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Assistant Housing Site Manager

City of Madison Wisconsin
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The City of Madison Community Development Authority (CDA) is seeking a high qualified, mission-driven individual to join our team. The Assistant Housing Site Manager will assist the Triangle Housing Site Manager at the Triangle Site Office, which manages 366 subsidized housing units in downtown Madison.

This highly responsible position will assist the Triangle Housing Site Manager with daily operations of the Triangle housing site including supervisory/managerial and administrative functions, as well as resident and community relations. The employee will be responsible for knowing and complying with Housing and Urban Development (HUD) regulations.

This position has a strong emphasis on establishing and maintaining effective relationships with future and current residents. The employee must be able to independently coordinate many projects while encountering numerous disruptions keeping a friendly and positive attitude at all times. The employee must also be able to exercise considerable judgment and discretion when interacting with a diverse population in a variety of different situations. Under the general supervision of the Triangle Housing Site Manager, this position will provide general leadership to the site staff as directed.


 

IMPORTANT: A COMPLETE APPLICATION MUST INCLUDE ANSWERS TO THE SUPPLEMENTAL ESSAY QUESTIONS LISTED ON THE SUPPLEMENTAL QUESTION TAB OR FOUND AT THE BOTTOM OF THE JOB BULLETIN.  YOU MUST ANSWER THE QUESTIONS AND ATTACH YOUR ANSWERS IN THE ATTACHMENT SECTION OF YOUR APPLICATION. 
 
**APPLICATIONS RECEIVED WITHOUT ESSAY RESPONSES WILL IMMEDIATELY BE ELIMINATED FROM CONSIDERATION.**

 

Stated salary is scheduled for a 2% increase in July 2024.  

Employees may be eligible for loan forgiveness through the Public Service Loan Forgiveness Program.  

The City of Madison is an equal opportunity employer functioning under an affirmative action plan. We value diversity, equity, inclusion, and belonging. Black, Indigenous, people of color, women, trans, nonbinary, and individuals with disabilities are encouraged to apply! 

 

Examples of Duties and Responsibilities

 

Resident Support and Coordination

  • Show apartments to prospective residents.
  • Coordinate move-in process with new residents, including scheduling a meeting with Housing Site Manager to fill out required paperwork, scheduling the actual move in time, and physically inspecting the apartment.
  • Coordinate move-outs, including scheduling the move-out time, physically inspecting the apartment, and collecting any City property.
  • Perform annual inspections and follow up inspections (if necessary) of apartments in accordance with HUD and CDA regulations.
  • Perform regular housekeeping inspections on those units deemed unsanitary by the Housing Site Manager. Take the lead and monitor efforts with residents who have hoarding and health and safety housekeeping issues.
  • Perform site inspections of our housing stock. This includes ensuring residents are adhering to CDA polices.
  • Perform no income meeting with residents in accordance with HUD regulations.
  • Track and monitor community service requirements in accordance with HUD regulations.

 

Liaison and Supportive Services

  • Make continual contact with future and current residents. Provide ongoing support and create and maintain a close working relationship with residents due to their continued residency with CDA.
  • Provide information and referrals regarding various social service needs for residents.
  • Assess resident problems and issues and refer to Service Coordinator and community services, as appropriate.
  • Provide information to residents on related policies, procedures, and CDA services and standards.
  • Mediate disputes among residents, between residents, between other City staff and/or contractors. This may include conducting informal and formal grievance hearings according to HUD and CDA policies and procedures.
  • Maintain awareness of various social service and community outreach programs that may be useful to residents.
  • Work with outside agencies who provide support to our residents such as NewBridge, Community Action Coalition (CAC), Care Wisconsin, Journey Mental Health, Badger Volunteers, Edgewood College Students.

