Compliance Manager (Affordable Housing)

Position Description

POSITION TITLE:  Compliance Manager

PAY RANGE/GRADE:  Commensurate with experience/Grade 7

ESSENTIAL FUNCTIONS:  The Compliance Manager plays a central role in internal and external compliance requirements pertaining to Bickerdike’s rental housing portfolio under the direction of the Vice President of Property Management.  In all instances, the Compliance Manager must perform in accordance with and be committed to the Bickerdike Mission.

            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 persons with disabilities.  While performing the duties of this job, the employee is regularly required to talk or hear, sit, use hands, reach with hands and arms, stand, walk, lift and/or move up to 30 pounds.

RESPONSIBILITIES:

1. Initiate and carry out a tenant file audit program that reviews at least 30% of each project’s files annually, on an ongoing basis, checking for completeness and accuracy and ensuring that files comply with the standardized tenant file organization structure. Report findings to the Vice President of Property Management and the CEO and assist in correcting deficiencies.
2. Work with Property Managers to prepare for and participate in stakeholder site visits and external file audits by coordinating and gathering file information for compliance reporting in conjunction with the Asset Management Department.
3. Manage initial tenant file certification approval process and annual tenant file audit process by auditing files, supervising property management staff correction of errors, and documenting findings for follow-up recommendations to policy/process augmentation.
4. Coordinate and carry out development and ongoing maintenance of the Property Management Operations Manual in coordination with the Vice President of Property Management, including but not limited to: developing and updating materials; ensuring consistent and uniform utilization of policies and procedures; and, maintaining manual records and staff receipt acknowledgement forms. 
5. Maintain working knowledge of property management industry operational standards and assess the need for and recommend new policies (or updates of existing policies) to the VP of Property Management and develop policies as required.
6. Manage, maintain and ensure proper utilization of property specific tenant screening/move-in and re-certification electronic file templates

1. Manage the Property Management department’s One Site system, including but not limited to setting up report and document templates and generating and disseminating regular reports. Update rents annually and oversee, coordinate and ensure optimal deployment and utilization of the One Site system.
2. Act as the organization’s One Site subject matter expert responsible for establishing and facilitating an internal One Site training program and providing technical assistance to staff.
3. Assist Vice President of Property Management in performance monitoring, included but not limited to:  vacancy reports, budgets, variance reports and work order reports.
4. Oversee and ensure adherence to systems for waitlists for each of the properties, including but not limited to: sufficient pool of applicants; effective waitlist data management system, accurate and up to date status information; ongoing tracking of move-ins, move outs and transfers; all aspects of the annual updating process; and, all aspects related to waitlist re-openings. 
5. Assist the VP of Property Management in coordinating service contracts by maintaining an updated vendor list, tracking contract expirations, writing requests for proposals (RFP’s), evaluating bids, checking referrals, and recommending contract execution.
6. Identify required compliance and certification training for property management team. Track training and compliance requirements of staff and initiating enrollment when necessary.
7. Assist in the oversight of financial performance for all properties, provide analysis and recommendations, assist with preparation of annual budgets, assist in investigation and reporting of budget variances including, but not limited to:  income and expenses, monitor tenant delinquencies and bad debt and rent loss due to vacancies.
8. Oversee and coordinate file room security and file management, including but not limited to establishing and enforcing file room policies and procedures regarding storing, purging, and destroying documents. 
9. Maintain working knowledge of affordable housing compliance best practices and participate in industry-wide advocacy efforts to streamline compliance and reporting and eliminate unnecessary burdens.
10. Perform other duties and special projects as assigned.

QUALIFICATIONS:  This position requires a BA in a related field of study and specialized compliance training and certification in Low Income Housing Tax Credits (Section 42) and HUD assisted properties. Minimum of 3 years of related work experience. Computer literacy is required, specifically in MS Word, Excel (advanced level preferred) and Outlook for Windows. Experience with One Site or other property management software is desired. Demonstrated ability to communicate professionally both verbally and in writing, organizational and interpersonal skills necessary.  West Town, Humboldt Park, Logan Square, Hermosa and Avondale residents preferred.

REPORTING RELATIONS:  Under the direct supervision of the Vice President of Property Management.  In the absence of this supervisor, shall report to the Chief Operating Officer.

POSITION CLASSIFICATION: Exempt

Bickerdike is an Equal Opportunity Employer

Drug Free Workplace