Property Manager - PHA - St. Clair County, IL Government

JOB ANNOUNCEMENT – June 12, 2024

The St. Clair County Housing Authority (SCCHA) is accepting applications for the following position:

POSITION: Property Manager

SALARY: $42,500 +/- depending upon qualifications and experience

This is a full-time position for work in SCCHA’s public housing scattered-site management office in Belleville but involves routine assignments throughout St. Clair County.  This is a promotional position for an individual who has demonstrated the capacity to successfully perform a variety of public housing site management duties and tasks, with minimal direct supervision.  The Property Manager serves under the general direction of the Director of Asset Management, to plan implement, monitor and supervise site-based staff and to manage assigned housing resources in accordance with overall guidance and in compliance with federal statutes, HUD regulations, State and local laws, SCCHA policies and procedures and any other applicable required guidance.   Specific job duties and responsibilities include a wide array of activities related to successful management and maintenance operations for assigned properties, including, but not limited to rent determinations (initial, interim and annual), rent collection, occupancy, lease enforcement, inspections, property maintenance, resident relations, reporting, file maintenance, etc.

Job requirements include: minimum of three years successful full-time related work experience (additional work experience, especially in job-related field / setting as determined by SCCHA strongly preferred); high school diploma or G.E.D., plus college coursework substantially equivalent to a Bachelor’s Degree in Business, Social Work, Public Administration or other related discipline, as determined by SCCHA (SCCHA reserves the right to waive stated formal education requirement for applicants with directly related previous work experience that exceeds the minimum requirement); valid driver’s license; ability and willingness to use personal vehicle for SCCHA business (personal vehicle must have auto insurance coverage compliant with State requirements) ; driving record that allows for individual to be covered under SCCHA’s auto insurance policy;  capacity to use personal computer software applications, especially Microsoft Word and customized software application for subsidized housing program administration (applicants with prior work experience using assisted housing software applications  strongly preferred);  and ability to use general office equipment / machines (copiers, faxes, postage, calculator, etc.).

Skills considered essential to successful performance of the job include:  strong interpersonal skills, ability to prepare basic business-level written correspondence, aptitude for mathematical applications, computer literate, flexible and cooperative approach to workplace, ability to read and understand written program guidelines / regulations, willingness to follow supervisory instructions / directions, effective supervision of both office and maintenance staff, while accurately and productively performing work with minimal daily supervision. 

Candidates for this position must have a combination of education, work experience, and job skills that are determined by SCCHA to result in a high likelihood of successful performance of the job duties.  Upon hire, employee must pass Nan McKay and Associates Public Housing Specialist (or other similar industry certification), Multi-Family Housing Management and Rural Housing Management Certifications by conclusion of evaluation period. 

Applicants are expected to meet or exceed experience and various other stated qualifications to be considered, although SCCHA reserves the right to waive any stated requirement to allow for selection of the candidate determined most likely to succeed in the position.  Applications and Job Description, including specific requirements and qualifications, for this position are available upon request by contacting:     

Shanae Golliday-Anderson, Administrative Director

St. Clair County Housing Authority

1790 South 74^th Street

Belleville, Illinois 62223

Phone: (618) – 277-3290, extension 6980

Interested applicants must complete an SCCHA Application for Employment form and may submit a resume and related materials. The SCCHA reserves the right to verify application information, conduct selective interviews and make the final decision regarding applicant appointment to this position.

                                                                                                                                                                                DEADLINE:  4:00 P.M., Wednesday, June 26, 2024

JOB DESCRIPTION

POSITION:       Property Manager

REPORTS TO:  Director of Asset Management

SUPERVISES:  Assigned office and maintenance staff, in addition to periodic interns,

                            volunteers, temporary and/or other employees when assigned.

DUTIES:           See Attached

SALARY:         $42,500 +/- Depending upon Qualifications  FLSA:  Exempt

WORK LOCATION:     The scattered-site management office in Belleville with routine assignments throughout St. Clair County

REQUIREMENTS AND QUALIFICATIONS:  

                                Good Character - No serious convictions (consent to criminal background check required); two personal references from local area; ability to be covered under SCCHA’s Fidelity Bond.

