to emergencies on evenings and weekends, as required. Reports emergencies (fires,ย crime, natural disasters) to appropriate personnel. Maintains accessibility via MPHA cell phone atย all times. Takes MPHA-issued cell phone home in the evenings and on weekends, even when notย on call.ย ย
โข Monitors tenant accounts receivable and assists in the collection of rent and other charges toย ensure the financial viability of the AMP. Monitors tenant repayment agreements.ย
โข Coordinates with Leasing staff regarding tenant-related income and eligibility issues. Prepares newย leases for transfers and household composition changes. Assists with interims, collection ofย documentation, and calculation of rent estimates. Assists with annual recertifications and Movingย to Work families as needed. Meets with tenants, collects and verifies documentation, and submitsย documents to Eligibility Technicianย
โข Participates on internal and external committees as assigned.ย
โข Acts as Hearing Officer for applicant denials, lease terminations for cause, and grievance hearings. โข Coordinates with Facilities and Development staff on contracted work at assigned property(ies). โข Safeguards MPHA property and master keys.ย ย
โข Performs back-up duties for other Property Managers as requested.ย
โข Orders supplies and maintaining related records (high-rise properties only).ย
โข Ensures storage spaces are properly maintained (high-rise properties only).ย
โข Monitors performance of security guards and/or coordinate security issues with MPHA Regionalย Property Managers (Glendale only).ย
โข Ensures that safety and security systems are functioning properly and are maintained andย inspected per applicable policies; this includes fire safety, electronic entry, entry guard, etc.ย Ensures that the Emergency Action Plan is strictly followed, including updating residents needingย assistance (Glendale and high-rise properties only).ย
โข Performs other related duties as assigned.
Behavioral Competenciesย
MPHA expects all employees to exhibit the following behavioral skills:ย
Customer Service: Meets/exceeds the expectations and requirements of internal and external customers;ย identifies, understands monitors and measures the needs of both internal and external customers; talksย 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 toย achieve them; strives for results and success; conveys a sense of urgency and brings issues to closure;ย and persists despite obstacles and opposition.ย
Effective Communication: Employee is prepared, clear, concise and organized in all facets ofย communication in order to fully establish understanding. Actively listens and understands the audience toย adapt message appropriately. Communicates information with appropriate personnel in a timely manner.ย
Teamwork: Balances team and individual responsibilities; exhibits objectivity and openness to others’ย views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of teamย above own interests; supports everyone’s efforts to succeed.ย
Initiative: Proactively seeks solutions to resolve unexpected challenges. Actively assists others withoutย formal/informal direction. Possesses the capacity to learn and actively seeks developmental feedback.ย Applies feedback for continued growth by mastering concepts needed to perform work.ย
In addition to the above competencies, MPHA expects its leadership employees to also exhibit the followingย behavioral skills:ย
Leadership: Provides direction by clearly and effectively setting course of action for department andย subordinates; and manages performance by providing regular feedback and reinforcement to subordinates.ย
Strategic Capability: Provides mission, sets direction and inspires others to deliver on the organizationalย mandate. Decisions are based on ethical and social responsible principles.ย
Program and Project Management: Plans, manages and evaluates specific activities in order to deliver theย desired outputs.
Education and/or Experienceย
Bachelorโs Degree in business administration, public administration, or related field and a minimum of threeย (3) years of experience in low-income property management and previous supervisory experience.. Anย equivalent combination of education and experience may be considered.ย
Must possess or have the ability to obtain a Public Housing Manager Certification per the guidelinesย established by MPHA.ย
Some positions may require possession of a valid driverโs license. Those positions may also require use ofย a personal vehicle and evidence of individual automobile insurance coverage, or the ability to be insurableย under the Authorityโs automobile insurance plan at the standard rate. Must pass a criminal historyย background check.ย
Technical Skillsย
To perform this job successfully, the employee should have strong computer skills (MS Word, Excel, andย Outlook). Must have the ability to learn other computer software programs as required by assigned tasks.
Physical Demandsย
The physical demands described here are representative of those that must be met by an employee toย successfully perform the essential functions of this job. Reasonable accommodations may be made toย enable individuals with disabilities to perform the essential functions.ย
To perform this job successfully, the employee is frequently required to remain in a stationary position. Dailyย movements include sitting; standing; reaching and grasping; operating computers and other officeย equipment; moving about the office; and attending onsite and offsite meetings. The employee must be ableย to exchange information in person, in writing, and via telephone. The employee must occasionally transportย up to 25 pounds.ย
Work Environmentย
The work environment characteristics described here are representative of those an employee encountersย while performing the essential functions of this job. Reasonable accommodations may be made to enableย individuals with disabilities to perform the essential functions. The work environment requires aย demonstrated ability to interact effectively with persons from diverse economic, social, and ethnicย backgrounds, including new immigrants, limited English language proficiency clients, and clients with aย variety of mental health issues and other disabilities.ย
Position generally works on Authority properties, which may cause the employee to experience a range in ย temperatures and other weather conditions. The noise level may be loud and the environment may be more ย hazardous than a standard office environment. This position may be required to work with contractors as ย well as Authority residents.