Job Descriptions

Reports To: Controller

Summary: The Accountant is responsible for all day-to-day accounting duties, including preparation of monthly financial statements for approximately 30 properties. The Accountant is also responsible for preparing accounts payable and reconciling bank statements.

Essential Duties and Responsibilities include the following: Other duties or tasks may be assigned as required. Management may modify, change, or add to the duties of this description at any time without notice.

1. Prepare all tasks to properly and accurately complete the monthly company operating reports.
2. Performs all tasks to properly complete accounts payable.
3. Prepares monthly bank reconciliation.
4. Maintain cash balances.
5. Processes security deposit refunds and letters to former residents.
6. Prepares for year-end audits.
7. Performs collections.
8. Performs filing.
9. Responds to financial information requests from outside agencies with a financial or ownership interest in the property.
10. Other duties as assigned.

Supervisory Relationships: To perform this position successfully, an individual must be able to work within the following supervisory relationships:

• The Accountant reports to the Controller. The Accountant does not supervise other employees.

Qualification Requirements: To perform this job successfully, an individual must be able to perform each essential job duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Education and Experience: 2-4 years of college is required. Post high school course work in finance, bookkeeping, or related combination; or a combination of education and experience providing equivalent knowledge is required. Prior experience with generally accepted accounting principles as well as preparation and interpretation of financial statements is required. Computer knowledge with Microsoft Word, and Excel, and accounting software experience is required.

Language Skills: Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or government regulations. Ability to write reports, business correspondence, and procedure manuals. This position works closely with the Property Managers and needs to be able to communicate with them on a wide variety of issues.

Mathmatical Skills: Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations and to perform computations with very high accuracy and check work performed.

Reasoning Ability: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written oral, diagram, or schedule form. Must have attention to detail and problem-solving abilities in order to maintain books in an efficient manner.

Other Skills/Abilities/Specifications: 10 key skills and typing skills of at least 60 words per minute. Excellent people and organizational skills are required. Listening and ability to communicate effectively to the customer is essential. Time management is essential. Must be self-motivated and able to work independently. Confidentiality is a must. Ability to meet critical deadlines with high accuracy on a consistent basis.

Reports To: Property Manager

Summary: The person in the Caretaker position provides cleaning and minor maintenance of all buildings on-site for which he/she is responsible, including maintaining the lawn and the surrounding property. The Caretaker communicates regularly and effectively with residents, staff, and all levels of management.

Essential Duties and Responsibilities include the following: Other duties or tasks may be assigned as required. Management may modify, change or add to the duties of this description at any time without notice.

1. Cleans all common areas and leasing office.
2. Cleans vacant units and prepares units for new occupancy. This includes cleaning all appliances, cabinets, cupboards, heating registers, light fixtures, blinds, closets, etc.
3. Picks-up trash on property and maintains a clean and safe exterior environment.
4. Performs snow and ice removal including snow blowing, shoveling, and putting down salt, removing ice build-up on sidewalks and walkways, parking lots, and common spaces.
5. Keeps parking areas clean and well maintained.
6. Notifies supervisor of any resident or safety issues.
7. Interacts positively with residents to maintain good communication and resident relations.

Secondary Duties and Responsibilities include the following:

1. Accurately completes paperwork such as service requests and timesheets.
2. Communicates with management on changes, maintenance needs and tenant issues.

Reports To: Property Manager

Summary: The person in the Groundskeeper position is responsible for maintaining the grounds of the property.

Essential Duties and Responsibilities include the following: Other duties or tasks may be assigned as required. Management may modify, change or add to the duties of this description at any time without notice.

1. Trims and edges around walks, flower beds, and walls.
2. Prunes shrubs and trees to shape and improve growth or remove damaged leaves, branches, or twigs.
3. Rakes and bags leaves.
4. Cleans grounds and removes litter.
5. Shovels snow from walks and driveways.
6. Spreads salt on public passageways to prevent ice build-up.
7. Plants grass, flowers, trees, and shrubs.
8. Waters lawns and shrubs.
9. Repairs fences, gates, walls and walks.
10. Cleans out drainage ditches and culverts.
11. Sharpens tools such as weed cutters, edging tools, and shears.
12. Makes minor repairs on equipment such as lawn mower, spreader, and snow removal equipment.
13. Notifies supervisor of any resident or safety issues.
14. Interacts positively with residents to maintain good communication and resident relations.

Secondary Duties and Responsibilities include the following:

1. Accurately completes paperwork such as service requests and timesheets.
2. Communicates with management on changes, maintenance needs and tenant issues.

Reports To: Property Manager

Summary: Shows and leases apartments or townhouses to prospective tenants. Assists with other office-related duties as necessary to contribute to the property’s overall performance.

Essential Duties and Responsibilities include the following: Other duties or tasks may be assigned as required. Management may modify, change or add to the duties of this description at any time without notice.

