CCSWW

  • Program Manager

    Job Locations US-WA-Seattle
    Posted Date 2 months ago(4/27/2018 4:28 PM)
    Job ID
    2018-3045
    # of Openings
    1
    Category
    Management
    Min
    USD $44,089.50/Yr.
  • Overview

    POSITION DESCRIPTION:

    The Program Director is responsible for the management and operation of a “housing with services” property, in accordance with the mission of Catholic Housing Services. Katharine’s Place provides 25 units of housing in Seattle’s Rainier Valley for families with special needs including five units set aside specifically for families with HIV/AIDS.   This position also provides coordination and oversight for WHEA for the Bunkhouse, a SHARE-operated facility located next door to Katharine’s Place.

     

    The Program Director oversees housing operations and ensures delivery of supportive services, supervises site staff, ensures compliance with safety and facility maintenance standards, and is accountable for sound financial management, achievement of key performance indicators of the properties, and for ensuring that the property is operated in accordance with agency policies and procedures and regulatory requirements.

     

    This is a full time, exempt position with full benefits and generous paid time off.  Salary range is $44,089.50-$49,042.50 per year DOQ.

    Responsibilities

    Supervision/Leadership:

    1. Select, supervise and train site staff, including case manager, maintenance, janitorial, and key holder positions. Conduct annual performance reviews with staff.
    2. Facilitate regular staff meetings. Promote communication and teambuilding.
    3. Promote on-going training and support and ensure attendance at all CCS/CHS mandatory trainings for site employees.
    4. Coordinate with Case Manager regarding planning and delivery of on-site social services.
    5. Coordinate with Maintenance and Janitorial staff to ensure upkeep of building and grounds.
    6. Build relationships with local neighborhood and community representatives to further common goals.  
    7. Responsible for developing and safekeeping a workplace which values and supports a culturally and ethnically diverse work environment.

     

    Occupancy:

    1. Communicate application procedures and eligibility requirements to applicants and prospective tenants.
    2. Ensure property curb appeal to meet agency standards.
    3. Process tenant applications and maintain waitlist in accordance with policy and eligibility requirements.
    4. Establish eligibility and execute lease agreements and other required paperwork with tenants at move in and provide orientation.
    5. Respond to tenant complaints and issues promptly.
    6. Mediate landlord/tenant disputes by responding promptly to inquiries and seeking resolution at the lowest possible level of management.
    7. Serve appropriate legal notices to tenants and process evictions per Washington State Landlord Tenant Law and applicable local laws, in consultation with legal counsel and Division Director.
    8. Maintain occupancy standards by
    1. effectively coordinating and monitoring unit turns, including efficient scheduling and use of vendors;
    2. effectively managing the waitlist, including advertising and biannual confirmation of continued interest;
    3. effectively leasing units by contacting prospective tenants as soon as you know a unit will be vacant, accommodating prospective tenants’ schedules, and completing all eligibility paperwork in a timely manner.

     

    Supportive Services:

    1. Promote resident retention by ensuring a strong commitment to customer satisfaction that includes appropriate communication and understanding of the population served.
    2. Assist in the promotion of “community” among the residents.
    3. Ensure and assist in compliance with all supportive services funding requirements, including performance goals, reporting requirements, and compliance with Safe Harbors Homelessness Management Information System.
    4. Network with other service agencies to ensure continuum of care for residents.

     

    Fiscal Management:

    1. Prepare annual housing and services budget in consultation with Division Director.
    2. Monitor and control expenses within the constraints of the annual budgets, including monitoring monthly financial statements and reviewing financial needs prior to purchasing.
    3. Prepare and submit accounts payable for property at least once a week.
    4. Collect rent and other monies and make bank deposits daily. Review and address delinquencies monthly. On a quarterly basis, submit bad debt write-offs for approval.
    5. Negotiate rent increases with funders and monitoring agencies.
    6. Report on each property’s performance as it relates to revenue, expenses and occupancy through a monthly manager report.
    7. Complete quarterly billings/reports to Funders. Submit replacement reserve withdrawal requests to appropriate entity for approval.
    8. Maintain property operations through the use of Boston Post software including tenant ledgers, cash receipts, transactions, delinquencies, move-ins and move-outs. Review variances with appropriate Property Accountant.
    9. Assist accounting staff with annual audits.

     

    Contract Compliance and Reporting:

    1. Ensure compliance with all HUD, WSHFC, SHA and City of Seattle regulations and requirements.
    2. Ensure Compliance with Fair Housing and Landlord Tenant laws.
    3. Conduct certifications and re-certifications in a timely manner and according to tax credit requirements.
    4. Maintain accurate and organized tenant files per tax credit and SHA requirements and agency policies and procedures.
    5. Conduct ongoing review process to ensure that program standards are maintained.
    6. Responsible for collecting, compiling and dispersing all program reports as required.
    7. Ensure compliance with Housing Quality Standards and with all applicable building and fire codes and any other applicable regulations to protect program from any unwarranted fines or audit findings.

