HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA 3133 Estudillo Street P.O. Box 2759 Martinez, CA Phone: (925) FAX (925)

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1 HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA 3133 Estudillo Street P.O. Box 2759 Martinez, CA Phone: (925) FAX (925) EMPLOYMENT OPPORTUNITY Selection Process: #13-04 POSITION: Asset Manager OPENED: August 16, 2013 FINAL FILING DATE: noon September 9, 2013 MONTHLY SALARY RANGE: $4,607 - $5,573 (5 Steps) (FLSA EXEMPT POSITION) DEFINITION/PURPOSE: Under the direction of the Director of Asset Management, the Asset Manager is responsible for the overall operation of assigned properties, and the day to day implementation of Housing Authority policies, procedures and programs that will ensure well-managed and well-maintained properties through compliance with all established operating and fiscal policies and all regulatory requirements. This includes developing within the assigned property a supportive environment for all residents, ensuring the project's sound fiscal management through maintaining an acceptable occupancy level, maintaining clean, wellmaintained buildings and grounds, managing the onsite staff and their duties, interacting with and supervising vendors, and working with community groups. The duties listed below illustrate the various types of work that may be performed. The omission of specific statements regarding duties does not exclude them from the position if the work is similar, related, or a logical assignment in association with this position. Position location Various positions Supervisor Elizabeth Campbell DISTINGUISHING CHARACTERISTICS: This single management classification is responsible for the implementation and maintenance of the Authority s Asset Management program for assigned properties within a geographic area of the County. It differs from all other classifications in that it is solely responsible to the Director of Asset Management for the effective, efficient and economical administration and operation of the Authority s low income properties as assigned. SUPERVISION RECEIVED AND EXERCISED: Performs responsibilities under the direct supervision and general direction of the Director of Asset Management. Provides direct supervision to assigned clerical and technical personnel.

2 ESSENTIAL JOB FUNCTIONS: Duties include, but are not limited to, the following: Financial Drafts budgets, reviews financial accounting, monitors budget variances and provides required reporting by completion date. Makes recommendations for more efficient use of allocated funds. Maintains compliance within the budget during the fiscal year in order to ensure the fiscal integrity of the project under the direction of the Director of Asset Manager. Ensures the successful day-to-day financial management of the property and maintains all necessary financial records and files in good order. Collects and deposits rents and other monies, and ensures that all transactions are processed and inputted accurately and completely in the YARDI computer accounting system according to Authority procedures. Reviews all delinquent accounts and resident receivables, and determines necessary course of action to collect outstanding balances in consultation with the Director of Asset Management. Compares on a monthly basis, lease information with rent roll(s) to ensure that security deposits, rents, move-in dates, etc. are accurate. Leadership and Supervision Supervises directly and is responsible for performance of one or more employees, including maintenance staff assigned to the property, in accordance with HACCC s policies and applicable laws. Assists in the development and implementation of goals, objectives and policies and procedures for the Asset Management Department and assigned property(ies). Monitors performance standards for employees and their progress in achieving the standards and takes disciplinary action as necessary and authorized. Provides technical leadership, coordinates and provides training, counsels and advises staff, and ensures that all team members adhere to organization-wide personnel policies & procedures through goal setting, planning and evaluations. Completes in a timely manner an annual evaluation for each team member. Develops and maintains good team working relationships, provides leadership to inspire the spirit of teamwork, and encourages cooperation among team members. Models punctuality and attendance within agreed upon work schedule. Supervises all vendors, contractors, and providers of service to the property to ensure timely completion of work and quality of product provided. Responsible for all property management functions, including direct supervision of maintenance department, marketing, security, leasing, collection of rents and compliance. Page 2 of 6

3 Facilities Management Performs inspections of units, including annual move-in/out, and emergency quality control inspections, inspects interior and exterior common areas and follows up with housekeeping letters, preparation of work orders and maintenance charge-backs to residents in accordance with Authority policy and federal and state laws. Ensures work orders and turnover of vacant units are completed in a timely manner. Ensures the adherence to the preventative maintenance schedule established for assigned properties. Assists in the initiation and oversight of capital improvement projects for the assigned property, prepares list of capital replacements required or anticipated when applicable, and submits information to the Director of Asset Management in advance of budget preparation. Policy/Compliance/Reporting Ensures submission of required HUD reporting and prepares regular and special reports as required by Senior Management staff including but not limited to: financial, vacancy, crime monitoring, property physical conditions, legal actions, reasonable accommodations, and risk management. Writes and prepares program narratives, budgets, statistics and other supporting data. Regularly meets and/or communicates with the Director of Asset Management to report on and discuss operational issues. Ensures regulatory compliance with all Authority and program requirements including file compliance, recertifications, interim recertifications, and appropriate documentation, are followed, monitored, and completed. Assists the Director of Asset Management, or other senior staff with special projects, administrative tasks, and other duties as assigned. Completes and submits reports to the Director and other senior staff within 24 hours, regarding any incident that occurs on the property out of the ordinary or which could become an insurance claim or lawsuit. Customer Service Maintains professionally congenial relationships with all residents and ensures site staff interacts professionally and respectfully with all residents and with each other. Ensures staff responds to all resident requests or complaints in a timely, efficient, consistent and courteous manner. Establishes and maintains effective working relationships with co-workers and clients and perform essential job functions in an environment that will sometimes include increased levels of work-related stress. Develops a sense of community and models to staff an understanding of sensitivity to: different cultural backgrounds, economic status, those with special needs, and adheres to Equal Employment and Equal Housing Opportunity requirements. Attends meetings outside regular business hours and is on call to provide direct assistance and direction during after-hours emergencies, as needed. Page 3 of 6

