Job Description

Job Description

Job Description

JOB TITLE: COMMUNITY MANAGER

$20-$23 an hour

Part Time 30 hours on avg a week

Batesville, AR

JOB SUMMARY:

The Community Manager is fully accountable for all day-to-day site operations, managing, and enhancing the value of the site. Community Managers ensure that the community and all on-site personnel are in strict compliance with all laws, rules, regulations, policies, and procedures set forth by ACPP, the Management Agent, Ownership Interests, U.S. Department of Housing and Urban Development (HUD), Low- Income Housing Tax Credit (LIHTC), Arkansas Development Finance Authority (ADFA), Fair Housing, Arkansas Real Estate Commission, Mississippi Real Estate Commission, Equal Employment Opportunity Commission (EEOC), Occupational Safety and Health Administration (OSHA), Department of Labor (DOL), and other regulatory bodies, as applicable.

ESSENTIAL DUTIES AND RESPONSIBILITIES: include the following but are not limited to the job specifications contained herein.

Additional duties and/or responsibilities that can be performed safely may be required as deemed necessary by supervisory personnel.

• Maintain accurate records of all site transactions (i.e., rent rolls, move-in/move-out, delinquency, vacancy, etc.).

• Ensure that all rents and late fees/check charges are billed, collected, posted, and deposited accurately and timely.

• Ensure that A/P invoices are submitted to the corporate office for payment and manage petty cash according to company operations and procedures.

• Ensure all administrative paperwork, tasks, and reporting are accurate, complete, and submitted timely.

• Ensure property is rented to fullest capacity.

• Responsible for marketing the property in compliance with the community’s Affirmative Fair Housing Marketing Plan and continuously evaluating the effectiveness of the plan to make adjustments as needed.

• Ensure that the tenant selection process abides by the Tenant Selection Plan, which is subject to the guidelines and regulations governing the site.

• Ensure accuracy of initial certification and recertification of all residents, if required, in accordance with policies, procedures, timelines, and regulatory requirements.

• Provide orientation for new residents by reviewing the lease and community rules, describing services, explaining apartment features and answering resident questions to orient and inform them of policies and procedures they need to follow to maintain compliance with the lease and enhance their living experience.

• Communicate, address, and resolve resident issues through follow-up and adherence to corporate procedures and the grievance procedure applicable to the site.

• Ensure adherence of all residents to the lease and community rules and procedures by resolving lease violations and referring residents to appropriate resources to promote high quality of living for all residents.

• Consistently and fairly implement policies of the community.

• Ensure resident files are properly maintained, accurate and in compliance with company policies and procedures and the applicable program guidelines with regard to rent, utility allowances, income limitations, and all other regulatory requirements, partnership agreements, and public program requirements.

• Ensure that all regulatory documentation, such as Affirmative Fair Housing Marketing Plans, Management Certifications, Rent Schedules, HUD-Approved Rent/Income Levels, Tenant Selection Plans, Tenant Income Certifications, and other required documentation, is kept up-to-date at all times.

• Manage the turnover of apartments for move-ins, move-outs, and transfers to assure quantity and ensure quality of units ready and in compliance with applicable regulatory agency requirements for occupancy.

• Maintain community appearance and ensure repairs are noted and completed timely. This requires regular community inspections and tours.

• Ensure that all work order requests are recorded, communicated to maintenance, and completed timely.

• Responsible for personnel management of on-site staff in accordance with company policies and procedures and all applicable laws. The responsibilities of managing on-site staff include, but are not limited to- recruiting, interviewing, orienting, and training employees; planning, assigning, scheduling, directing, and evaluating work; appraising performance; initiating corrective action when necessary; addressing complaints; resolving problems; and terminating.

• Ensure efficiency of staff through ongoing internal and external training, instruction, counseling, and leadership. • Provide support to staff to encourage team work and lead as an example in creating a harmonious environment.

• Ensure all administrative processes involving personnel are handled in a timely manner (i.e., performance evaluations, time keeping, status change forms, corrective actions, etc.).

• Learn and ensure compliance with all company, local, state, and federal safety rules.

• Ensure that unsafe conditions are corrected in a timely manner and direct staff to follow a “safety first” principle.

