Post Date: 11/05/2018
Close Date: 12/07/2018
Title: Manager of Compliance and Training/ Property Management
Department: Property Management
Reports to: Director of Property Management
FLSA Status: Exempt
Salary Range: $60,000 -$80,000
REACH is an equal opportunity employer that strives to create a diverse workforce and an inclusive culture.
This organization believes that each employee makes a significant contribution to our success. That contribution should not be limited by the assigned responsibilities. Therefore, this job description is designed to outline primary duties, qualifications and job scope, but not limit the employee nor the organization to just the work identified. It is our expectation that each employee will offer his/her services wherever and whenever necessary to ensure the success of our endeavors.
The Manager of Compliance and Training manages key operational procedures related to compliance in Property Management including policies, training and databases to ensure that REACH effectively and efficiently navigates the complex regulatory environment in which it operates. This position maintains expert and current knowledge of compliance concepts and practices and communicates that information to management and to site staff. The Manager of Compliance and Training advises the Property Management and Asset Management teams, writes and updates compliance procedures, develops and manages compliance data systems, and designs and delivers training to groups and to individual staff members to support consistent and high quality compliance practices across the organization. REACH participates in multiple regulatory programs including LIHTC, multiple HUD programs, HOME, RD, Fair Housing, HOPWA, REAC, State of Oregon, State of Washington, and other federal, state, and local programs. This position supervises the Compliance Specialist.
Essential Functions/Major Responsibilities:
• Understand and keep current on compliance and regulatory requirements and updates for all major affordable housing programs.
• Maintain familiarity with contractual requirements of private and public investors and lenders at all sites, including use agreements, income and rent limits, reporting requirements, and audit cycles.
• Understand the implications and complexities of regulatory changes and updates and ensure that site staff and managers receive clear, concise, and timely written interpretations of changes.
• Advise Portfolio Management team in management of Fair Housing issues, waiting lists, tenant selection plans, rent limits, HUD systems, and other operational processes.
• Communicate effectively and develop consensus with respect to the organization’s compliance policy position(s) with investors, federal, state, and local government agencies, community partners, and other stakeholders.
• Participate in external trainings, take leadership in the industry, and demonstrate other strategies to maintain up to date knowledge and accurate interpretation of changes to regulations and rulings at federal, state, and local levels.
• Consult with and provide support to Housing Development in planning for new projects.
• Act as Super user of property management software and databases, developing and documenting best practices related to compliance for software users.
• Develop, document, and deploy new and updated policies, procedures, and forms to ensure efficient and consistent compliance with tenant selection plans, waiting list management, screening criteria, and marketing practices for all properties. Ensuring that regulatory approvals have been obtained as necessary.
• Develop and maintain calendars to track audits, reports, inspections, contracts, and other compliance cycles.
• Assure proper handling of all compliance documents and resident files, especially first year tenant files.
• Develop and implement file audit procedures to ensure compliance with regulatory agreements for each property.
• Distribute and present reports to internal and external entities.
• Respond to compliance-related questions and provide technical support as needed to site managers and other REACH staff.
• Consult with and advise Portfolio Managers and Asset Managers with preparation of documents for submission to regulatory agencies including contract renewals and rent increases.
• Coordinate preparation for and timely response to findings for physical and file site reviews by public and private investors and lenders.
• Conduct periodic quality assurance audit of files, data security practices, and other compliance protocols at site offices and coordinate with Portfolio Managers to assess training and other support needs to improve property performance.
• Organize and regularly conduct compliance training programs and one on one work sessions to support new and existing site managers and other REACH staff to continually improve the quality and consistency of compliance practices.
• Supervise the Assistant Compliance Manager and delegate work appropriately.
• Perform other duties as required.
• Has primary responsibility for many department systems including training, policies and procedures documentation, databases, reports, calendars and software management.
• Contributes to training either directly or with others.
• Is a system administrative super user of the property management software and is central to designing, improving, and training procedures and practices that maximize effective use of the software.
• Interfaces with Asset Management, Housing Development and other REACH departments and teams to ensure effective and harmonious operation of the organization.
