SUMMARY: Provides direction in day-to-day operations of assigned building(s) within CJE’s independent housing portfolio. Oversees administrative, financial, maintenance and regulatory compliance. Hires, trains and supervises all on-site staff. Assures that full occupancy and an active-waiting list is maintained at the subject site(s).
Essential Duties and Responsibilities include the following. Other duties may be assigned.
Responsible for all phases of operations at assigned building(s).
Hires, trains and supervises administrative and maintenance staff. Performs evaluations and handles termination when necessary. Assists staff in preparation of goals. Makes necessary recommendations for salary increases/promotion in accordance with agency’s policies.
Certifies all applicants and tenants in the certification process. Determines applicant household’s eligibility for Housing Assistance (Section 8) as well as rent.
Prepares all required documentation for tenancy including leases.
Bids out necessary on-site work and oversees maintenance related contracts (i.e., elevators).
Prepares annual budgets and monthly operating reports as well as monthly Housing Assistance Vouchers.
Approves all expenditures and monitors petty cash account.
Collect and reconcile rents and other revenue on a monthly basis.
Responsible for maximizing income and maintaining full census at assigned building(s).
Responsible for admissions, discharges, leasing and rental activities.
Responsible for maintaining a clean, pleasant physical environment and safe and secure building(s) to insure that property(s) are well-maintained. Interacts with janitors/engineers in the building and unit inspection process, maintenance issues/education, fire drills and evacuation procedures. Assure that building(s) is maintained in accordance with CJE’s Minimum Property Standards and in accordance with appropriate regulatory agencies.
Assists in preparation of preventive maintenance plans and cycle schedules (painting, cleaning/replacement of carpet, cleaning/replacement of wall covering, cleaning/replacement of drapery) for each site.
Work with CJE staff in assessing capital needs. Prepare capital budget. Monitor funding sources (Reserve for Replacement Account). Monitor useful life of capital equipment.
Develop building policies and procedures and communicate these to residents, families and staff. Evaluate policies and procedures on a regular basis and assure that they are compliant with any applicable regulatory agency. Maintain Tenant Selection Plan and Hours Rules.
Maintain all resident files in a neat and efficient manner.
Maintain, open, close and review applicant waiting list(s). Update Tenant Selection Plan and Affirmative Fair Housing Marketing Plan as needed. Perform marketing activities by providing tours, in accordance with overall agency marketing plans. Provide presentations to the community on CJE’s independent apartments as well as other CJE services.
Maintain weekly census reports and other related statistical data upon request.
Communicate with residents with regard to all management issues, policies and social activities, including the preparation of monthly newsletters, bulletins and management memorandums.
Plan and organize social and educational activities with other staff if applicable. Analyze resident’s needs and interests. Evaluate effectiveness of such events. Coordinate and meet with resident committees in planning activities. Make recommendations when change is necessary.
Coordinate with other service providers (i.e., Director of Smith Center or Village Manager) to ensure continual upkeep of senior center and other joint programs and activities.
Interact with residents on a regular basis. Work with resident, service providers and family in the provision of necessary services to further enhance the resident’s independence and quality of life. Provide referral to outside services and agencies.
Maintain on-going relationship with other CJE housing providers. Attend agency meetings and training as they occur. Keep abreast of agency policies and procedures.
Maintain on-going knowledge of current issues relating to aging and elderly housing. Attend professional conferences when necessary. Act as an advocate on behalf of the residents being served.
Reviews compliance with Regulatory Agencies.
HUD, IHDA, Local Building Department, Local Fire Department, OSHA & Other regulatory agencies
Be available to perform additional related duties as assigned.
Receives direct supervision form the Director of Independent Housing. Provides supervision and guidance to all administrative and maintenance staff as well as volunteers.
Responsible for overall compliance with federal, state and local laws, rules, regulations, standards, and adherence of safe work practices. Responsible for detection and reporting of non-compliance and for staff attendance at required in services.
Exposure to bloodborne pathogens is not likely to occur in this position
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The individual must be self-motivated and directed and in need of minimal supervision. The requirements listed below are representative of the knowledge, skills and/or ability required for this position.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience:
Education – Requires a Bachelors degree in Management, Social Services, Real Estate, Business or relevant discipline from an accredited university or college.
Experience- No less than five (5) years in property management and/or real estate practices. Experience should include at least five (5) years in management/supervisory experience, preferably in a real estate related field and government funded programs.
Experience working with regulatory agencies.
Necessary certifications as required (i.e., Certified Occupancy Specialist.)
Reasoning Ability – Able to solve practical problems and deal with a variety of situations where only limited regulations/standards exist.
Computer Skills – Requires general knowledge of spreadsheet (data), word processing software and the management of electronic mail.
Use of own car or other preferred mode of transportation.
Ability to read, analyze and interpret technical procedures and regulations. Ability to write reports necessary correspondence and procedure manuals. Ability effectively present information and respond to questions from manager, customers, professionals and the general public. Although not required, being bi-lingual in Russian and English is a plus.
Certifications, Licenses, Registration
Certified Occupancy Specialist (COS) or related training and certification highly recommended but not required.
Displays behavior that creates service culture at CJE by understanding the needs of our clients and customers and demonstrating a strong bias toward service, quality and customer satisfaction.
Internal Number: 370000
About CJE SeniorLife
For over 40 years, CJE SeniorLife has been helping older adults pursue lives of meaning, independence and good health. Today, CJE has over 700 employees who provide 20,000 older adults and family members annually with a myriad of programs and services including independent housing, assisted living, home delivered meals, transportation, long and short-term skilled nursing care, adult day services, geriatric care management, health and wellness activities, support groups for clients and caregivers, and numerous lifelong learning opportunities.