Housing Management Specialist - Tenant Selection

Executive Office of Housing and Livable Communities (EOHLC ) is seeking a Housing Management Specialist in the Division of Public Housing, Bureau of Housing Management! AGENCY MISSION:

The Executive Office of Housing and Livable Communities (EOHLC) is charged with creating more homes in Massachusetts and lowering housing costs for residents.

Formerly known as the Department of Housing and Community Development (DHCD), EOHLC works with municipalities, local housing authorities, non-profit organizations, and development partners to provide affordable housing options, financial assistance, and other support to Massachusetts communities.

OVERVIEW OF ROLE:

The Housing Program Specialist III, (hereinafter known as the Housing Management Specialist is a position within the Executive Office of Housing and Livable Community's (EOHLC's) Division of Public Housing, Bureau of Housing Management. There are 20 staff within the Bureau of Housing Management.

The Housing Management Specialist is responsible for the asset management and the monitoring of operations for approximately 20 to 30 Local Housing Authorities (LHAs), comprised of properties that include both federal and state-aided housing, some with diverse funding streams including Low Income Housing Tax Credits (LIHTC), U.S. Department of Housing and Urban Development ( HUD ) guaranteed financing, Section 8, New Construction Substantial Rehabilitation and other low income housing financing. The Housing Management Specialist is primarily responsible for asset management activities and monitoring of property management operations, including program budgets and financial performance, compliance reporting, capital needs assessment and planning; and on-site management reviews of property operations. The incumbent assists in ensuring that LHAs report data through EOHLC systems and performs queries from data in EOHLC systems.

The Housing Management Specialist serves as principal liaison between EOHLC and assigned LHAs and provides technical assistance with management operations, including clarification on regulations, guidance, with policies, procedures and management systems. The incumbent participates in the development and implementation of housing management policies and procedures as they relate to public housing. The incumbent is responsible for detecting under-performing LHAs, analyzing operations and LHA financial systems.

The Housing Management Specialist is responsible for the oversight of the tenant selection procedures and regulations, rules and guidelines. They are responsible for providing support and guidance to Bureau and Division staff and LHAs regarding tenant selection and the Common Housing Application for Massachusetts Public-Housing (CHAMP) system as it relates to state-aided public housing. The incumbent oversees/has expertise/strong subject matter expertise in tenant selection. They use EOHLC regulations, Massachusetts General Laws and other pertinent material as guides in the performance of their duties.

Travel across the state and occasional evening or weekend work is required.

DUTIES AND RESPONSIBILITIES (these duties are a general summary and not all inclusive): 1) Portfolio of 15-20 Housing Authorities:

• Serves as principal liaison between the Executive Office of Housing and Livable Communities (EOHLC) and the assigned Local Housing Authority (LHA), maintaining clear and consistent communications with the Executive Director and LHA site staff regarding management of site operations as it relates to operating budgets, tenant selection, lease up of state-aided public housing units, unit turnover, maintenance, rent collections and annual EOHLC compliance reporting.

• Evaluates performance of assigned housing authorities by monitoring all aspects of housing authority operations for compliance with benchmarks and various statutes, regulations and guidelines.

• Reviews selection process and criteria for hiring Executive Directors, including establishing salary levels in accordance with EOHLC guidelines for Executive Director Hiring and published salary schedule.

• Responds, orally and/or in writing, to inquiries from LHAs, state legislators, local governments, tenants, tenant organizations, and the public-at-large concerning all facets of housing authority operations to ensure that all such inquiries are answered promptly and accurately.

• Reviews Annual Plans for assigned LHAs.

• Works collaboratively with LHAs, identifying under-performing housing authorities, providing technical assistance, advising LHA Boards of their required roles and responsibilities and/or making recommendations to Division of Public Housing and Rental Assistance (DPHRA) senior management staff of corrective action to be taken.

• Conducts on-site management reviews of assigned LHAs, to evaluate the effectiveness of the LHA's management systems, maintenance systems and finance systems, as well as regulatory compliance for each of the state-aided housing programs.

• Writes detailed management reviews citing deficiencies, making recommendations for corrections, and establishing a timetable for corrective action or other steps to address performance concerns.

2) Budget, Expenditure & Contract Reviews:

• Reviews (and revises, if necessary) LHA operating budgets for adherence to Division of Public Housing and Rental Assistance guidelines and approves/disapproves budgets.

• Reviews quarterly operating statements to monitor spending and recommend cost-saving methods.

• Reviews, revises, and recommends approval/disapproval of all housing authority contracts for executive directors, maintenance, legal, management, based on EOHLC guidelines and consultation with appropriate EOHLC bureaus in order to ensure conformance with EOHLC guidelines and procedures.

• Reviews, revises, and recommends approval/disapproval of all housing authority expenditures in excess of $10k; reviews all requests for capital improvements, purchases of equipment and furnishings in accordance with between EOHLC and the local housing authority in matters relating to management funding.

