CCSWW

  • Division Director - HUD

    Job Locations US-WA-Seattle
    Posted Date 4 weeks ago(12/23/2018 6:17 PM)
    Job ID
    2018-3472
    # of Openings
    1
    Category
    Housing - Direct Service
  • 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

     

    Position Description

     

    The Division Director, HUD is accountable for overseeing and ensuring the quality of our housing and the financial sustainability of a portfolio of 15 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.

     

    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. In the course of performing the duties of the Division Director - HUD, it is not uncommon to see, engage or be confronted with first hand – or encounter first hand – the following: violence and threats of violence; profane, racist and/or sexist language; bodily fluids; conflict; interactions with First Responders; alcohol and street drugs; cigarette smoke; death of service participants or her/his associates; nudity of service participants or her/his associates; friends/family dynamics with service participants; people involved with sex work; people involved in the drug trade; persons used against their consent, will or knowledge; people in conflict with the law; and/or other situations that may be unsettling. Measures are taken to train staff to appropriately deal with these situations, but those in the position should reasonably expect these types of things to occur. The supervisor will provide appropriate direction and support to these situations. 

    Responsibilities

    Supervision and Leadership

    • 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.
    • Select, supervise, train, and evaluate the on-site business manager of each property.
    • Support the professional growth and development of staff, facilitate regular staff meetings, and develop a workplace which values and supports a culturally and ethnically diverse work environment.
    • Respond to tenant complaints and issues promptly and seek resolution at the lowest level possible.
    • Assist in the promotion of “community” within CHS buildings by working closely with service staff.
    • 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.
    • 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.
    • Build relationships with local neighborhood and community representatives to further common goals.

     

    Property Operations Monitoring

    • 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.
    • 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.
    • 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. All possible alternatives should be exhausted when we are moving toward evicting a resident that will result in a return to homelessness.
    • Meet with Business Managers/Property 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

    • Supervise and support staff in meeting HUD requirements for supportive service provision.
    • Work collaboratively with local Supportive Services providers to enact policies and procedures that ensure the highest quality provision of housing for residents.
    • Addressing Emergency Situations: The Division Director is often called on by Business Managers/Property 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.
    • 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. 
    • 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

    • Assure that annual budgets for property operations are prepared for each property in accordance with the CHS budget process.
    • 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.
    • Esure programs submit timely billings, reports, write off bad debt, and process invoices promptly to ensure financial stability.
    • Monitor collection of rent and other monies, review bank deposits; review delinquencies to ensure profitability for each property.
    • Monitor replacement reserve accounts for each property. Work with Program Directors to ensure timely requests for withdrawals.
    • Assist accounting staff with annual audits as needed.
    • Negotiate rent increases with funders and monitoring agencies.

    Building Safety and Security 

    • 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.
    • Collaborate with the Facilities Director to identify maintenance issues and capital needs that affect building security and safety; coordinate response to identified needs.
    • 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

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

     

    New Program Development                                                                           

    • 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.
    • Develop operations budget for new projects as needed.
    • Hire on-site staff in preparation of opening a new project.
    • Write the management plan for new project.
    • In coordination with compliance specialists ensure the lease up meets all compliance requirements and timelines.

     

    Compliance                                                                              

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

     Other

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

     

    Qualifications

    Job Conditions

    This position requires entering facilities where there may be exposure to maintenance and cleaning supplies.  There may be 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 individuals who are angry and/or dealing with mental health or substance abuse issues, extensive use of computers.

     

    Physical and Mental Acuity Demands

    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.

    • Able to hear telephone rings, phone conversation, door bells, emergency alarms and face-to-face conversation.
    • Able to speak clearly in person and on the telephone.
    • Able to hand write legibly.
    • Able to read normal size print and handwritten notes.
    • Able to sit for sustained periods of time.
    • Able to walk buildings (including stairways) and grounds as needed to inspect properties.
    • Mobility/dexterity of hands/arms to enable keying into locked areas as well as using a computer and other office equipment.
    • Regularly able to perform duties as assigned.
    • Able to make independent decisions and apply sound judgment in performing job duties.

     

    Minimum Qualifications

    • Minimum of five years of property management experience in affordable housing with regulatory restrictions or rent subsidies, including familiarity tax credit financed and HUD subsidized properties.
    • Minimum of three years working with special needs population or equivalent educational experience.
    • Ability to communicate effectively both orally and in writing.
    • Strong supervisory skills: hiring, coaching, training and evaluating.
    • Experience working with ethnically and economically diverse people.
    • Proficiency with computers (especially Windows and MS Office, Boston Post), and ability to learn property management software.
    • 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.)
    • Successful completion of Certified Occupancy Specialist within one year of hire.
    • Commitment to working within the mission, goals and values of Catholic Community Services/ Catholic Housing Services.

    Preferred Qualifications

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

     

    Substitute Qualifications

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

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