CCSWW

  • Portfolio Division Director

    Job Locations US-WA-Seattle
    Posted Date 2 weeks ago(11/7/2018 6:14 PM)
    Job ID
    2018-3418
    # of Openings
    1
    Category
    Housing - Direct Service
    Min
    USD $73,839.48/Yr.
  • Overview

    AGENCY DESCRIPTION:

     

    Catholic Housing Services believes everyone deserves the right to a safe, affordable place to call home.  Inspired by this vision, CHS develops, owns and manages affordable housing programs for low-income families and individuals; currently including 2,100 units of housing in 50 different buildings across Western Washington.   We provide supportive services for people who have experienced homelessness, low income seniors, farm worker families, and those who have special physical and mental needs.

     

    Following best practices in serving individuals with chronic histories of homelessness, CHS has developed several Permanent Supportive Housing Communities that follow a Housing First, Harm Reduction based model of services.  As CHS has continued to grow and expand, we have identified a need for leadership and vision for this expanding group of properties in King County. 

     

    POSITION DESCRIPTION:

     

    This growth position is an exciting opportunity for the new Division Director to bring leadership around Housing First best practices to our agency to ensure we provide the highest quality housing to chronically homeless individuals.  

     

    The Division Director, Permanent Supportive Housing (PSH) is accountable for overseeing and ensuring the quality of our housing and the financial sustainability of a portfolio of 13 affordable housing developments as designated by the Director of Property Management. The Division Director oversees housing operations, supervises housing management and maintenance staff, and is accountable for financial and key performance indicators of the assigned portfolio; and collaborates with other departments or community agencies that provide supportive services to residents.

     

     

    The Management Staff consists of Business Managers and Maintenance Staff.  Business Managers at each site oversee the property management activities on site, and coordinate with the maintenance team for service to their buildings.  The Division Director will directly supervise these Business Managers and oversee all aspects of the housing operations of this group of 15 buildings, ensuring high quality housing promoting housing stability, sound financial management, compliance with funder requirements, and long-term planning for building maintenance to ensure residents are well served by these buildings for many years to come.

     

    Additionally the Division Director will participate in advocacy activities and represent the agency to the government and community organizations that work to serve the poor and vulnerable.  

     

    Responsibilities

     

    SUPERVISION AND LEADERSHIP

    1. Provide leadership to staff in the areas of property management and compliance as well as in the area of supporting and promoting the mission of the agency and advocacy in the community.
    2. Select, supervise, train and evaluate the on-site business manager of each property.
    3. Support the professional growth and development of staff supervised.
    4. Create a positive company culture for staff growth and retention.
    5. Respond to tenant complaints and issues promptly and seek resolution at the lowest level possible.
    6. Promote training and support for employees, and facilitate regular staff meetings.
    7. Assist in the promotion of “community” within CHS buildings by working closely with service staff.
    8. Provide leadership and vision for how CHS can best serve residents through a Housing First model. Promote best practices and seek opportunities for ongoing program development.
    9. In collaboration with the Director of Supportive Services for PSH, represent the agency in local government and community efforts to end homelessness. Also participate in advocacy efforts around ending homelessness.
    10. Promote and develop on-going training and support around best practices in Housing First, Harm Reduction, Grief and Loss, and other relevant topics. Also ensure attendance at all CCS/CHS mandatory trainings for site employees.
    11. Build relationships with local neighborhood and community representatives to further common goals.
    12. Develop and safe-keep a workplace which values and supports a culturally and ethnically diverse work environment.

     

    PROPERTY OPERATIONS MONITORING

    1. Monitor occupancy standards by review of unit turns, including efficient scheduling and use of vendors. Monitor leasing of vacant units and marketing efforts for each property, including unit turnover maintenance and coordinating with referral agencies for tenant qualification and move-in.
    2. Monitor property operations using property management software including tenant ledgers, cash receipts, transactions, delinquencies, move-ins, move-outs, month-end reports, service requests and income certifications.
    3. Eviction Prevention: Residents in Housing First programs often have numerous behavioral challenges due to chronic intoxication or addiction, mental health concerns, medical issues, and challenges adjusting to living indoors after years living outside or in shelters.  The Division Director works with Program Directors and the staff team at each building to keep residents in housing.  This can include individual conversations with residents, issuing legal notices, and other creative strategies to keep residents in housing.  The Division Director should agree we have exhausted all possible alternatives when we are moving toward evicting a resident that will result in a return to homelessness.
    4. Meet with Business Managers regularly to provide support in serving challenging populations, while also monitoring that the program is on track fiscally, in compliance with all contract obligations, and that the facility is kept in good repair.