1. Interviews prospective residents and records information to ascertain needs and qualifications.
2. Accompanies prospects to vacant or available units and discusses size and layout of rooms, available facilities, such as swimming pool and saunas, location of area amenities, services available, and terms of lease.
3. Follow-up with prospects through thank you notes, phone calls, email, etc.
4. Ensures compliance and adherence to Fair Housing laws.
5. Refers prospects to other Thies & Talle Properties as appropriate.
6. Enters prospect and applicant information into Property Management software. Uses system reports to monitor closing ratios, upselling opportunities, etc.
7. Completes lease form or agreement and collects rent deposit(s).
8. Collects monthly rents.
9. Receives service requests.
10. Maintains emergency telephone numbers.
11. Prevents solicitors from contacting residents on the property.
12. Schedules move-ins and move-outs.
13. Maintains an up-to-date resident file on every unit.
14. Monitors leasing process and attend employment training when required.
15. Provides other administrative and support assistance as needed by site office and Property Manager.

Secondary Duties and Responsibilities include the following:

1. Acts as a liaison between residents and community services.
2. Prepares and distributes notices and newsletters.
3. Helps residents and applicants with their paperwork.
4. Notifies residents of important events.
5. Assists with resident functions.
6. Files documentation in resident files.

Reports To: Property Manager

Summary: The person in the Maintenance Technician position provides repair and preventive maintenance of all buildings on-site for which he/she is responsible, including maintaining the lawn and surrounding property. This individual also upholds company standards with regard to budgets, maintenance, and upkeep guidelines and applicable laws. The Maintenance person communicates regularly and effectively with residents, staff, and all levels of management.

Essential Duties and Responsibilities include the following: Other duties or tasks may be assigned as required. Management may modify, change or add to the duties of this description at any time without notice.

1. Maintenance Technicians are periodically required to be “on-call” and to respond to emergency maintenance requests or resident needs at the property. Maintenance Technicians are required to be within 50 miles of their residence or work site (whichever is closer) or within a distance as directed by the supervisor. Employees that are “on-call” are free to pursue their own activities and interests in their home and in the neighboring area but must remain within the above radius of the site. On- call employees must not consume alcoholic beverages or be taking any other drug or medication that would interfere with their ability to work and/or drive. On-call employees must personally carry a company issued cell phone and respond to Level One Emergency calls when on-call.
2. Maintains outside of buildings including repairs, painting, rescreening windows, etc.
3. Keeps occupied units in good condition in compliance with all codes to maintain resident satisfaction and make unoccupied units rent ready in the required timeframe, including the repair and maintenance of appliances; plumbing; electrical and lighting systems; heating and cooling systems; walls and flooring; sprinkler; reframing and hanging doors; troubleshooting telephone lines and cables; removal and disposal; and using carpentry skills as necessary.
4. Performs snow and ice removal including snow blowing, shoveling, and putting down salt, removing ice build-up on sidewalks and walkways, parking lots, and common spaces.
5. Replaces unit locks on rental units as necessary and on all turnovers, outside doors, and outbuildings and takes other steps as necessary to maintain security of premises.
6. Coordinates and oversees work of sub-contractors hired by the company.
7. Performs small motor repair and maintenance on equipment used in maintaining the buildings and grounds such as lawnmowers, snowblowers, chainsaws, and other power tools and equipment.
8. Purchases approved supplies such as paint, paint brushes, locks, pipe, wiring, light bulbs, etc. for maintaining property.
9. Knowledge of and the ability to maintain and operate electrical, mechanical, plumbing, building, carpentry, and heating equipment.
10. Diagnose and troubleshoot malfunctions with electrical, heating, plumbing, appliances, and building equipment and using appropriate resources to correct problems.
11. Assist in periodic unit inspections to identify and address short-term repair needs and resident housekeeping and sanitation issues as well as long term capital and replacement needs of the property.

Secondary Duties and Responsibilities include the following:

1. Purchases and picks up approved parts and materials needed to perform maintenance duties.
2. Coordinates with schedules of painters, carpet installers, and other contractors as necessary.
3. Prepares and maintains paperwork such as invoices, service requests, and timesheets.
4. Hauls material to landfill.
5. Consults with vendors to find the best value on goods and services.
6. Stays informed on changing codes and their possible impact on the site, implementing changes as necessary.
7. Communicates with management on changes, maintenance needs and tenant issues.

Reports To: Property Manager

Summary: The Occupancy Specialist is responsible for the HUD verification and certification process at Afton View under the supervision of the Compliance Manager.

Essential Duties and Responsibilities include the following: Other duties or tasks may be assigned as required. Management may modify, change, or add to the duties of this description at any time without notice

1. Creates resident’s move-in certifications, interim certifications and annual re-certifications on a timely basis following the requirements of HUD.
2. Notifies residents of upcoming annual recertifications according to the 120 day schedule.
3. Verifies all information about resident incomes, assets or expenses that is listed on applications and on recertification questionnaires and uploads copies of verifications to packets in One Site software.
4. Create trial certification and check that all of the income, asset and expense information listed on the application and are correct and match the verification in the packet before submitting the certification to the Compliance Manager for approval.
5. Works with residents to answer questions about their certifications.
6. Complete certifications approved by the Compliance Manager by having residents sign the certifications, signing the certifications for the owner and completing the certification in One Site.
7. When it is discovered that a resident did not properly report increased income within 14 days as required, the Occupancy Specialist needs to work with the resident and Compliance Manager to sign retroactive repayment certifications and sign a repayment agreement.
8. The Occupancy Specialist needs to monitor the Active HUD Repayments snapshot to make sure that all residents with HUD repayment agreements are making their required payments every month.
9. Follow up to make sure that when a resident reports a change of income we complete an interim certification within 30 days of the report.
10. Properly follow-up on all EIV reports received from the Compliance Manager according to the procedures described in our EIV Policy.
11. Prepare and submit special claims paperwork to the Compliance Manager after each move-out.
12. Review subsidy ending balances monthly and update notes.

