Affordable Housing Regional Portfolio Manager Description

About Marin Housing Authority / Careers

Established: June 13, 2023

Modified by memo from ED,

Kimberly Carroll: 11.05.2024

Definition

Under the general direction of the Executive Director or Deputy Executive Director, the Affordable Housing Regional Portfolio Manager, organizes and directs the operational and physical management and ensures the financial viability of low-income public housing properties in accordance with applicable federal, state, and local laws, regulations, and directives.

Supervision Received and Exercised

Receives administrative direction from the Executive Director or his/her designee. Provides administrative direction to professional staff and general direction to administrative support staff. 

Class Characteristics

As a member of the Executive Management Leadership Team, the Affordable Housing Regional Portfolio Manager is responsible for overseeing the effective, efficient, and economical management of the Authority’s public housing program and other MHA owned properties. The Affordable Housing Regional Portfolio Manager supervises a team of maintenance, clerical, and paraprofessional staff and performs related work as assigned.

Example of Duties (Illustrative Only)

Duties include, but are not limited to, the following:

Asset Operations

• Oversees all the administration and operations of the public housing programs, other owed MHA developments.
• Ensures properties are managed in accordance with applicable federal, state and local laws and regulations and HUD Asset Management requirements.
• Manages the day-to-day operations and administration of properties if necessary.
• Analyzes operational effectiveness, develops management strategies, and serves as a policy and program advisor regarding program and operational issues to staff and the Executive Director.
• Develops and implements goals, objectives, policies, and procedures.
• Ensures submission of required HUD reporting and reviews and develops reports, budgets and policies as required, which may include but not be limited to, financial, vacancy, crime monitoring, property physical conditions, legal actions, reasonable accommodations, program statistics and risk management.
• Keeps abreast of changes to federal, state, and local laws and their prospective impact on assigned portfolio. Adjusts management strategies in response to changes and drafts Authority comments on proposed changes as needed.

Tax Credit Property Management

• Analyzes tax credit properties operational effectiveness, develops management strategies, and serves as a policy and program advisor regarding program and operational issues to staff and Executive Management team.
• Develops and implements goals, objectives, policies, and procedures in accordance with applicable federal, state, and local laws and regulations.
• Develops and revises department policies and procedures as needed to comply with federal, state, and local directives and statues. 
• Keeps abreast of changes to federal, state, and local laws and their prospective impact on assigned tax credit properties and other Authority responsibilities. Adjusts management strategies in response to changes and draft Authority comments on proposed changes as needed.
• Ensures submission of required HUD reports, reviews and develops reports, budget and policy as required, which may include but not be limited to, financial, vacancy, crime monitoring, property physical conditions, legal actions, reasonable accommodations, program statistics and risk management for assigned tax credit properties.
• Develops, in collaboration with internal and external strategic partners, comprehensive multi-year maintenance / repair plans for the buildings and grounds vehicles in assigned tax credit portfolio.
• Ensures necessary and preventive grounds/buildings/vehicle maintenance work is completed to the required levels, including performing site inspections on a regular basis.
• Directs staff managing maintenance inventories and implements agreed upon maintenance and materials management economy measures consistent with agency objectives.
• Coordinates purchasing activities with appropriate staff and manages solicitations, maintenance, contracts, and cost estimates impacting assigned tax credit properties.

Supervisory Duties

• Responsible for the performance of assigned employees, including maintenance staff, in accordance with MHA’s policies, union agreements and applicable laws.
• Provides operational and technical leadership, coordinates and/or provides training, counsels, and advises staff, and ensures that staff adheres to organization-wide personnel policies and procedures through goal setting, planning and evaluations.
• Monitors performance standards for employees and their progress in achieving the standards and takes disciplinary action as necessary and authorized.
• Participates in the selection of staff.
• Develops and maintains good staff working relationships, provides leadership to inspire the spirit of teamwork, and encourages cooperation among the staff.
• Scrutinizes the delivery/implementation of contract services. Monitors work to ensure timely completion of work and quality of service and/or products provided. 

Financial Accountability

• Ensures successful financial management and record-keeping for MHA, other MHA owned properties and Tax Credit properties implements strategies for more efficient use of allocated funds.
• In collaboration with the Finance Department, drafts budgets, reviews financial accounting, monitors budget variances, reviews and approves construction and service contracts, and completes scheduled reporting in a timely manner.
• Ensures expenditures are within budgeted appropriations and in accordance with the developed spending plan during the fiscal year in order to ensure the financial viability and sustainability of MHA, and other MHA owned properties, Tax Credit properties.
• Reviews all delinquent accounts and resident receivables reports, and ensures necessary, timely action is taken by staff to collect outstanding balances. 

