Employment Opportunities Lansing MI

POSITION TITLE:     Area Asset Manager

FLSA:                         Exempt

GROUP:                    Management

1. Position Overview

This is a Management level position whose purpose is to Manage and provide oversight for approximately 150-200 public housing units.  Duties include day to day management, maintenance and modernization oversite and contract administration. The Asset Manager exercises considerable independent judgment and initiative and must interact with federal, state, and local officials, consultants, housing agencies, residents and the general public.

1. Required Employment Qualifications

Education: Bachelor’s degree in business, urban planning, social work, public administration or a related field.  We will also consider candidates with 5+ years experience at the management level while working in property management.

Experience: Four years of Asset Management experience; strong leadership skills; and proven ability motivating employees and promoting team work.  Experience must be in real estate asset management, multi-family housing management, program management of federal housing programs, and interpreting and implementing HUD regulations.  Experience in managing low rent public housing programs are a plus.  Public Housing Management certification is required within one year of employment.

Other Requirements: Must have or be able to acquire a valid State of Michigan Driver’s License; be bondable and insurable, capable of obtaining Federal, State and local criminal investigation clearances; and pass a drug screening test administered by the Commission or other source as designated by the Commission. 

The qualifications listed above are intended to represent the minimum skills and experience levels associated with performing the duties and responsibilities contained in this job description. The qualifications should not be viewed as expressing absolute employment or promotional standards, but as general guidelines that should be considered along with other job-related selection or promotional criteria.

III. Characteristic Duties include the following. Other duties may be assigned.

Essential 

1.       Property Operations

1. Establish performance measures for each asset and ensure performance is consistent with LHC’s operational objectives and HUD requirements.
2. Develop and implement comprehensive, annual management plan for each asset to (1) maximize income, and (2) preserve/create asset value. This plan should include a physical analysis, annual operating and capital improvement budget, and a leasing plan.
3. Review and analyze all property activity, income, expenses, and operating characteristics against established goals and objectives.
4. Monitor and manage capital expenditures.
5. Ensure that approved property management plans are appropriately implemented.
6. Conduct property inspections and perform quality control compliance audits to ensure applicable regulations and policies are followed.
7. Initiate and participate in the procurement of construction, materials and supplies essential to effectively operate properties and preserve the assets.
8. Prepare and submit accurate and timely status reports.
9. Carry out property operation in a manner consistent with applicable LHC policies and procedures, HUD regulations, federal, state and local laws, and all Fair Housing and Equal Opportunity requirements.
10. Manage and monitor the unit turn contracts to ensure timely and budget-compliant unit turns.
11. Lease units in a timely manner and maintain required occupancy levels.
12. Establish and maintain courteous, professional, and effective relationships with residents.
13. Make accurate prompt Utility payments, provide Emphysas interface and submit Occupancy reports to HUD as appropriate.

2. Supervision
   1. Provide guidance, technical assistance, training, monitoring, motivation and supervision to Area Asset Management staff.
   2. Ensure resident reexaminations are conducted in accordance with guidelines.
   3. Ensure management records are properly maintained.
   4. Ensure rent and other charges are properly charged and collected.
   5. Ensure property-specific operating budgets are produced in timely manner and accurately reflect the applicable operating parameters.
   6. Ensure properties are maintained consistent with established standards.
   7. Ensure lease non-compliance is addressed timely and effectively.
   8. Ensure site-based maintenance services are delivered in a timely and effective manner.
   9. Ensure safety and security concerns are addressed in a timely manner.

1. Direct Report: Reports directly to the Executive Director or designee.

1. Supervisory Responsibilities: The Asset Manager is responsible for the oversight, management and supervision of Assistant Asset Manager, Maintenance, Occupancy, and Resident Services personnel.

1. Skills

• Knowledge of HUD regulations governing public housing as well as a working knowledge of mixed-financing housing. 
• Strong knowledge of the principles and practices of management and supervision.
• Comprehensive knowledge of property management principles and practices, including property maintenance administration.
• Working knowledge of the MS Windows operating system and Microsoft Office Productivity software.  
• Ability to plan, organize, and manage multiple projects and priorities to accomplish tasks.
• Ability to delegate duties and assignments in order to achieve goals.
• Ability to effectively relate to and deal with public and private agencies and residents in order to accomplish organizational goals.
• Skill in the preparation and presentation of ideas and information in both formal and informal settings.

