Assistant Asset Manager

The Assistant Asset Manager reports to the VP of Property Operations, and Asset Managers for the management and maintenance of HACC assigned properties. Any management and maintenance should be completed in a safe, decent, and sanitary manner consistent with HACC established policies and procedures.  Duties include but are not limited to property management, property fiscal operations as well as input on needed capital improvements.  All work and work plans are to be completed in a manner consistent with achieving and maintaining HACC as a high performer under the Department of Housing and Urban Development (HUD) Asset Management model and overall performance indicators of MASS and its successors.

The Assistant Asset Manager approves in a sign-off capacity the work of staff and contractors conducted at the assigned HACC property.   The Assistant Asset Manager is responsible for the performance of their assigned property and all related reporting to and assigned by the VP of Property Management and consistent with planned HACC objectives and applicable Federal, State and Local rules and regulations.

Duties and Responsibilities:

The Assistant Asset Manager position includes a variety of property management and administrative functions.

Property Management Functions include but are not limited to:

• Managing and efficiently operating the housing properties within the policies and regulations set forth by the Department of Housing and Urban Development and HACC.  Governing documents include but are not limited to, 24 CFR, HUD’s Project-based Asset Management pronouncements, HUD’s Housing Manager’s Procedures Manual, HUD’s Grants Management Handbook, HUD’s PHAS Regulations and successor management performance measurement systems and HACCs ACOP.

• Participation in the management and oversight of the physical needs of the properties including physical inspections, physical needs assessments, Capital Improvements projects (ordinary and extraordinary).

§  Prepares and maintains reports at the property level including PHAS indicators consistent with HUD guidelines under Asset Management and HACC established protocols.

§  Responsible for the effective management of the property within the provisions of the Board approved annual budget. Establishes and/or provides input for property level budgets.  Monitors and approves expenses.  Procures goods and services for properties consistent with the HACC procurement policy.

§  Performs leasing functions including resident screening and intake from HACC centralized waitlist and associated paperwork and is responsible for the marketing and leasing presentation of the properties to prospective residents. Performs resident move-in and move-out administrative functions and associated paperwork as well as coordinating and insuring inspections are performed timely and residents at move-out are charged for damages and/or security deposits refunded as deemed appropriate.

§  Processes the intake of waitlist applications and is responsible for the overall management and integrity of the waitlist and process for consistency with the HACC ACOP and HUD regulations.

§  Responsible for all tenant accounting functions including the billing and collection of rents, security deposits, and other charges due to HACC from residents and the processing and billing of NSFs as applicable.  Maintains the integrity of resident AR accounts, the compilation and delivery of rent statements to residents and maintains all accounts and ledgers of the properties including any office petty cash and related bank deposits as applicable.

§  Responsible for lease enforcement. Maintains a constant review of delinquent accounts; keeps records, and reports misconduct in accordance with established procedures. Prepares and delivers late letters and notices in a timely manner and performs necessary follow-up to ensure prompt collection or eviction. Prepares eviction letters on all lease violations as necessary and coordinates and executes the eviction process including grievance hearings and court appearances with the VP of Property Operations.

§  Prepares for and performs the annual and interim re-examination of residents consistent with HUD regulations and HACC ACOP and ensures only compliant families are housed by HACC. 

§  Coordinates the general maintenance operations in alignment with established procedures for reporting services from residents and by performing routine inspections of units at move-in and move-out, for general housekeeping, HUD physical inspections or other unit entry requirements.

§  Maintains Security program protocols established by the VP of Property Operations and Asset Managers to address issues that arise on the property in a proactive manner.

§  Keeps the Asset Managers updated on the activities of the residents and their representatives. Assistant Asset Managers also coordinates and facilitates periodic resident meetings in coordination with the VP of Property Operations and Asset Managers.

§  Supervises the daily use of property facilities and spaces to ensure the upkeep and appearance. Encourages and instructs residents in the proper care and maintenance of authority property in accordance with the lease.

§  Walks the property’s interior and exterior spaces no less than twice weekly.

§  Ensures posted office hours are maintained and residents receive uninterrupted service including periods of time away from the office.

§  Performs related work as required or assigned by VP of Property Operations.

Administrative Functions include but are not limited to:

§  Assists Asset Managers in complying with all HUD mandated deadlines through monitoring, reporting and coordination.

§  Assists Asset Managers in the production of PHAS-MASS information on assigned properties.  Routinely monitors work associated with MASS (and its successor systems) to achieve and maintain high-performer status.

§  Assists Asset Managers in ensuring PIC (HUD Form 50058) submissions achieve and maintain 97% or higher submission rates.

§  Utilizes HUDs EIV system for leasing functions and reporting tenant debt information.

§  Performs procurement actions as defined by HACCs Procurement Policy and procedures for the assigned property.  Assists the Director of Public Housing with contract administration on all procured contractors in assigned areas of responsibility consistent with the contract administration requirements of 24 CFR 85.36 and HACCs Procurement Policy and Procedures.

§  Prepares periodic reports as needed for internal and external reporting as required by Asset Managers, as well as the Department of Housing and Urban Development.

§  Performs work to meet established goals and objectives consistent with HUD rules and regulations to achieve and maintain properties at the highest possible level of repair and cleanliness and to achieve high-performer status under HUD’s PHAS-MASS and its successor systems.

§  Performs related work as required or assigned by supervisor.

Knowledge, Experience and Training:

§  Is a Certified Property manager of public and assisted housing or obtains certification within twelve (12) months of employment in this position.

§  Two (2) or more years’ experience in performing tasks associated with the management of multi-family residential, subsidized, or affordable housing communities, property owned, or programs administered by a public housing authority or comparable (low-income) property management agency; or One (1) year as a Management Aide.

§  Knowledge of Federal, State and Local laws and regulations regarding the operation of multi-family residential subsidized or affordable housing communities, property owned, or programs administered by a public housing authority or comparable (low-income) property management agency and associated management practices.

§  Ability to interpret and administer rules, regulations, and procedures relating to property management.

§  Possesses proficiency in the use of Windows based system, Microsoft Outlook, Microsoft Word and Microsoft Excel.  Required to use HACC Windows based property management software for Waitlist, Property Management, Work Orders, Inspections, Tenant Accounts Receivable and Procurement as well as retrieve financial statement reports.  Other software program use may be required to fulfill job duties.

§  Ability to establish and maintain effective working relationships with superiors, subordinates, residents, contractors, other agencies, and the public.

§  Ability to express ideas clearly and concisely, orally and in writing.