                                         General - Familiarity with geographical area where property portfolio is located.

                                                  Physical Condition - Ability to perform assigned job duties. There is a post-employment offer physical exam and substance abuse testing.

Education - High School Diploma or GED Certificate, plus college coursework substantially equivalent to Bachelor’s Degree in Business, Social Work, Public Administration, Real Estate, Management, or other related field as determined by SCCHA. 

Experience -   Minimum three (3) years of successful related work experience as determined by SCCHA.  Working knowledge (or ability to build working knowledge) of and detailed familiarity with federal housing programs, especially the Low-Rent (Public Housing) Program is strongly preferred.  In the absence of prior federal housing program management experience, experience in other federal, state and other grant funded programs will be considered.

Skills - Strong organization and analytical skills. Ability to build working knowledge of and familiarity with residential property management practices and rules and regulations of HUD assisted- housing programs.  Strong communication skills, both in written form and inter-personal skills.  Strong computer skills, including personal computer applications (Word, Access, Excel) and ability to learn customized software related to administration of federally- 

assisted housing programs. Effective supervisory skills essential to success in the position.

Transportation – Must maintain a valid driver’s license on file at all times; ability to furnish and willingness to use personal car for Housing Authority business (with auto insurance coverage compliant with Illinois law).

Certifications - Public Housing Manager (or Specialist), Multi-Family Housing and Rural Housing Certifications within 6 months of hire.

All of the above requirements and qualifications are necessary for initial employment and must be maintained as a condition of continued employment.  The Housing Authority reserves the right to impose additional job related requirements and qualifications, as necessary.

T HIS IS AN EQUAL EMPLOYMENT OPPORTUNITY  M/F/D/V

PROPERTY MANAGER

GENERAL CONDITIONS

1. This is a supervisory management position requiring a person with demonstrated ability to solve problems, plan, organize, control, direct, supervise and perform functions related to the management and maintenance of assigned one St. Clair County Housing Authority (SCCHA) public housing management district consisting of approximately 400 dwelling units located on sites scattered through-out St. Clair County. 
2. The incumbent performs a wide array of activities related to the successful management and maintenance operations for assigned properties, including rent determinations, rent collection, occupancy, lease enforcement, inspections, reporting, file maintenance, resident and community relations, etc.  Incumbent is responsible for planning, assigning, directing, and evaluating the work activities of other management and/or maintenance employees, in addition to temporary employees, volunteers, interns, etc.  
3. Work is to be performed consistent with established HUD / Federal rules and regulations and SCCHA policies and procedures governing federally assisted housing programs.  The work is complex and varied in nature within a specific occupational field.  There is considerable opportunity for individual initiative and judgments or decisions, especially in planning work and applying some principles to solving unique problems.  Established policy and procedures do not always fit the work at hand; therefore, considerable judgment may be required. 
4. The incumbent may be independently responsible and accountable for decisions involving significant monetary amounts.  Incumbent is responsible for preparing, checking and reviewing important records and reports.  The incumbent is responsible to the Department Director for the successful operation of assigned properties.  Detailed technical knowledge of a specific part of a program or functional area is required.  The position requires the ability to apply this knowledge with skill in carrying out assignments, operations or procedures within the program area.
5. Position is considered a regular full-time job subject to all provisions of the Housing Authority Personnel Policies including eligibility for full fringe benefits and an initial six month evaluation period.  The position normally involves at least 37.5 scheduled working hours per week; however, periodic evening and/or weekend work may also be required.   As a supervisory / managerial employee, this position is exempt from Federal Wage Hour Overtime Labor provisions. 
6. All assigned duties will be consistent with the attached “Description of Duties” and performed under the supervision of the Director of Asset Management and subject to all policies and regulations established by the Board of Commissioners and Executive Director.