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

• Must be able to move or carry objects or materials such as mail, files, supplies, garbage bags, bathroom supplies, cleaning supplies, etc. weighing up to 40 pounds. 
• Must be able to walk or stand for moderate periods of time.
• Must be able to remain in a sitting position for extended periods of time.
• Must be able to safely operate a motor vehicle as incumbents may be subjected to local travel to multiple property locations to do the following duties: issue notices to tenants, inspect building problems at various locations, issue notices to quit in person at various residences, meet with tenants and service providers at multiple locations, meet with contractors at various locations, inspect vacant units and determine what damages will be charged to tenants.
• Must be able to operate office equipment requiring continuous or repetitive hand/arm movements. 

VIII.    Working Conditions:  Approximately 70% of the work takes place in an office environment.  The other 30% will be spent on property grounds or within units or related buildings.

This job description should not be interpreted as all-inclusive.  It is intended to identify the major responsibilities and requirements of this job classification.  All incumbents may not perform all job duties listed, and some incumbents may perform some duties which are not listed, and incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this description.   

NOTE:  This is a working supervisor position as such incumbent is expected to perform many of the duties typically performed by site managers and assistance managers.

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POSITION TITLE:       Assistant Asset Manager                

SUPERSEDES:          NEW POSITION

EFFECTIVE DATE:     May 15, 2012

DIVISION:                  Asset Management

F.L.S.A.:                     Exempt

GROUP:                     Management

1. Position Overview

This management and supervisory position independently manages the operations and program activities of Commission-owned rental housing units throughout the City of Lansing. In the absence of the Asset Manager supervises clerical and maintenance staff and has frontline responsibility for all activities in the community, including sustaining maximum occupancy, resolving complaints, conflicts, lease violations, and other issues with customers, fostering strong community relations, and spearheading resident activities. Interacts with a variety of local and state officials and represents the commission in the community. Prepares and processes required reports and documents and maintains related files. Work is performed under the general managerial direction of the Director of Asset Management.

1. CHARACTERISTIC DUTIES include the following. Other duties may be assigned.

Essential

1. Manage rental and assisted housing programs and perform related operational activities including grievance hearings.
2. Ensure a high level of service to residents by effectively managing the maintenance and operation of the assigned site and implementing/recommending program policy and procedure changes.
3. Coordinate the resident application process to achieve and maintain the highest occupancy rate. Ensure all residents are informed of the rules required under the lease, LHC procedures and HUD requirements. 
4. Manage and oversee services rendered to residents, ensuring timely response to routine resident and facility or building needs and emergencies.
5. Supervise and train assigned staff in the characteristic duties. Approve time, staff schedules, leave time, and assist in resolving employee relations issues in the manager’s absence.
6. Under the manager’s supervision, research, compile and analyze information for budgets, bids, inventory, purchasing, waiting lists, transfer lists, accounts (resident and site vendor) payable, court filings, grants and etc.
7. Maintain current knowledge of federal, state, local, and HUD regulations; recommend policy and procedure changes for compliance.
8. Ensure compliance with federal, state, and local housing codes and REAC standards. As assigned by the manger inspect apartments (units), building(s) and grounds, daily, at move ins/outs and recertification, facilitate repairs and pest treatments and respond to emergencies.
9. Conduct certification and recertification activities, review resident eligibility, compute rent, ensure completion of required documentation within the program rules and guidelines and perform in house quality control file audits.
10. Assist in or investigate and resolve safety and security issues, complaints from residents, community agencies, and the general public.
11. Develop and coordinate the activities and special programs (learning centers, food distributions, etc., and routine functions such as contract or lease administration.
12. Answer inquiries from a variety of internal and external sources and explain applicable Commission rules, policies, practices, procedure, regulations and compliance requirements to customers of the Commission.
13. Periodically represent the Commission through speaking engagements and at conferences, workshops, and meetings, etc.

Marginal

14. Regularly deal with sensitive and confidential matters.
15. Serve and/or chair various community committees.

An employee in this position may be called upon to do any or all of the above tasks. This description is intended to indicate the kinds of tasks and levels of work difficulty that will be required of this position.  It is not intended to limit or in any way to modify the right of any supervisor to assign, direct and control the work of employees under his/her supervision.  The use of a particular expression or illustration describing duties shall not be held to exclude other duties not mentioned that are of similar kind of level or difficulty.

