Property Operations Manager

This is responsible supervisory and managerial work in planning and directing the Property Management section of the Community Development Authority (CDA) Housing Operations Division. The position is responsible for the CDA’s leased housing portfolio in the day-to-day operation, maintenance, and capital improvement of all federally subsidized housing units (Public Housing, Multifamily Housing, Section 8, Section 42, and other special programs). The work involves serving as a primary resource within the CDA with responsibility for: efficient and effective management and leadership of the operational design and activities of the  low-income housing portfolio; managing, coordinating, and directing program functional areas and  developing and implementing operational systems, program policies and procedures that ensure high quality services and cost-effective operational systems;  assisting in budget development and in the designing and managing of programs for complex capital improvement and redevelopment projects; and serving as a member of the CDA’s senior management team. Work is performed with a high degree of independence and decision-making under the general supervision of the Housing Operations Program Manager.

1. Leadership including managing or supervising employee groups that have a variety of work responsibilities;
2. Describe a time you implemented a change in a process at work, how did you identify the change was needed, what did you do to implement the change, and how did you manage this change;
3. Describe a time where you mediated a situation between two distressed individuals and how did you find a successful solution.

• Provide oversight of the day-to-day administration of CDA low-income, leased housing programs. Develop standard operating policies and procedures. Ensure operations align with CDA goals, and comply with U.S. Department of Housing and Urban Development (HUD) and Wisconsin Housing and Economic Development Authority (WHEDA) requirements, performance benchmarks related to participant eligibility, compliance, financial reporting, and property physical condition, and contractual conditions as established by HUD, federal, state, and local government, and investment partners. Examine, evaluate, and investigate conformity with laws and regulations governing policy, contract and legal compliance. 
• Participate in audits and reviews. Ensure the proper and timely submission and maintenance of assigned grant applications, admissions and tenant selection plans, cooperative agreements, contracts and other documents and agreements necessary to maintain and fund agency operations. Maintain knowledge of changes in HUD program rules and guidelines, and recommend changes to CDA policies and administrative processes. Coordinate high levels of customer service and resident relations. Assist staff with hearings and related legal compliance processes. 
• Analyze CDA operations and provide information and expertise for planning and program development. Identify opportunities for operational improvement. Provide short-term and long-term objectives, policies, and actions, including planning, budgeting, and procurement. Review site office operating policies, practices, and procedures for improvement and lead staff through changes. Oversee the design and implementation of performance standards and work plans. Monitor program and fiscal performance to ensure adequate funding for program operations and to ensure expenditures comply with applicable regulations.
• Ensure property physical needs assessment, a realistic five-year capital plan, capital work planning, maintenance plans, and annual reduction in energy and utility consumption for each housing project. Direct goals and objectives for each housing project, meeting with staff on a regular basis, and ensuring each project performs at a HUD High Performer status. Ensure bidding processes meets HUD procurement rules and CDA financial policies. Ensure capital improvement projects are completed in a timely manner.
• Conduct inspections of custodial, property safety, appearance and landscape construction projects, to ensure housing is decent, safe, sanitary, and in good repair per Uniform Physical Condition Standards (UPCS). Conduct analysis of information gathered during HUD, State, and Investor inspections. Follow up with staff and monitor corrective actions.
• Coordinate program operations, such as compliance and reporting, customer service, and serve as liaison to government authorities and/or sponsoring agencies. This includes ongoing program support and coordination of special projects, such as redevelopment and master planning, grants, and procurement contracts.
• Plan, direct, or coordinate new software implementation, including the development of procedural process documents and customer “how to” videos. 
• Hire, train, coach, lead, evaluate and discipline staff. Plan, organize, assign, monitor, and evaluate diverse housing programs, staff and activities. Review work assignments, requirements, and review work product for completeness and accuracy. Provide general leadership to staff, provide consultation and advice on more complex and judgmental aspects of the work. Encourage collaboration, and create synergy and clarity amongst both property and program staff. Ensure compliance with personnel, labor relations, and AA/EEO policies throughout housing operations. Conduct investigations as needed.
• Coordinate program budget planning and administration with the Housing Program Operations Manager, Finance Manager, and Property Site Managers. Develop and monitor operating and capital budgets. Administer procurement and contract administration.
• Assist the Housing Program Operations Manager with program and housing development activities. Support the Housing Program Operations Manager with communications and coordination with federal, state, and local governments regarding the implementation and administration of public and multifamily housing programs. Provide management staff support to the Housing Program Operations Manager and CDA Board of Commissioners. Serve as a member of the CDA’s senior management team. 
• Represent the CDA at meetings and events. Coordinate special projects amongst staff and partner agencies.
• Meet with and respond to difficult tenant issues.
• Attend trainings and conferences as appropriate.
• Perform related work as required.

• Three (3) years of progressively responsible, federally assisted housing experience (including directly related housing program administration and housing management) with at least two (2) years of supervisory experience in this capacity. 
• Bachelor’s Degree in public or business administration, or a related field. 

 

• On-site property management principles and practices applicable to multi-site assisted housing programs. 
• Federal, state and local landlord, tenant and leasing laws. 
• Principles and practices of general business management.

• Public administration and federal housing program principles, practices, and reporting requirements.
• Building and maintenance codes and inspection standards. 
• Full range of supervisory principles and practices, labor relations and personnel management. 
• Budgeting administration principles and practices, including procurement and purchasing, rent collection, contract administration, capital needs and lifecycle, and inventory control. 
• Project planning and project management principles. 
• Computer software applicable to the duties of the position. 

Familiarity with the following:

• Social issues that impact low-income residents. 
• Grant administration.  

The City of Madison strives to provide exceptional customer service to all its residents and visitors. Therefore successful candidates will have demonstrated ability to effectively work with multicultural communities.

For a complete list of the knowledge, skills and abilities, please view the class specification.Possession of a valid driver’s license. Ability to provide own vehicle and maintain proof of insurance.
 
Public Housing Management Certification from a CDA approved training organization or ability to obtain the certification within six (6) months of appointment.

Capital Fund Program Certification from a CDA approved training organization or ability to obtain the certification within six (6) months of appointment.

Failure to obtain both certifications within the 6-month probation/trial period will result in the employee not passing probation/trial period, absent extenuating circumstances.
 
Physical Requirements:
 
Employees in this position will be expected to visit the various public housing facilities in the City. Otherwise, work is performed in an office environment using standard office equipment such as computer, fax, telephone, and copier. Must have the ability to sit/stand for long periods of time.

Salary : $89,130 - $107,300