• Negotiate and/or evaluate bids and contracts and make recommendations for the physical needs of the property.

• Address property emergencies and manage resolution of emergencies per company policies and procedures.

• Represent the company in a professional manner at all times. • Regular attendance for scheduled site office hours, overtime, and availability to work on-call and/or after- hours for emergencies, pending property inspections, meeting reporting requirements, etc. is expected for this position. OTHER DUTIES AND RESPONSIBILITIES

• Prepare and/or implement procedures and systems within company guidelines to ensure orderly, efficient workflow.

• Develop and maintain relationships with community services agencies and other affordable housing groups in an effort to supplement property management service and future resident base.

• Participates in company and staff trainings as required. PERSONNEL MANAGEMENT ROLE: The Community Manager supervises all on-site personnel including property administrative assistants, property maintenance technicians, groundskeepers, residential and activities support, housekeeping, etc. and is responsible for ensuring the quality and quantity of work being completed by any contractors working on-site.

QUALIFICATIONS: to perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

• Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.

• Knowledge of administrative and clerical procedures such as file and record management, form design, and other office procedures and terminology.

• Working knowledge of computer software and systems: Microsoft Office 365, Paychex FLEX, and OneSite. (preferred)

• Working knowledge of the federal, state, and local guidelines applicable to the properties in her/his portfolio (i.e., HUD, Tax Credit, Fair Housing, Landlord-Tenant, etc.). (preferred)

• Ability to read, analyze, and interpret policies and procedures manuals, governmental regulations, budgets.

• Ability to communicate effectively orally and in writing.

• Ability to follow policies and procedures; complete administrative tasks correctly and timely; support the company’s goals and values; and work with a significantly diverse group of individuals.

• Strong supervisory and personnel management skills.

• Ability to give and receive feedback; contribute to positive team attitude; and support employees’ efforts to succeed.

• Ability to delegate; empower employees to work independently; and set expectations and monitor delegated activities.

• Ability to manage difficult and/or emotional resident and/or employee situations with tact and diplomacy.

• Ability to maintain confidentiality and keep emotions under control.

• Ability to identify operations and/or maintenance issues; gather and analyze relevant information; develop alternative solutions; and work with her/his team toward prompt resolution.

• Strong time management, prioritization, and organizational skills.

• Ability to be flexible and adapt to changing priorities.

• Contribute to profit and revenue by working within approved budgets; develop and implement cost-saving measures; and conserve organizational resources.

• Must possess reliable transportation, a valid driver’s license, and automobile insurance per state requirements, as personal automobile will be used.

• Must be excluded from the Denied Participation list issued by the U.S. Department of Housing & Urban Development.

EDUCATION/EXPERIENCE:

Must possess a high school diploma or equivalent OR one to three years of experience in property management, preferably in affordable housing; OR a managerial administrative OR customer service position. A combination of education and work experience may be acceptable.

PHYSICAL DEMANDS:

The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position. To perform the duties of this position, the employee must have sufficient physical ability and mobility to work in an office setting and perform inspections of the property. The employee will be required to stand or sit for prolonged periods of time; to regularly walk and reach with hands and arms. The employee is required to frequently climb stairs, stoop, bend, kneel, crouch, and reach and twist; to occasionally climb and balance; to lift, carry, push and/or pull light to moderate amounts of weight (up to 25 pounds); to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard and mouse; and to verbally communicate to exchange information. Must be able to see in the normal visual range with or without correction. Must be able to hear in the normal audio range with or without correction.

WORK ENVIRONMENT:

The work environment characteristics described herein are representative of those an employee encounters while performing the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position. While performing the duties of this position, work is regularly performed in an office environment with extensive contact and frequent interruptions and is frequently performed outside and within apartment buildings and units. The employee is frequently exposed to varying indoor and outdoor weather conditions, and marked changes in temperature and humidity; occasionally working near moving mechanical parts, and exposure to fumes and/or airborne particles; and occasionally exposed to working in high, precarious places, toxic or caustic chemicals, and risk of electrical shock. Depending upon the work being performed in close proximity, the noise level while outside or within the apartment buildings and units is usually moderate and occasionally loud.

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