Senior Housing and Grounds Manager - Generations Ashe

SENIOR HOUSING AND GROUNDS MANAGER

General Statement of Duties

Performs various clerical and managerial duties relating to Ashe Senior Village housing for senior citizens.

Distinguishing Features of the Class

An employee in this class is responsible for performing a variety of clerical tasks in apartment managerial duties. Work is performed in accordance with established procedures and is facilitated by computer software packages. The employee works with some independence on a daily basis, and independent judgment and initiative are required. Work is performed under the general supervision of the Executive Director and is monitored through informal conferences.

Essential Duties and Tasks

Accept and acknowledge telephone inquiries regarding rental units.

Release information about eligibility for project.

Release application for admission upon request.

Advertise and provide tours of the facility and units as needed. Keep log of applications released.

Review application and notify if eligible or ineligible to be placed on waiting list.

Enter eligible applicant information in computer. Maintain active waiting list.

Contact applicant and schedule personal interview when there is a vacancy.

Obtain applicant’s consent to release of information (HUD Form 9887 & 9887-A). Verify information from applicant regarding income, assets and expenses. Complete credit and criminal background checks. Complete interviewer’s worksheet. Notify applicant of offer of admission or rejection and reason. Schedule times to sign lease and other pertinent documents. Collect security deposits, rent, cable tv monies and receipt each one separately. Maintain resident files. Perform recertification in a timely manner. Transmit vouchers to HUD monthly.  Print Enterprise Income Reports and file in a timely manner.

Collect laundry money and prepare for deposit.

Have work order forms available for residents to request service on their unit. Maintain work order file

Keep current with regulations with newsletters, in-person and online training. 

Additional Job Duties

Coordinate cleaning needs of ASV with maintenance intern or team.

Ensure compliance with all HUD requirements and corresponding inspections.

Respond to tenant complaints. Coordinate appeal hearings for applicants denied for tenancy.

Work with finance officer to prepare yearly budget for HUD approval. Work with finance officer and executive director to complete the annual audit for ASV.

Building Needs

Coordinate all building repairs with maintenance team-prioritizing needs, taking the lead in scheduling, and communicating with contractors and service providers as needed.

Coordinate grounds upkeep with maintenance team and outside contractors for mowing, snow removal, etc.

Coordinate rehabilitation of apartments with maintenance and/or outside vendors as apartments are turned over. Coordinate maintenance contracts for all buildings.

Purchase needed supplies and parts for ASV and coordinate with maintenance team for other buildings to source needed supplies and replacement parts.

Ensure compliance with all HUD requirements and corresponding inspections. Review maintenance schedule of common areas of facility. Ensure work orders are completed in a timely manner Assist with unit inspections as needed. Post emergency information in common areas. 

Report to Board of Directors at request of Executive Director. Coordinate resident meetings and social events for residents. Other duties as assigned by Executive Director.

Knowledges, Skills, and Abilities

Knowledge of computer operations and software as they relate to assigned tasks. Ability to follow HUD rules, regulations, policies, and practices. Ability to verify forms for accuracy and completeness. Ability to read and interpret federal and state rules and regulations and apply to a variety of situations. Ability to follow oral and written instructions and procedures. Ability to enter data into a computer system with accuracy and attention to detail. Ability to complete records accurately. Ability to change procedures in timely manner when rules and regulations are modified. Ability to establish and maintain effective working relationships with other employees and supervisors. Ability to moderate and resolve concerns of or between tenants Ability to use good judgment and discretion in handling confidential information.

Physical Requirements

Must be able to perform basic life functions of fingering, talking, and repetitive motions. Must be able to perform sedentary work exerting up to 25 pounds of force occasionally and/or a negligible amount of force frequently or constantly to move objects. Must have visual acuity to operate a computer terminal.

Desirable Education and Experience

Graduation from a high school. Proficient computer skills, and some housing management experience, or bookkeeping and office management experience. Ability to communicate effectively orally and in written form. Ability to relate to older adults and demonstrate special interest in senior citizens.