     

    SUPPORTIVE SERVICES

    1. Work collaboratively with the CCS Director of Supportive Services for PSH to enact policies and procedures that ensure the highest quality provision of housing for residents.
    2. Ensure that weekly structured meetings are scheduled and held at the site level between Program and Business management.
    3. Addressing Emergency Situations: The Division Director is often called on by Business Managers when there is a significant incident at a program.  The Division Director must demonstrate sound judgement when responding to new, challenging situations, and bring leadership to responding to situations that are not always clearly defined by policies and procedures.
    4. Community: Catholic Housing Services value promoting community in our building, so residents truly have a place to call home.  The Division Director provides leadership with staff to ensure our buildings are a comfortable home for all residents. 
    5. Grief and Loss: Because many residents in our Housing First programs are near the end of their lives, the Division Director provides leadership for staff and residents in dealing with grief and loss of valued members of the community. 

     

    FISCAL MANAGEMENT

    1. Ensure that annual budgets for property operations are prepared for each property in accordance with the CHS budget process.
    2. Monitor and control expenses within the constraints of the annual budget including monitoring monthly financial statements and reviewing variances with appropriate Property Accountant and Site Manager. Also ensure programs submit timely billings, reports, write off bad debt, and process invoices promptly to ensure financial stability.
    3. Monitor collection of rent and other monies, review bank deposits; review delinquencies to ensure profitability for each property.
    4. Monitor replacement reserve accounts for each property. Work with Program Directors to ensure timely requests for withdrawals.
    5. Assist accounting staff with annual audits as needed.
    6. Negotiate rent increases with funders and monitoring agencies.

     

    BUILDING SAFETY AND SECURITY

    1. Monitor and follow up on incident reports related to safety issues for tenants or staff; enforce workplace safety policies. Ensure staff is trained in safety and risk management issues, including knowing the procedures to manage resident or site emergencies.
    2. Collaborate with the Facilities Director to identify maintenance issues and capital needs that affect building security and safety; coordinate response to identified needs.
    3. Monitor and continue development of CHS’s emergency preparedness program, including emergency response plans for each building in the event of earthquakes, fires, and extreme weather events. Ensure each property has an emergency evacuation plan.

     

    FACILITIES MANAGEMENT

    1. Perform site visit of each property at least once per month.
    2. Review/plan long-term maintenance programs for each property including building systems and other components, building envelope, etc. with funder(s), the Business Manager, and the Facilities Director to ensure structural integrity.
    3. Monitor and track unit turnover and unit service for timeliness and positive property conditions.
    4. Monitor annual apartment inspections for each property to ensure they have been completed and documented.
    5. Negotiate service contracts with vendors i.e. landscape contract, pest control contract, etc.
    6. Follow the Procurement procedures for vendor management and purchasing.
    7. Work with Commercial Tenants as needed on lease or building issues.
    8. Respond to after-hour emergencies that may require management oversight.

     

    NEW PROGRAM DEVELOPMENT                                                                          

    1. In conjunction with other appropriate staff during the development process ensure the program, staffing and facilities designs meet needs of the population to be served.
    2. Develop operations budget for new projects as needed.
    3. Hire on-site staff in preparation of opening a new project.
    4. Write the management plan for new project.
    5. In coordination with compliance specialists ensure the lease up meets all compliance requirements and timelines.

     

    COMPLIANCE                                                                             

    1. Work with the compliance specialist to ensure each property staff is fully trained in the specific compliance requirements of the properties.
    2. Supervises staff to ensure timely income certifications.
    3. Follow up with the compliance specialists to ensure properties are meeting set-aside requirements as required by each funder.
    4. Coordinate with the compliance specialists and appropriate site staff to ensure reports to all funders are completed accurately and within set deadlines.
    5. Monitor properties to ensure they are in compliance with Fair Housing and Landlord Tenant laws.
    6. Assist accounting staff with annual audits.
    7. Represent management at all Funder inspections for sites under supervision

     

    OTHER

    1. Represent ownership for asset managers of funders such as Tax Credit investors, public and private lenders.
    2. Develop and maintain partnerships with organizations or agencies to support low-income housing.
    3. Perform other related duties as assigned.

     

    Qualifications

    1. Minimum of five years of property management experience in affordable housing with regulatory restrictions or rent subsidies, including familiarity tax credit financed properties.
    2. Minimum of three years working with special needs population or equivalent educational experience.
    3. Ability to communicate effectively both orally and in writing.
    4. Strong supervisory skills: hiring, coaching, training and evaluating.
    5. Experience working with ethnically and economically diverse people.
    6. Proficiency with computers (especially Windows and MS Office, Boston Post), and ability to learn property management software.
    7. Requires current driver’s license, auto insurance, and access to reliable transportation to be able to visit sites regularly and in case of emergencies. (Mileage reimbursement is provided.)
    8. Successful completion of Certified Occupancy Specialist within one year of hire.
    9. Commitment to working within the mission, goals and values of Catholic Community Services/ Catholic Housing Services.

     

    PREFERRED QUALIFICATIONS:

    1. Experience working with low income adults.
    2. Experience in elderly, special needs and/or multi-family property management.
    3. Experience in housing with resident support services provided on site.

     

    SUBSTITUTE QUALIFICATIONS:

    1. Five years or more experience in Property Management, Asset Management or equivalent management experience (may substitute for affordable Housing Management experience).
    2. Experience with affordable housing regulatory or funding organization that demonstrates knowledge of compliance and affordable housing requirements.

     

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