PROPERTY MANAGER                                                              DESCRIPTION OF DUTIES

ORGANIZATIONAL STRUCTURE, STAFFING, AND INFORMATION RELATED TO WORK SETTING AND STAFF ASSIGNMENTS

1. The Property Manager works under the direction and supervision of the Director of Asset Management, while having full charge supervisory responsibility for assigned employees (both management and maintenance), volunteers or interns.  The Property Manager, along with the Management Assistant(s) [full or part-time], and other assigned employees (management and maintenance), volunteers and interns, form a “management team” that is responsible for the full-range of property management and general maintenance duties involved in the successful operation of a management district, consisting of approximately 400 federally subsidized rental units located on sites scattered through-out St. Clair County.    
    
2. Specialized Maintenance and Capital Improvement activities are administered by the Modernization and Maintenance Departments, but cooperative and effective interaction between the members of the Scattered Sites Management Team and Modernization and Specialized Maintenance staff is essential to the successful operation of the property. 
    
3. The Programs & Leasing Staff maintains the waiting lists and the Central Office management staff performs preliminary resident screening activities.  Pre-screening activities may include client interviews conducted by Resident Council members or designees.  The Scattered Site Management Team must be able to work cooperatively and effectively with the “pre-occupancy” staff and resident representatives to achieve and maintain target levels for occupancy rates and unit turnover time.
    
4. Rent collection is performed by Central Office support staff, as is legal enforcement (i.e. issuance of demands, legal notices, court filings, etc.).  Cooperative and effective interaction between the Scattered Site Management Team and the Central Office support staff performing these functions is essential to successful collection and enforcement efforts. 
    
5. The Scattered Site Management Team works together to successfully complete all of the “Description of Duties” as noted on the following pages for the assigned properties. 
   
    

LISTING OF PRIMARY DUTIES OF PROPERTY MANAGER

Note:  This summary is designed to reflect “routine” or “primary” task assignments.  This list is not exhaustive, in that there are “other duties” as assigned - - - those duties / tasks that generally take less than 4 hours of work time per week - - -that are not listed.

Property Manager:

• Performs or directs activities related to new resident move-ins and vacating residents (move-outs), including completion of all necessary forms / documents, computer input, and unit inspections.
• Performs or directs activities related to the annual and interim recertifications for an estimated caseload of 400 clients (approximate), which includes completion of computer input using customized software.
• Performs or activities related to correction of error notices related to in-house computer system for assigned caseload.  For PIC error notices, responsible for ensuring data in in-house computer system is accurate and for resubmission when errors are noted.  The Property Manager is not an authorized user of HUD’s PIC system, but must work effectively with the authorized PIC user(s) to prevent and resolve any problems with electronic data submission through the PIC system.
• Performs or directs the activities related to unit, building and grounds inspections; 
• Serves as liaison between other staff concerning issues pertaining to resident completion of community service requirements;
• Prepares or directs the preparation of service charge notices for assigned caseload.
• Performs or directs activities related to tenant transfers (working in cooperation with Central Office staff);
• Shows or directs the showing of units to prospective residents as requested;
• Accepts written or records verbal complaints from residents and others related to assigned caseload and works to resolve the issues;
• Responds or directs activities related to the response to resident questions regarding rent determinations, balances, etc. for assigned caseload;
• Handles / responds (or directs the handling / response) to personal resident inquiries (submitted by phone or walk-ins) for assigned caseload;
• Maintains inventory and submits requisitions for needed office supplies;
• Codes or directs the activities related to proper coding of utility bills to ensure timely payment, charging to proper developments and payment of only legitimate bills;
• Provides support to Director of Asset Management upon request (i.e. specialized reports);
• Make court appearances for cases involving residents of assigned areas.
• Compile and present Monthly Management Performance Report at Monthly Property Manager’s Meeting.
• Maintains data in Rural Housing computerized systems (MINC) and performs other duties specific to this property / federal housing program.
• Works in conjunction with Asset Management Director and IT Supervisor to coordinate monthly Housing Assistance Payment (HAP) Voucher for Multi-family Property and performs other duties specific to this property / federal housing program.