4 Marketing and Leasing Assists in the development and coordinates the implementation of the marketing program for each property in assigned portfolio and conducts marketing tours as needed. Reviews admittance requirements, applications, lease forms and resident policies for accuracy and compliance with government and Authority policies. Maintains occupancy based on the standard for each property. This includes anticipating vacancies, supervising turnover of vacant units, adhering to Waiting List procedures and selection policies in compliance with Federal, State, Local, Regulatory, and Authority requirements. Manages resident evictions in compliance with court orders and direction from County Counsel and Director. Knowledge/Skills Knowledge of: Financial management and asset management budgeting. Public housing laws, program and agency rules, regulations, standards and programs, and the local housing market. Written and verbal communication skills with the ability to interact with all levels of personnel and the general public. Customer service, team leadership, property management, and property maintenance in the residential sector. Report preparation techniques and procedures; demonstrated ability to prepare and analyze professional, financial and technical reports, grant applications and other documents. Abilities Solve financial, maintenance and resident problems effectively in accordance with applicable laws, regulations, policies and procedures Develop, calculate and monitor budgets and interpret, understand and develop financial information and documentation. Comprehend and communicate complex ideas clearly and effectively both verbally and in writing with a high level of proficiency in the English language. Prepare and present ideas in a clear and concise manner, and communicate effectively with people of different cultural and socio-economic backgrounds. Research and interpret laws, regulations, policies and procedures. Handle a large number of projects simultaneously and manage shifting priorities in a fast paced environment. Establish and promote harmonious relations among residents, housing personnel and persons in the community in a professionally oriented manner. Maintain a positive attitude, enthusiasm and stamina for low income/eligibility oriented housing services and myriad demands of the position. Recognize when social services or law enforcement involvement is needed and make appropriate referrals. Effectively operate a personal computer, utilize standard office software and operate electronic office equipment. Page 4 of 6

5 Minimum Qualifications A minimum of 2 full academic years of education at an accredited college or university with major coursework in Business Administration/Management or Social Sciences. A minimum of 5 years of increasingly senior work experience in property/asset management. Licenses and Certificates: Possess a certification in Property/Asset Management, Supervisory of Maintenance, UPCS Inspection Certificate, Rent Calculation and/or Occupancy Specialist, or obtain such certifications within one year of appointment to the classification or other allowable period of hire as authorized by the Executive Director. Must possess and maintain an applicable California Driver License and a driving record acceptable to the Authority s insurance carrier. Other Provide proof of US citizenship or, if a non-citizen, either lawful admission for permanent residence or authorization for appropriate work by the Immigration and Naturalization Service. Will be required to successfully complete a pre-employment physical examination. Be bondable. Physical Abilities and Work Environment Sit and stand for lengthy periods of time in both indoor and outdoor environment. Drive an Authority owned automobile between properties in neighborhoods featuring a variety of cultural influences. Climb stairs, walk over uneven ground, stoop, and bend. Have manual dexterity enabling manipulation of a telephone and operation of keyboard equipment and other office machines. Lift or carry up to 15 lbs. Desirable Qualifications Experience in the delivery of social service programs and/or other affordable housing programs. At least two (s) years of management/supervisory experience preferably in the property management environment, preferably with low income tenants/tenants receiving housing assistance vouchers. Experience working in culturally and economically diverse communities. Graduation from a 4 year accredited college or university. Bilingual in a language other than English that can be used to support clients living in Contra Costa County. Experience with YARDI or other property/housing management software. Financial Authority Approval authority for purchasing and contracting up to $1, ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Page 5 of 6

6 Application Procedures: NOTE: An application must be completed in its entirety including being signed. While it may be accompanied by a current resume, any candidate writing See Resume without submitting a completed and signed application form will cause the application to be disqualified. 1. Permanent staff seeking promotional opportunities must complete a HACCC application and submit it through the Central Office reception desk. Please use the official Housing Authority application form. Return the completed application by the stated deadline to Human Resources at 3133 Estudillo Street, P.O. Box 2759, Martinez, California, If mailing your application return the completed and signed application by the stated deadline to Human Resources at 3133 Estudillo Street, P.O. Box 2759, Martinez, California, All paper applications must be time stamped by the Central Office receptionist by noon, 9/9/ U. S. postal date stamps of 9/9/13 arriving later than noon 9/9/13 at the reception desk and/or in the HR Office will not be accepted. 5. Signed applications may be scanned and submitted by to ftrant@contracostahousing.org Selection Procedure: The position(s) shall be filled in accordance with Housing Authority Policy and Procedure Section Recruitment and Selection Personnel Candidates will be invited for a written test and if receiving 75% may be invited to participate in an oral panel interview. Candidates receiving 75% during the interview steps may be placed on the Eligibility List of qualified candidates which the Authority will use to select candidates. FINAL FILING DATE & Time: 9/9/13 at 12:00 noon. Distribution: All office and field bulletin boards Posting Date: August 16, 2013 THE HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA IS AN EQUAL OPPORTUNITY EMPLOYER Page 6 of 6