Position Title: Property Manager
Reports to: Regional Property Manager
FLSA Status: Exempt Date
Created/Revised: November 2018
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.
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.
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.
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.
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.