DESCRIPTION OF DUTIES                         PROPERTY MANAGEMENT OPERATIONS

1. For all assigned units maintain general awareness of physical and social conditions through personal visits and communication with residents, other staff, and other persons as needed in order to discover, report and resolve (when possible) unusual conditions, as necessary.
2. Supervise and direct all assigned personnel and develop administrative practices necessary to ensure that all Housing Authority operated properties are properly leased and maintained with the goal of meeting the following objectives (as well as those in succeeding sections):
   1. Compliance with applicable program regulations regarding management, eligibility, rent formulas, reporting, leasing, occupancy and legal framework for the Low Rent Public Housing Program, Rural Housing and Multi-Family Housing Programs.
   2. Achieve minimum “Standard Performer” designation of HUD’s Public Housing Assessment System (PHAS) for all public housing properties and satisfactory site management reviews conducted by Rural Housing and / or Multi-Family Housing representatives.
3. Plan, supervise and perform assigned marketing, tenant selection and leasing activities including:
   1. Arrangements for appropriate advertisements, signs, brochures and special events.
   2. Unit showings to prospective applicants.
   3. Ensure each vacant unit has been properly repaired and redecorated prior to occupancy.
   4. Ensure each new tenant has completed all required screening activities (including Resident Council interviews when applicable), verifications, properly executed a lease, pays an appropriate security deposit and interim rent and completes required utility arrangements; receives keys, a copy or the move-in inspection, a thorough briefing on house rules, regulations and general information; completes all necessary computer input and generates required forms, either by computer or manually. 
4. Plan, supervise and perform occupancy activities including:
   1. Ensure each tenant is aware of all applicable Housing Authority Regulations and Policies through proper on-site and direct mail distribution of Policy materials and notices.
   2. Make periodic visits to all properties and apartments to observe general housekeeping, note maintenance problems and verify equipment records.
   3. Procedures to ensure that all tenants are covered by a proper lease agreement and are properly reflected in the computerized tenant accounting system.
   4. Implementation of general rent level adjustments such as new flat or ceiling rents, utility allowances, and service charge revisions.
   5. Investigate, document, and resolve all alleged violations of the lease, management policies, complaints, and initiate appropriate measures to correct apparent problems.
   6. Investigate, obtain related reports and report all circumstances related to fires or other casualty losses and recommend appropriate actions to Management Director.
   7. When appropriate, initiate lease terminations, taking necessary legal actions and arranging evictions if required.
   8. Procedures to ensure that all assigned properties have well organized records including standardized notices and forms, lists for transfers & family separations, rent determinations (including formula based, flat rent and ceiling rents), paint distribution and rent rolls consistent with tenant files.
   9. Help to resolve applicant/tenant complaints or grievances, especially those related to maintenance issues.
5. Plan, supervise and perform re-examination/recertification and file maintenance activities including:
   1. Maintain a schedule for re-examination/recertification of all tenants and complete required re-examinations on timely basis and in manner consistent with regulations, lease, and local policies.
   2. Standards of practice for re-examination/recertification interview, verifications, calculations, data processing updates, unit inspections and required notices.
   3. Review and approval of all re-examination/recertification files after determining that they are complete, accurate and include appropriate notifications for changes in rent, unit size or eligibility.
   4. Procedures to ensure that all tenant files and management records are maintained in an organized and efficient manner.
   5. Procedures for handling requests for special unscheduled re-examination/recertification processing for changes in income, family size or apartment transfers.
   6. Completion of all activities related to vacating tenants, including but not necessarily limited to preparation of move-out inspections, digital photographs to document damages, accurately completing security deposit disposition forms (including the determination and listing of maintenance and other charges) and computer input.
       
6. Plan, supervise and perform the financial management of all properties including:
   1. Collection of all security deposits and initial pro-rated rent payments.
   2. Approve all tenant account final balances, itemized charges and security deposit settlements for vacated tenants.
   3. Calculation and payment of any applicable interest on deposits.
   4. Recommend for approval all proposed dwelling rent credits and other non-cash credits as appropriate.
   5. Assess service charges and prepare notices.
   6. Calculate and recommend utility allowances for assigned properties when assigned or work with other staff in supportive role to complete updates in the utility allowance schedules (i.e. providing copies of tenant release of information forms, etc.).
   7. Monitor tenant accounts receivable reports and other reports (i.e. demand and legal lists) to stay informed regarding delinquent accounts and make needed personal or supplemental written contact with tenants to encourage payments.  Work cooperatively with Office Manager to monitor, support and facilitate legal action against tenants with delinquent accounts.  
       
