Characteristics of Position
This position provides support to ACTS permanent supportive housing programs and is directly supervised by the Program Administrator-Housing. This includes managing scattered site leases and working with community based landlords to lease new units as needed by the program and ACTS owned properties. This position communicates and works with multiple apartment complexes, program staff and program participants. Also manages and tracks unit inspections and ensuring adherence to program contractual and documentation requirements. This is a full time position located in Tampa, FL.
Core Competencies
- Communications – Communicate with supervisor and established chain of command regarding daily operations; document all required information in a clear, legible, timely, concise and accurate manner.
- Relationship – Respects authority; models direct and clear communications with peers, clients and subordinates; culturally aware and respectful of differences.
- Administrative – Precisely documents events and transactions specific to job duties in approved Agency formats; understands and adheres to administration and program operating procedures.
- Technical – Utilizes Agency communication devices and information technology as a business tool; proficient, as required, in the use of Microsoft software including but not limited to Excel, Word, Access, and Outlook; DATIS, Traincaster, and related IT systems and software applications.
- Business Acumen – Adheres to agency policies.
- Professional – Behaves ethically; presents a professional image in appearance, communications and demeanor; adheres to Agency scheduling Policy; follows activity schedules; committed to personal professional development.
- Analytical – Establish a helping relationship with administrative and program management.
- Leadership – Seek to participate in effective approaches and training to enhance job skills; seek opportunities to mentor new staff; ability to recognize unsafe behaviors, situations, environments; acts to maintain the safety and well-being of persons receiving services, staff and community members.
Pre–requisite Requirements:
- High school diploma with three years of experience in business operations, property management or office management.
- Demonstrates proficiency in Microsoft Office, Outlook and the use of computers and software.
- Above-average skills in customer service, organization and time management, and verbal and written communication
- Ability to work with diverse groups in support of the agency mission and goals
- Knowledge of procurement and contracting, including local, state, and federal government requirements
- Must possess valid Florida Drivers’ license, have an industry-accepted driving history and maintain vehicle insurance required by State of Florida
- All ACTS, Inc. employees must be able and willing to work when expected to accommodate program and/or agency needs, participate in the agency’s Quality Improvement Program and attend all assigned/required trainings, practice on-the-job safety at all times, and demonstrate the ability to communicate and work with others and be respectful of peers, supervisors, clients, guests, etc. If required by contract or administrative rule, must fully participate NAPPI (crisis intervention) training and able to apply same to work setting.
Preferred Attributes
- Experience working in property or facility management
Physical /Safety/Health Considerations: Standard office environment; repetitive movement of hands/arms, e.g. typing and writing; occasional standing, sitting; extensive verbal and written communication; occasional lifting up to 25 pounds.Some travel in personally-owned vehicle to different program sites is required, with the possibility of overnight stays for site visits, meetings, or training.
Quantity of Work Expected: Commensurate with level necessary to fully meet obligations.
Scope of Responsibilities: Assist the Property Manager and others as assigned, by carrying out administrative duties which support the agency’s operations.
Supervision: Work is performed under the direction of the Property Manager. The position does not provide supervision to others.
Core Responsibilities/Essential Functions:
- Correspond with landlords regarding leased units and leasing of new apartment units within the community; track and renew leases, facilitate turning on/off utilities for units and manage any changes as needed.
- Communicate with landlords regarding lease violations, work with tenant and landlord to resolve leasing issues, and provide appropriate notifications to landlords and to sub-leasees regarding any changes to leasing agreement.
- Track initial and annual HQS inspections; coordinate with landlords any unit deficiencies noted during inspection and ensure unit is in compliance with HQS requirements. Report all unit issues to landlord; for ACTS owned units enter maintenance issues into electronic tracking system.
- Work with Program staff to manage rental calculations and the collection of rental fees. Document and track payments, working with the finance department to ensure proper record keeping.
- Monitor, inspect and report on facilities issues (ACTS owned or scattered site units).
- Manage maintenance plan for each facility.
- Coordinate maintenance, move client belongings and clean apartments as needed; process payment requests for services rendered.
- Understand and comply with contractual, agency and HUD requirements for program activities and services.
- Support the administrative needs of the Chief Housing Division Administrator.
- Maintain accurate and organized records.
- Performs related work as required/assigned.
The omission of specific statements does not preclude management from assigning specific duties not listed herein if such duties are a logical assignment to position.
ACTS is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status. ACTS is an EEO/AA DFWP Employer.