     

    Facilities Management:

    1. Ensure routine and preventive maintenance is being performed per agency policy and procedures.
    2. Oversee unit turns, including efficient scheduling and use of vendors, and coordination of maintenance and janitorial staff.
    3. Review/plan long-term maintenance programs for property including building systems and other components, building envelope, etc. in conjunction with Division Director and Facilities Director, to ensure structural integrity.  
    4. Conduct apartment and building inspections as required by funders annually and on an as needed basis. Coordinate with Seattle Housing Authority and any other funder for unit inspections.
    5. Accompany any representatives from any funders or contract administrator during inspections of property.
    6. Maintain building security.
    7. Work with service contractors i.e. landscape contract, pest control contract, etc. to ensure acceptable performance of the contract.
    8. Obtain bids from vendors as needed. Consult with Facilities Director and Division Director in determining capital improvement projects and developing scope of work proposals as needed.
    9. Ensure the implementation/testing of the property’s emergency preparedness plan and safety protocols.

     

    Other:

    1. Maintain regular, scheduled office hours.
    2. Ensure response to after hours lock outs/emergencies as needed. Respond to after-hour emergencies that may require management oversight.
    3. Represent ownership for Katharine’s Place to all funders and city representatives.
    4. Develop and maintain partnership with organizations or agencies to support low-income family housing.
    5. Successful completion of Tax Credit Compliance training within first year of employment.
    6. Perform other related duties as assigned.

     

    Bunkhouse Coordinator:

    1. Assure grant compliance, including review of new tenant intake information.
    2. Complete the quarterly O&M levy invoicing and work with the Bunkhouse to complete the annual O&M budget. 
    3. Responsible for annual budget and other necessary reporting to funders.
    4. Supervise maintenance and janitorial functions.
    5. Oversee long-term maintenance and upkeep of property.
    6. Regular communication and meetings with SHARE staff and Bunkhouse tenants.
    7. Act as liaison with the Washington Housing Equity Alliance Board of Directors. Communicate with the Board regarding issues with the Bunkhouse. 

    Qualifications

    JOB CONDITIONS:

    This position requires work in an environment where there may be exposure to maintenance and cleaning supplies. These are residential communities where there is cause to enter individual apartments, which may expose one to household odors including cigarette smoke, cooking smells, pet odors, etc. Other working conditions may include frequent interruptions, working alone, evening or weekend work, working long hours during peak periods, being on-call, interactions with angry persons, and extensive computer use.

     

    PHYSICAL AND MENTAL ACUITY REQUIREMENTS:

    The requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

    1. Able to hear telephone rings, phone and face-to-face conversation, door bells and emergency alarms.
    2. Able to speak clearly in person and on the telephone.
    3. Able to hand write legibly.
    4. Able to read normal size print and handwritten notes.
    5. Strong organizational ability.
    6. Able to sit for sustained periods of time.
    7. Able to walk the entire building (including stairways) to monitor activities and respond to emergency situations.
    8. Mobility/dexterity of hands/arms to enable keying into locked areas as well as using a computer and other office equipment.
    9. Regularly able to perform duties as assigned.
    10. Able to make independent decisions and apply sound judgment in performing job duties.

     

    MINIMUM QUALIFICATIONS: (Qualifications which applicants must possess to be considered for the position.)

    1. BA in Human or Social Services or related field; OR AA or equivalent plus two years’ experience working in direct Social Service; OR two years’ experience in direct social service to low-income populations and two years’ experience in low income residential property management.
    2. Two years’ experience working in Social Services.
    3. Understanding of basic property management concepts, or ability to quickly learn and apply these skills.
    4. Experience in word processing and spreadsheet applications (Microsoft Office preferred), and ability to learn property management software.
    5. Strong commitment to positive customer service and treating employees and residents with dignity and respect.
    6. Ability to communicate effectively both orally and in writing.
    7. Ability to work independently, off-site from direct supervisor.
    8. Strong supervisory skills: hiring, coaching, training and evaluating.
    9. Ability to work within the mission, goals and objectives of Catholic Community Services and Catholic Housing Services.

     

    PREFERRED QUALIFICATIONS:

    1. Case Management experience.
    2. Experience in serving those with special needs, such as homelessness, chemical dependency, HIV/AIDS, or mental illness.
    3. Experience working with youth.
    4. Experience in low-income housing setting.
    5. Multi-family low income property management.

    Knowledge of Tax Credit and/or Section 8 rules and procedures

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