Housing Manager-Bexley

Community Name:Bexley Senior Housing

The Housing Manager position is responsible for managing the operations, leasing activity, renewals, collections, financial reporting, supplies, and communications of the assigned senior living community, while maintaining a high level of customer service with all residents and potential customers.

Essential Functions Statement(s)

Advises and makes recommendations through the Regional Manager (who advise the VP of Housing Services) regarding housing facility goals, objectives, programs, procedures, and policies

Reviews, implements and upholds all policies in 4350.3 HUD Handbook and Manager’s Administrative Procedures (M.A.P.), as well as all general UCH policies, procedures and manuals

Exercises judgment and decision-making authority as required, to the ultimate good of the facility and of UCH

Leases apartments once individuals have been approved, with respect to interviews, certifications and move-in paperwork for all new residents

Completes certification for new residents and recertification all current residents on an annual basis or 120 days before move-in, including background check; verifications of citizenship, DOB, income, assets, medical expenses from last 12 months; and utilizing set formula to determine rate of rent

Maintains a strong waiting list of potential applicants, communicating frequently with those currently on the list

Collects and reconciles rent each month, deposits into bank using check scanner and internal software, prints receipts

Manages monthly accounting process including: Office Duties; Reconciles invoices/bills from each assigned property; Codes invoices/bills according to department; Monitors paid/outstanding status; Utilizes voucher stamp and account number appropriately to process invoices for payment

Issues all legal notices and evictions for lease violations as necessary

Develops and manages annual operating and capital budgets for property in cooperation with the Regional Manager

Prepares and submits HUD Special Claims and vouchers

Prepares and submits Reserve for Replacement requests to HUD

Prepares and submits all reports and data required by the Central Office and the Department of Housing and Urban Development, following Enterprise Income Verification (EIV) guidelines

Coordinates with vendors/contractors as needed to resolve advanced maintenance issues or concerns

Maintains a good working relationship with all UCH staff, vendors and suppliers

Maintains all offices in good order and proper organization

Files all paperwork appropriately

Orders all office and maintenance supplies

Maintains open communication with Regional Manager and HUD

Requests guidance and training from Regional Manager as needed

Assists staff with other basic administrative and receptionist duties

Remains available to address after-hours situations/concerns

Attends all meetings as well as sits on various committees as required

Completes other duties as assigned

Follows all appropriate safety and security guidelines, procedures and protocol for residents in the Dementia Special Care Unit

Maintains appropriate, effective communication with residents, and with residents' family or other significant relationships

Participates in relevant educational and training activities as appropriate

Special Activities/Attributes--Participates in special activities as required (i.e., safety committee; mentoring/orientation/new hires; etc)

Oversees the recruiting and management of property staff

Supervises and maintains successful working relationships with all employees

Reviews and implements policies set-forth in Employee Handbook and the Personnel Policy/Practice Manual

Reviews staff Time Sheets for accuracy

Manages payroll process and records time-off

Timely submits forms to the HR department

Works with Regional Manager on concerns with staff work performance, including corrective action

Understands and upholds Corporate Compliance and HIPPA

Understands and upholds Fair Housing laws

Understands and upholds the Affirmative Fair Housing Marketing Plan (AFHMP)

Maintains 95% to 100% occupancy rate

Markets vacancies to the general public

Prepares and submit monthly Manager/Marketing Reports

Stays informed with events in surrounding community

Performs community outreach and general public relations

Cooperates and maintains good working relationships with Federal, State, local service organizations and community partners (i.e., health agencies, etc.)

Oversees booths at relevant health fairs, etc.

Maintains a professional working relationship between staff, applicants, guests, residents and their family

Thoroughly explains the program to new, incoming residents

Implements the Resident Satisfaction & Valuation Program (RSVP) and responds to resident concerns in a timely manner, obtaining guidance from Regional Manager as necessary

Encourages the formation of a Resident Association and the development of social programs for the residents

Coordinates with Activities Director, Service Coordinator, other outside sources to plan activities for residents

Maintains a monthly newsletter and calendar, creating and posting notices to residents

Plans and conducts resident meetings

Oversees the maintenance of the property’s assets

Supervises maintenance and janitorial employees to ensure that the property is in good working order

Receives and maintains a “Service Request” system and generates work order requests for repairs and maintenance of apartments, common spaces, structures and grounds, with a response time of 24 hours

Purchases all materials and supplies necessary for maintenance projects after seeking for competitive pricing and proper approval for expenditures

Negotiates all necessary maintenance contracts, with the approval of the Regional Manager

Maintains and secures an inventory of supplies necessary for regular operation

Frequently inspects property for proper maintenance and cleanliness, including but not limited to: all common areas, offices, grounds and parking lot

Performs apartment inspections on a yearly basis

Ensures that units are ready for move-in

Oversees reasonable accommodations in the apartments as necessary

Develops and implements emergency procedures and evacuation plans

Maintains a good working relationship with the local Police and Fire departments

Maintains contacts for emergencies, including voice mail or an answering service and providing emergency contact numbers to the residents, police, fire department and emergency medical facility

Maintains communication between residents, families, during/after emergency situations

Upholds emergency maintenance procedures, including immediately responding major problems/failures in the building, ensuring the safety of residents and staff, and coordinating with local authorities and emergency response personnel as necessary; Once the situation has been rectified, completes and submits work orders, incident reports, telephone calls to the Regional Manager, insurance agents, etc, as soon as possible

Performs all other duties as assigned or directed

Competency Statement(s)

Management Skills - Ability to organize and direct oneself and effectively supervise others.

Coaching and Development - Ability to provide guidance and feedback to help others strengthen specific knowledge/skill areas.

Interpersonal - Ability to get along well with a variety of personalities and individuals.

Presentation Skills - Ability to effectively present information publicly.

Communication, Oral - Ability to communicate effectively with others using the spoken word.

Communication, Written - Ability to communicate in writing clearly and concisely.

Organized - Possessing the trait of being organized or following a systematic method of performing a task.

Analytical Skills - Ability to use thinking and reasoning to solve a problem.

Problem Solving - Ability to find a solution for or to deal proactively with work-related problems.

Decision Making - Ability to make critical decisions while following company procedures.

Skills & Abilities

Education: High School Graduate or General Education Degree (GED): Required

Experience: Two (2) years of business office experience

Computer Skills: Must be able to proficiently operate a computer, the Internet, Microsoft Office, other relevant software, and basic office equipment; Must be adept at using HUD and internal accounting software

Certifications & Licenses: Certified Occupancy Specialist (COS) certification a plus; Must have a valid driver’s license

Other Requirements: Prior experience with subsidies, HUD policies, Section 8, Section 236, EIV, and/or tax credits highly desired; Must have strong interpersonal skills and ability to resolve interpersonal challenges and conflicts; Must exhibit a high degree of concern for and patience with others, especially elderly individuals; Must be able to communicate in English and read/interpret documents, instructions, etc, such as procedure manuals, HUD handbooks and schedules and notices; Must be able to write routine reports and correspondence; Must be able to add, subtract, multiply, and divide, using whole numbers, common fractions, and decimals; Must have strong problem-solving skills; Must be highly organized, detail-oriented, flexible and adaptable and able to multitask; Must be able to adhere to all terms and conditions set forth in the United Church Homes Employee Handbook

We're an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.

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