Housing Assistance Manager

Self, Inc. is a non-profit organization that has been providing services to
some of Philadelphia’s most vulnerable communities for over 30 years. We
offer a broad range of essential housing, social service, drug and alcohol
treatment, vocational, and employment programs with the goal of supporting
individuals achieve self-sufficiency and sustain healthier lives (or improve
their quality of life). We provide these services to more than 7,000
individuals within the Philadelphia area.
Our mission is to motivate, empower, and inspire individuals to live their
best lives. With compassion at its core, our approach uses best practices and
evidence-based programming to pave the way for personal and community
transformation.
POSITION SUMMARY
The Housing Assistance Manager supports the mission of the SELF+ Cooperative
Permanent Supportive Housing (PSH) project by providing quality management of
the PSH sites for formerly chronically homeless individuals and families.
This includes funder compliance, coordination with and supervision of
supportive services staff (4), 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 Support Coaches to provide single adults,
Community College of Philadelphia students who have aged out of foster care
and families living in SELF, Inc. Permanent Supportive Housing (PSH) 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.
PRIMARY RESPONSIBILITES
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 notice for 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.
SELF, Inc. Property Manager Position Description 2 | P a g e o f 4
 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.
SELF, Inc. Property Manager Position Description 3 | P a g e o f 4
Knowledge, Skills and Abilities
 Housing Authority policies and procedures, particularly as they pertain
to property management.
 Laws and standards that apply to property management, such as Fair
Housing Laws, Landlord-Tenant Law, OSHA Standards, local and state building
codes.
 Basic knowledge of building maintenance, fire prevention and liability
reduction principles.
 Basic office practices, procedures, and equipment.
 Operation of the Housing Authority's computer system and software.
 The agencies that provide assistance and services to residents, including
some knowledge of eligibility requirements.
 Basic English in order to communicate verbally and in writing.
 Mathematics sufficient to perform calculations required for summarizing
rent collections, making deposits, and for rent adjustments.
 Maintain required records such as tenant files, vacancy reports, etc.
 Read and interpret policies and guidelines in order to make sound
decisions.
 Write and speak professionally
 Work cooperatively with other agency staff and community officials.
 Work independently with minimal supervision.
 Present a professional and positive attitude to residents, staff and
other organizations.
Education and Qualifications
 BA/BS degree with demonstrated experience in working with mental illness,
addiction, and dual diagnosis. Preferably with the homeless population.
 Property Management Certification a plus.
 Four years full-time related experience, including property management,
low-income tax credits, rent collections, leasing of units, execution of
lease, knowledge of public housing programs, and the ability to work with
low-income individuals.
 Experience in providing direct services to individuals and acting as a
strong advocate for underserved populations. Experience in a residential
setting is strongly preferred.
 Strong computer literacy in data entry, internet research, Microsoft
Office, etc.
 Knowledge of Philadelphia behavioral health, substance use/abuse, and
affordable/assisted housing programs, services, and resources.
SELF, Inc. Property Manager Position Description 4 | P a g e o f 4
 Knowledge in crisis intervention, conflict resolution, group facilitation
and advising required.
 Coaching and/or case management experience preferred.
 Demonstrated ability to work effectively as a team member.
 Must possess strong verbal and written communication skills.
 Valid Pennsylvania driver’s license is preferred.
 Criminal background.
Disclaimer: The information provided in this description has been designed to
indicate the general nature and level of work performed by the Housing
Assistance Manager. It is not designed to be interpreted as a comprehensive
inventory of all duties, responsibilities, qualifications and working
conditions required of employees assigned to this job. Management has the
sole discretion to add or modify duties of the job and to designate other
functions as essential at any time. This job description is not an employment
agreement or contract.