Maintenance Management

• Develops, in collaboration with internal and external strategic partners, comprehensive multi-year extra-ordinary maintenance / rehabilitation plans for the buildings, grounds and vehicles, including but not limited to site-based 5-Year Facility Master and Deferred Maintenance Plan; Maintenance Master Plan; Capital Improvement Plan; and Routine Maintenance Plan; and other site-based short term and long-term plans as appropriate.
• Ensures necessary and preventive grounds/buildings/vehicle maintenance work is completed to the required levels, by performing site inspections on a regular basis. 
• Oversees staff to ensure the proper implementation of agreed upon maintenance and materials economy measures consistent with agency objectives.
• Coordinates purchasing and contracting activities with appropriate staff and manages solicitations, maintenance, contracts, and cost estimates impacting Authority developments.
• Oversee the design of the comprehensive REAC and UPCS programs and ensure consistent practices throughout the agency. 

Marketing and Leasing

• Ensures the implementation of a marketing program for each property including timely property tours for prospective residents by on-site staff.
• Ensures occupancy at required levels through timely turnover and leasing of vacant units and effective management of the Authority’s Public Housing waitlist.
• Oversees resident evictions in compliance with court orders and direction from County Counsel and the Executive Management team. 

Community Relations/Customer Service

• Maintains congenial relationships with all residents and staff and ensures site staff interact professionally and respectfully with all residents and with each other.
• Ensures staff responds to all resident requests or complaints in a timely, efficient, consistent, and courteous manner.
• Develops a sense of community and models to staff an understanding and sensitivity to different cultural backgrounds, economic status, those with special needs, and adheres to Equal Employment and Equal Housing Opportunity requirements. Forms mutually enhancing working relationships with local social service agencies and providers, law enforcement officials and resident groups. Responds to general inquiries and resolves issues pertaining to assigned programs. Advises the Executive Director, in a timely manner, on necessary actions, problems, or requirements.
• Attends meetings outside of regular business hours and is on call to provide direct assistance and direction during after-hours emergencies, as needed. 

Safety and Risk Management

• Models safe working practices (including correct workplace ergonomics), ensures staff are trained on injury and illness prevention,
• Identifies and takes required action to correct any unsafe staff work practices and takes appropriate action to care for any injured employee according to MHA procedures.
• Ensures the properties are maintained in a manner that is safe for all people and incorporates sound risk management practices into overall daily operations.
• Investigates or directs the investigation of accidents and incidents in accordance with MHA or insurance carrier policy. 

Other job functions:

• Perform other related work as assigned.

Minimum Qualifications

Knowledge of

• Financial management and asset management budgeting.
• Operations, leadership and supervision, customer service, marketing and leasing, property management, property maintenance and safety and risk management in the residential sector.
• Report preparation techniques and procedures.
• Public Housing and Tax Credit program rules, regulations, and standards.
• Local housing market. 

Abilities:

• Exhibit leadership and effectively supervise clerical, and maintenance management staff.
• Advanced written and verbal communication skills (in English) and the ability to communicate effectively with diverse audiences.
• Prepare and present ideas in a clear and concise manner, and communicate effectively both orally and in writing with all levels of personnel and people of different cultural and socio-economic backgrounds.
• Exercise management initiative and independent judgment that demonstrates quality customer services, good business sense, and creative problem-solving.
• Solve financial, maintenance and resident problems effectively in accordance with applicable laws, regulations, policies and procedures.
• Develop, calculate, and monitor budgets and interpret, understand and develop financial information and documentation.
• Demonstrated ability to prepare and evaluate professional, financial, and technical reports, grant applications and other documents.
• Research and interpret laws, regulations, policies, and procedures.
• Manage many projects simultaneously and manage shifting priorities in a fast-paced environment.
• Ability to promote harmonious relations among residents, housing personnel and people in the community.
• Effectively operate a computer, utilize standard office software, and operate electronic office equipment. 

Licenses and Certificates:

Must possess one or more professional certifications in public housing management, property/asset management and/or maintenance management or acquire such certificates within the probationary period. Must possess and maintain an applicable California Driver License and a driving record acceptable to the Authority’s insurance carrier.

Education and Experience:

Any combination of experience and education would be likely to provide the required knowledge and abilities to successfully perform the functions of this position as determined by the Authority. A typical way to obtain the knowledge and abilities would be: 

Experience

Five (5) years of increasingly responsible experience in property management in an administrative and/or technical capacity involving program development, and implementation of federal, state, and local laws, regulations, and related directives. Federally assisted housing/asset management experience preferred. Two (2) years of supervisory experience. There shall be no substitution for supervisory experience. 

Education

Possess a bachelor’s degree from an accredited college or university with a major in urban studies, city and/or regional planning, public administration, business administration, real estate, civil engineering, or a related field. Possession of a master’s degree from an accredited college or university in one of the designated fields is desirable. An equivalent combination of education, training and experience may be substituted.

Physical Demands:

While performing the duties of this job the employee is frequently required to sit for extended periods of time, talk and hear within standard ranges. The employee is required to walk, use hands to finger, handle, or feel objects, tools, or computer controls; and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus. Work is performed in a normal office setting with moderate noise levels or within public housing residential facilities and buildings. Travel to a variety of housing sites and/or off-site meetings are necessary within the course of work.

Marin Housing Authority is an equal opportunity, affirmative action employer. Minorities, women and individuals with disabilities are strongly encouraged to apply.  Upon request, reasonable accommodations will be made for persons with disabilities and for religious reasons.