• Works with Property Management teams to ensure well-integrated and effective operation of the sites and the department.
• Is central to the design and development of department reports for internal and external communications
• Must attend periodic local and distant external trainings and conferences.
• Promotes excellent customer service and respectful relations with residents, REACH staff, appropriate regulatory agencies, and the local community.
• Maintains appropriate paperwork, files and records. Completes and submits reports, forms and other paperwork as required.
• Continually seeks opportunities to improve REACH policies, procedures and practices.
• Takes on special projects and other duties as assigned
REACH employees are expected and required to behave in a professional and courteous manner in doing REACH business and dealing with other staff, residents, and all contacts inside and outside the organization. Profanity, derogatory and abusive language is specifically forbidden.
• Operates from established company and industry standards and procedures.
• Decisions are made consistent with organization operating guidelines.
• This position performs duties independently with supervision and direction by the Director of Property Management.
• Job involves a high degree of complexity in dealing with recurring work situations and with frequent interruptions and variations from the norm.
• Supervises compliance specialists and portfolio trainer.
Specific Job Skills:
• Advanced knowledge of and experience with affordable housing compliance regulations including HUD, LIHTC, HOME, RD.
• Experience with City of Portland, State of Oregon, and Washington State and local programs is preferred.
• Knowledge of property management concepts and practices, including Oregon and/or Washington landlord/tenant and Fair Housing regulations.
• Experience interpreting complex and multiple regulatory documents and contracts.
• High to advanced knowledge of Microsoft Office programs including Excel, Word, and Outlook.
• Working knowledge of smartphone and other mobile technologies.
• Legally operate a motor vehicle and have valid driver’s license and insurance to travel as required.
• Strong experience with property management software program(s).
• Ability to lead and work in a collaborative manner and in a team environment.
• Ability to work effectively with respect and compassion with diverse staff and residents.
• Exceptional attention to detail and organizational skills.
• Ability to work in a dynamic and multi-tasking environment
• Ability to travel independently and quickly to local and distant sites
• Experience with presenting information to groups of people and delivering individual and group training.
• Comprehend and communicate fluently in the English language, both orally and in writing.
• Represent REACH in a professional manner at all times.
• Understand and commit to the Mission and Values of REACH Community Development.
• Requires excellent analytical skills to interpret complex regulatory documents and contracts and to understand the implications and complexities of multiple regulatory programs.
• To ensure that all employees understand the importance of compliance must have excellent verbal, written, and interpersonal communication skills.
• To enforce policies and reduce risk, this position must be able to effectively persuade others to adhere to compliance requirements.
Education and/or Experience:
• High school education or equivalent.
• Five years of related experience.
• Proven experience and leadership in affordable housing compliance.
• Extensive training and certifications in HUD and LIHTC occupancy and other affordable housing compliance regulations and practices.
Contacts are normally made with others inside the organization, though frequent outside contacts will occur. Internal contacts occur mainly with the Portfolio Managers, the department director, site staff, Asset Managers and REACH staff members. There is frequent interaction with external industry and community members. Contacts are made both on own initiative and at the direction of the Director of Property Management and often concerns confidential or sensitive matters requiring the use of discretion and professional judgment. REACH employees are expected and required to maintain a high standard of professionalism when conducting REACH business.
Work Environment and Physical Demands:
The work environment and physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit. The employee is occasionally required to stand; walk; use hands, tools, or controls; reach with hands and arms; and readily and effectively communicate. The employee must occasionally lift and/or move up to 25 pounds. Vision abilities required by this job include ability to effectively see within an office environment, which may include long term computer exposure, and to adjust focus accordingly.
Requires occasional evening or weekend work. May be required to deal with distraught, angry and/or potentially violent people.
The duties of the job are primarily performed in an office environment. There is some exposure to noise in the work environment, which is usually mild to moderate.
The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified. All employees may be required to perform duties outside of their normal responsibilities from time-to-time, as needed.
The company reserves the right to modify, interpret, or apply this job description in any way the company desires. This job description is not an employment contract, implied or otherwise. The employment relationship is “At-Will”. The aforementioned job requirements are subject to change to reasonably accommodate qualified disabled individuals.