   8. Monitor project or program financial status to identify income or cost problems, alternative solutions, and implement recommendations / corrective action once approved.
       
   9. Prepare monthly Housing Assistance Payment vouchers for assigned properties in accordance with schedule and protocol required by administering entity (i.e. HUD, GHA, Rural Housing, etc.).
       
   10. In cooperation and consultation with the Finance Department, prepare annual property budget(s), end-of-year expense reports, and other financial reports required of funding entities (i.e. HUD, Rural Housing, Multi-family Housing and/or contract administrators, etc.).
7. Plan, supervise and perform rent collections procedures for all properties including:
   1. Review of all tenant rent calculations for accuracy and program compliance.
   2. Review of all tenant ledger accounts for accuracy and collection effectiveness.
   3. Practices for use of cash receipt and adjustment forms.
   4. Review and work cooperatively with Central Office staff to correct any billing / account balance errors.
   5. Review and advise Central Office Staff regarding issues / matters pertaining to delinquency notices, demands, and related charges. 
       
   6. Liaison with Attorney to obtain legal actions, upon request.
   7. Work cooperatively with Central Office staff to facilitate court-ordered evictions, when necessary.
   8. Follow-up to correct repeat or severe tenant collection problems.
8. Plan and supervise maintenance staff to ensure that all dwellings and associated properties, buildings and grounds are maintained in a serviceable condition; to correct upon detection any condition that may lead to an injury or accident involving residents or others; to repair or replace defective items before they affect other components; to render both regular and preventive maintenance on a scheduled basis.  Plan, supervise and oversee the successful administration of maintenance services and activities, including, but not necessarily limited to the following:
   1. Security and repair of all vacant units.
   2. Response to tenant requests for routine maintenance service.
   3. Review of completed work orders to determine tenant billing for damages or service charges and prepare service charge notices as indicated.
   4. Arranging with tenants access to units when needed / requested.
   5. Providing input regarding needed capital improvements.
   6. Programs to improve safety and security of residents and property using lighting, key and lock control, alarm and video detection equipment, safety inspections, etc.
   7. Determine eligibility for paint and monitor application and use.
       
9.  Work in cooperation and concert with the Maintenance Director to ensure that specialized (HV/AC, plumbing, etc.) and emergency maintenance services are performed on a satisfactory and timely basis, consistent with HUD requirements and SCCHA policies, procedures and standards.
10. Plan, supervise and conduct activities and programs to ensure good communication between the Housing Authority, residents, property owners and local communities regarding rules, special events, project plans or problems or other matters of interest using such methods as:
    1. Distribution and posting of important materials.
    2. On-site meetings with residents.
    3. Response to telephone and letter inquiries.
    4. Contacts with officials such as mayors, police/fire officers, special client support groups, churches, local businesses, project neighbors, local/state/federal staff people, etc.
    5. Conduct meetings, report and use correspondence to advise and discuss with residents and others conditions and problems at the properties.
11. As assigned / requested, assist with the delivery of specialized programs appropriate to the physical and social needs of Housing Authority properties and residents, including:
    1. Programs for residents such as: energy assistance grants, prescription drug assistance, elderly nutrition, day care, youth activities, transportation services, etc.
    2. Programs for properties and/or entire agency such as preparation of annual capital fund plan and agency plan.
    3. Cooperative activities sponsored by tenants, community groups, local governments, social service agencies.
12. Plan, supervise and conduct activities needed for effective planning, budgeting, program funding and evaluation of specific and overall management operations including:
    1. Review of monthly reports, as directed, pertaining to rent and service charge billings/collections, vacancy turnover, legal actions, reexaminations / recertifications, etc.
    2. Preparation of required reports as necessary for funding entities and/or private property owners related to accounts receivable, tenant selection, occupancy, budget status, etc.
13. Organize, conduct and/or attend specialized training and evaluation programs suitable for improving management operations.
14. Provide support for resident councils / organizations, including, but not limited to attending meetings upon request.
15. Other duties as assigned.