• Required Employment Qualifications

Education: Bachelor’s degree preferred or equivalent experience.  Job related professional associations are desirable.

Experience: Some property management/problem solving customer service experience or a bachelor’s degree and a Certified Occupancy Specialist Designation is desired.

Other Requirements: Ability to successfully perform each essential job duty satisfactorily.  Employee must earn the NAHRO Public Housing Manager Certification within six months of beginning employment.  Possession of a valid Michigan Driver’s License and be insurable by the Commission’s insurance carrier at regular rates.

The qualifications listed above are intended to represent the minimum skills and experience levels associated with performing the duties and responsibilities contained in this job description. The qualifications should not be viewed as expressing absolute employment or promotional standards, but as general guidelines that should be considered along with other job-related selection or promotional criteria.

1. DIRECT REPORT: Reports directly to the Asset Manager. 

1. V. SUPERVISORY RESPONSIBILITIES: Responsible for the supervision of

site staff in the Asset Manager’s absence.  Conduct supervisory responsibilities in accordance with Commission policies and applicable laws.

Skills

Minimum:  Demonstrated ability to work with a diverse, low income population; to manage multiple projects.  Must have the ability to plan, organize and make independent decisions reflecting sound judgment; communicate effectively with residents, staff, agencies and the public; and work under pressure of deadlines with a consistently heavy workload. 

Must use computer software such as; emphasys, word processing, excel, power point, etc, work accurately with figures, perform a variety of calculations and provide statistical analysis.  Must interpret and apply federal, state and local, rules, regulations and guidelines related to public housing and real estate laws.

Physical Requirements: Must respond to emergency calls outside of regular work schedule.  This job requires the ability to perform the essential functions contained in this description. These include, but are not limited to, the following requirements:

Ability to access and navigate all LHC housing sites and units

Ability to enter and retrieve and manipulate information computer data

Ability to lift 52lbs

Ability to access office files  

Prolonged sitting or standing

*Reasonable accommodations will be made for otherwise qualified applicants unable to fulfill one or more of these requirements.

Working Conditions:

Work is primarily in an office but travel throughout the city to scattered site rental housing is required. Possible exposure to health hazards, communicable diseases and potential hostile behavior of tenants.

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Supervisor day to day operations of the HCV department

• Assign, review, and evaluate staff work
• Ensure training and professional development
• Review, maintain, and adjust caseload workflow

• Maintain and create effective landlord relations
  • Create a landlord incentive/round table recruitment plan
  • Address escalated landlord/tenant complaints
• Monitor and maintain the inspection contract and ensure that inspections are conducted within HUD requirements
  • Monitor daily reports to ensure inspections are updated and staff are following proper abatement procedures.
  • Maintain leasing utilization
• Manage waitlist including pull timing and open/close dates
• Prepare reports as necessary
• Prepare monthly VMS report for submission
• Monitor all necessary HUD reports
• Collect and analyze data for SEMAP submission
• Attend monthly board meetings
• Identify and execute special projects
• Work with staff to update Admin Plan annually

Investigate fraud complaints

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• Lead and support relationships with clients
• Conduct information and registration sessions for clients, landlords, etc.
• Complete certifications (annual, interim, initial) for all clients
• Process move requests
• Correspond with voucher owners, landlords, community partners to ensure timely housing of participants
• Schedule inspections as necessary
• Correct all MTCS errors, and audit findings as directed
• Work with HCV team to develop a landlord recruitment incentive
• Process terminations for clients failing to maintain proper standing
• Enter HAP payments as necessary under program regulations
• Execute special projects and other tasks as directed by Director and Assistant Director

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• Maintain compliance in all programs based on rules and regulations
• Perform file audits
• Conduct HQS quality controls
• Preform unreported income calculations
  • Monitor and maintain payment agreements
  • Monitor and maintain HUD databases as it pertains to debts owed and terminations
• Work with staff to gather data necessary for annual audits
• Maintain waiting list
  • Open/close
  • Pull and process applications
• Maintain a caseload
• Execute special projects and other tasks as directed by Director and Assistant Director

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• Maintain and renew existing grant programs including submitting relevant applications and forms
• Identify new grant opportunities including submitting relevant applications and forms
• Execute special projects and other tasks as directed by Executive Director and Director of Housing Programs
• Develop community based relationships to enhance and bolster resident opportunities
• Maintain a caseload with the following programs:

Family Self Sufficiency

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