3) Training:

• Conducts workshops on a state-wide and/or regional basis for Executive Directors, LHA staff and commissioners of LHAs and for other interested housing professionals.

• Topic expert for tenant selection and CHAMP as it relates to state-aided public housing; provides support and guidance on tenant selection procedures, rules and guidelines.

4) Other Projects and Duties :

• Assists in developing reports and tracking required for tenant selection data.

• Prepares detailed reports for supervisor, Director Bureau of Housing Management, and the Undersecretary, Division of Public Housing and Rental Assistance.

• Researches and learns all facets of an assigned specialty, specifically, Tenant Selection.

• Represents the Executive Office, during business hours and occasionally during evening or weekend hours as assigned

PREFERRED QUALIFICATIONS:

1. Knowledge and experience with policies, procedures and systems of on-site property management, including budgeting/financial systems, operational systems and performance, regulatory and reporting requirements of asset management.

2. Knowledge and experience to evaluate and monitor performance benchmarks of management operations, such as rent collection, tenant selection, unit turnover, vacancies and budgets.

3. Knowledge of the capital needs and life cycle of housing developments.

4. Ability to evaluate LHA operations, identifying under-performing housing authorities and analyzing financial reporting of LHAs.

5. Ability to develop and evaluate budgets and pro formas.

6. Ability to interpret and apply the laws, rules, policies, procedures, and guidelines governing housing programs, including fair housing laws and the doctrine of reasonable accommodations.

7. Ability to evaluate existing housing policies and make recommendations to develop new policies to meet newly identified needs.

8. Must have strong community relations and communication skills and be able to maintain positive working relationships with various entities including LHA staff, tenants, organizations, local officials and committees, the public at large, etc.

9. Demonstrated ability to take initiative and work effectively independently and collaboratively.

10. Superior writing skills including the ability to develop written program summaries and training materials.

11. Excellent organizational skills, ability to manage and direct multiple projects simultaneously and meet deadlines within close time constraints.

12. Must have an understanding of the network of lenders and subsidy programs that comprise the Massachusetts affordable housing finance system. Familiarity with Section 8 and other federal public housing resources and programs is a plus. Requires an understanding of the real estate development process, including the planning, design, closing and construction phases. Experience with transactions involving public/private partnerships is a plus.

13. Experience in housing/property management or program administration, or closely-related area is preferred.

14. Experience in local public housing management--the administration of state-aided housing programs is a plus.

15. Ability to analyze management systems and finances for compliance with applicable laws and regulations highly desirable.

16. Ability to maintain extensive databases, and manage and maintain voluminous filing and documentation.

17. Ability to provide training and instruction.

18. At least intermediate proficiency using Microsoft Word, Excel, PowerPoint, and Access and able to quickly learn new software applications.

19. Occasional evening or weekend work may be required as part of the regular duties of this position.

20. Travel across the state will be required. Those employees who elect to use a motor vehicle for travel must have a current and valid Massachusetts Class D Motor Vehicle Operator's license or the equivalent from another state.

COMMENTS: Please upload resume and cover letter.

This position would be expected to follow a hybrid model of reporting to work that combines in-office workdays and work from home days, as needed.

Salary placement is determined by years of experience and education directly related to the position and the Human Resources Division's Recruiting Guidelines. In the case of a promotional opportunity, the salary provisions of the applicable collective bargaining agreement will apply to placement within the appropriate salary range.

Education, licensure and certifications will be verified in accordance with the Human Resources Division's Hiring Guidelines. Education and license/certification information provided by the selected candidate(s) is subject to the Massachusetts Public Records Law and may be published on the Commonwealth's website.

Qualifications: First consideration will be given to those applicants that apply within the first 14 days.

Minimum Entrance Requirements:

Applicants must have at least (A) four years of full-time, or equivalent part-time, professional experience in real estate management, property management, public housing program management, public housing program development or public housing program administration, or (B) any equivalent combination of the required experience and the substitutions below.

Substitutions:

I. An Associate's degree with a major in real estate, public administration, business administration or business management may be substituted for a maximum of one year of the required experience.*

II. A Bachelor's degree with a major in real estate, public administration, business administration or business management may be substituted for a maximum of two years of the required experience.*

III. A Master's or higher degree with a major in public administration, business administration or business management may be substituted for a maximum of
three years of the required experience.*

*Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.

Special Requirements: Based on assignment, possession of a current and valid Massachusetts Motor Vehicle Operator's License may be required.

Comprehensive Benefits

When you embark on a career with the Commonwealth, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package. We take pride in providing a work experience that supports you, your loved ones, and your future.

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An Equal Opportunity / Affirmative Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.

The Commonwealth is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, disability, national origin, veteran status, or any other basis covered by appropriate law. Research suggests that qualified women, Black, Indigenous, and Persons of Color (BIPOC) may self-select out of opportunities if they don't meet 100% of the job requirements. We encourage individuals who believe they have the skills necessary to thrive to apply for this role.