Housing Assistance Manager

4 months ago

Philadelphia, United States SELF Inc. Full time
Housing Assistance Manager (Yber)

Position Summary:

The Housing Assistance Manager supports the mission of Yber Housing project by providing quality management of the identified housing locations for young adults between the age of 18-26. This includes funder compliance, coordination with and supervision of supportive services staff (2), adhere to Housing First principles, supervision of maintenance, efficient budget management, applicant screening, efficient vacancy preparation, maintaining high occupancy rates, rent collections, evictions, vendors and community partner relations. The Housing Assistance Manager provides excellent customer service to tenants, co-workers, vendors and community partners. The Housing Assistance Manager will work with a team of Housing Navigators to provide young adults with supportive services such as individual coaching, connecting them with mainstream benefits, teaching life and social skills to maintain long term housing stability, assisting residents with applying for disability benefits if necessary, financial literacy/budgeting and daily living skills. The position will play a vital role in engaging residents through a person centered, trauma informed and harm reduction approach.

Shift: Typically 9 AM -5 PM (Varies According to Organizational Needs)

Status: Full Time –Exempt

Reports To: Director of Housing

Direct Reports: Yes

Key Duties and Responsibilities: 

Objective A - Property Management
  • Collect rents and maintain computer records according to the Housing Authority’s procedures and funding requirements. Monitor expenses to ensure spending is within guideline
  • Prepare and monitor site budget and financial statements.
  • Post charges associated with work order, late charges, etc. by entering them in computer and generating noticefor residents.
  • Follow-up delinquent accounts and pursue collections in accordance with established procedures.
  • Maintain resident’s files and related documentation regarding continuing eligibility and adjustments.
  • Certify potential residents, conduct briefing and orientation sessions to prospective tenants and market units to applicants to ensure occupancy in a timely manner.
  • Show vacant apartments utilizing professional marketing procedures and maintain a high level of continued occupancy by leasing property in a timely manner. Complete rental agreements.
  • Verify eligibility according to property requirements, which may include interviews, checking references and other information on resident’s applications through Housing Authority’s approved credit and criminal investigation.
  • Complete move-in and move-out reports and send move in and move out packages to Property Accountant for permanent filing and disbursement of security deposits.
  • Address resident concerns in a timely, professional manner. Counsel residents who are not complying with the terms of the lease, and concerning delinquent payments.
  • Send/post all notices regarding compliance to rules and regulations when a violation occurs. Recommend eviction if resident behavior warrants, and prepare related documentation to support recommendation.
  • Issue purchase order numbers, track purchases from order through invoice.
  • Process invoices for correctness, accuracy, and proper coding.

Objective B - Supervising Personnel
  • Participate in pre-employment interviews and make hiring recommendations.
  • Supervise and train staff in compliance with organizational policies and procedures. Work with management to address performance issues in an open, direct and timely manner to assure staff are meeting performance expectations.
  • Interpret and apply personnel policies, departmental policies, and other relevant policies and procedures.
  • Review time and leave reports for assigned staff and train or assist in training other site personnel.
  • Prepare and review performance appraisals and discuss with subordinates as appropriate.
  • Recommend disciplinary action, as needed.
  • Assist and coordinate functions to assure a safe and productive work environment.

Objective C - General Repair and Maintenance Including Grounds Maintenance
  • Oversee and communicate maintenance needs of the buildings, grounds, sites, trash container areas and community space with the Philadelphia Housing Authority (and SELF, Inc. Maintenance Department) to assure they are clean, inviting and safe and not allowing any trash or debris to accumulate. Keep and maintain relevant records.
  • Be sure all vacant apartments are cleaned immediately and made ready for showing and occupancy within three days after move out. Keep and maintain relevant records
  • Log all resident complaints and dispatch maintenance personnel promptly. Items covered under warranties should be reported to the appropriate maintenance companies and followed up for prompt repairs.
  • Generate work orders in response to requests for repairs from residents, coordinate completion of repairs, and close out work orders in accordance with established procedures.
  • Conduct property inspections, including move-in, housekeeping, and grounds in order to assure adherence to established standards.
  • Be available at all times either personally, or through other site personnel, for emergency calls.

Objective D - Tenant Relations
  • Refer residents with special problems, such as economic, social, legal, health, etc. to supportive services staff or agencies that provide assistance.
  • Regularly meet with Supportive Services Coordinator to address issues and promote retention, assist with resident activities, address specific problems, plan meetings, or support activities as appropriate.
  • Resolve conflict and complaints among residents, if possible, in order to avoid grievances.
  • Assure all residents are treated in a fair and consistent manner.
  • Participate in hearings and appeals, and prepare and submit incident reports, as needed.
  • Visit tenant sites as needed.

Education and Qualifications:
  • A minimum of 3 years of non-profit or related experience is preferred.
  • High School Diploma Required. Bachelor’s Degree in Business Administration, Real Estate Studies, Human Services, or equivalent lived experience or comparable combination of education/work/lived related experience, preferred.
  • Experience in a social service setting with working knowledge of case management systems and planning techniques.
  • Knowledge of housing resources, subsidy programs, and the Continuum of Care for homeless persons.
  • Experience working with homeless individuals and families is strongly preferred.
  • Experience working with LGBTQ+ individuals and communities is strongly preferred.
  • Experience working in property management or real estate, and/or with business development is strongly preferred.
  • Fluency in the English language is required. Spanish-speaking ability is an added asset.
  • Sensitivity to cultural and socioeconomic characteristics of the population served.
  • Knowledge or understanding of tenant’s rights and responsibilities as well as “strengths-based” case management.
  • Must be proficient in computer applications–i.e. Microsoft Word, Excel, Teams. HMIS a plus.
  • Familiarity with Google suite applications, spreadsheets, and email.
  • Understanding of and commitment to the missions of SELF, Inc. and William Way LGBT Community Center.

Knowledge, Skills, and Ability:
  • Ability to communicate effectively with a wide range of constituencies at all levels, react quickly and appropriately in an emergency, and have a commitment to a customer service orientation.
  • Knowledge of programs and services designed by and for transgender and gender non-conforming people, seniors, Black and Brown LGTBQ+ people, people experiencing housing instability, and LGBTQ+ women.
  • Knowledge of current housing market information, housing trends, and available resources.
  • Knowledge of effective business/professional contact techniques.
  • Solid knowledge of relevant funder standards.

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