 

Financial Functions and Support

  • Oversee the tracking of invoices and receipts that have been sent to the office that need to be processed for payment by other office staff.
  • Oversee the payment of all site office and maintenance bills by other office staff.
  • Maintain records and keep track of all reoccurring bills and payments that must be processed on a regular basis.
  • Contact contractor or company to discuss any inconstancies or problems in the billing of service provided.
  • Reconcile all employee purchasing cards.

 

Supervision of Employees, Office operations, and Site operations

  • Supervise CDA Triangle office and maintenance staff as assigned by the Housing Site Manager or in their absence.
  • Oversee contractors as assigned by the Housing Site Manager.
  • Oversee pest control which includes working with the contractor, scheduling pest control treatments, and working with the residents to ensure they are ready for scheduled treatments.
  • Assign work to administrative staff and monitor for completeness, including the recertification process.
  • Assign work orders to on-site maintenance personnel and monitor work for completeness.
  • Process reasonable accommodations according to HUD, CDA, and Fair Housing policies and procedures.
  • Process transfer requests.
  • Hire, train, and monitor performance of administrative staff.
  • Recommend disciplinary action for performance problems or work rule violations.
  • Assist Housing Site Manager in processing grievances and discipline.

 

Miscellaneous Administrative Functions

  • Answer telephone and assist walk-in residents and/or customers.
  • Prepare required documentation for site audits by HUD and Real Estate Assessment Center (REAC).
  • Plan/coordinate financial arrangements in the absence of the Site Manager.
  • Collect documentation and prepare eviction notifications as assigned by the Site Manager. Represent the CDA in court proceedings.
  • Complete ongoing research and review of Local, State, and Federal guidelines and regulations to ensure site is in compliance.
  • Interpret site policies and procedures and develop, coordinate, and implement new work procedures and methods.

Perform other duties as assigned.

 

Minimum Qualifications

  • Four (4) years of varied administrative and/or office management experience, which includes budgeting, purchasing and/or personnel management; AND
  • One (1) year of directly-related supervisory/leadership and programmatic experience which includes administrative and reporting responsibilities, such as invoicing, processing work orders, processing applications, etc.

-OR-

  • Bachelor's degree from an accredited college or university in Business, Accounting, Real Estate, or related field.

 

If an applicant does not possess the specific requirements outlined above, HR will review the application materials to determine if the applicant possesses the following equivalent experience:

Four (4) years of experience applying the following: 

  • Administrative office practices and procedures.

Two (2) years of experience applying the following: 

  • Housing and/or property management practices.
  • English composition, correct punctuation, spelling, grammatical usage, and acceptable business letter and report formats.
  • Business math and basic accounting and budgetary practices.
  • Computers and ability to use computer software applicable to the duties of the position, including Microsoft Office.
  • Supervisory principles and practices.

 

The City of Madison strives to provide exceptional customer service to all its residents and visitors. Therefore successful candidates will have demonstrated ability to effectively work with multicultural communities, and the ability to:

-Understand and implement federal housing principles, programs, practices, criteria, and terminology.

-Problem solve, prioritize, and multi-task. 

-Follow agency confidentiality policies and maintain the confidentiality and integrity of the client data.

-Effectively represent the Housing Operations Division.


For a complete list of the Knowledge, Skills, and Abilities, please see the class specification.

 

 

Special Requirements

Possession of a valid driver's license.

Tax Credit Specialist and Public Housing Management certifications are required to be completed within six months of appointment. Failure to obtain the certifications within this time frame will result in removal from  the position, absent extenuating circumstances.



Physical Requirements:

Work in this position is primarily sedentary, requiring the ability to sit/stand at a desk, work on a computer, and use a monitor for extended periods of time. This includes the ability to perform prolonged and repetitive data entry. The employee must have the ability to work in a stressful environment. The employee will need to store and retrieve resident files and must have the ability to lift 25 pounds. The employee will also be expected to physically access all areas of the site to monitor work and perform inspections. This includes the ability to access third floor apartments by climbing a 25-step staircase.

*The payroll title is Administrative Supervisor.