Secondary Duties and Responsibilities include the following:

1. Maintain resident files making sure that changes are made and files are kept up to date. Make sure that all required documents are signed by the resident and that a copy is in their file.
2. Maintain confidentiality concerning resident information and follow EIV policy in handling EIV reports.
3. Stay current on compliance changes within all applicable state and federal programs.

Reports To: Director of Compliance

Summary: The Compliance Manager is responsible for all aspects of managing HUD, Rural Development, Tax Credit and HOME compliance including certifications and recertifications, voucher submission, special claims submission, and gross rent changes.

Essential Duties and Responsibilities include the following: Other duties or tasks may be assigned as required. Management may modify, change, or add to the duties of this description at any time without notice.

1. Manage resident move-in certifications, interim certifications and annual re-certifications on a timely basis following the requirements of HUD, Rural Development, Tax Credit and HOME as indicated.
2. Compare the income, assets and expenses listed by residents on their applications and recertification questionnaires to the verification documents uploaded into One Site packets and on the trial certifications prepared by property managers before approving certifications in One Site.
3. Verify that if a retroactive certification increases the resident share of rent and decreases the subsidy share of rent, it should be marked as a repayment certification and repayment agreement should be prepared before approving the certification. If the resident should not pay back the overpaid subsidy because the failure to complete the retroactive certification was the fault of management, the Regional Property Manager needs to agree to enter a bad debt concession on the resident’s ledger immediately after the retroactive certification is completed in One Site.
4. Manage the repayment process for HUD repayment agreements including reconciling payments to HAP vouchers and making sure that property managers separate resident payments for their repayment agreements and post them to the HUDREPAY ledger.
5. Run all required EIV reports and send them to the property managers. Verify that property managers are following up on EIV income discrepancy reports and documenting their resident files about the resolution of the EIV income discrepancies.
6. File HUD special claims on a timely basis. Update Special Claim report in Sharepoint.
7. Manage multiple subsidy types according to government regulations within a property.
8. Prepare HAP vouchers, Rural Development project worksheets, Excess Income report (if needed) and utility reimbursement report each month.
9. Work with contract administrators and Rural Development on any issues found with HAP vouchers, special claims submissions or project worksheets to assure timely payment.
10. Process gross rent changes as necessary.
11. Approve Final Account Statements for move outs at subsidized properties, prepare collection letters and security deposit memos (when necessary) and submit to accountants.
12. Implement updates in income limits with property managers and in One Site after they are issued by HUD, the IRS, Rural Development or HOME.
13. Review subsidy ending balances monthly and update notes.

Secondary Duties and Responsibilities include the following:

1. Help train affordable property managers in certification processes and assist property managers in figuring out complex certification and verification issues.
2. Maintain confidentiality concerning resident information.
3. Stay current on compliance changes within all applicable state and federal programs by attending trainings, reviewing correspondence with funding agencies, and contributing to company-wide trainings and written documentation.

Reports To: Regional Property Manager

Summary: The Property and Maintenance Manager is responsible for the leasing of rental units, the collection of rent, preventive maintenance and repairs, and the authorization of various payments necessary to run the facility. Supervises staff and outside vendors/contractors to ensure smooth, efficient, and profitable operation of the site. Responds to concerns and requests of residents of the community.

Essential Duties and Responsibilities include the following: Other duties or tasks may be assigned as required. Management may modify, change or add to the duties of this description at any time without notice.

1. Personally inspect common areas and buildings to monitor the appearance, cleanliness, maintenance, attractiveness, and safety of the property.
2. Sets appointments, shows apartments, certifies potential residents and maintains a high percentage of occupancy.
3. Screens applicants according to company policies and procedures. Notifies applicants of status through proper channels. Reviews applications with Regional Property Manager.
4. Determines and performs preventative maintenance and repair needs on the property and personally performs, where within employee’s skills and abilities, basic preventative maintenance needed to keep occupied units in good condition and in compliance with applicable codes, to make unoccupied units rent ready, and to maintain and operate electrical, mechanical, plumbing, building, carpentry, and heating equipment within the building. Where necessary, the Property and Maintenance Manager arranges for outside vendors or contractors to perform maintenance or repair work, within guidelines set by Regional Property Manager and Management.
5. Maintains applicant, resident, and financial records for properties using computer system. Keeps current on system changes and maintains system information.
6. Manage processing of applications to ensure rapid turnover of vacant apartments while following selection criteria. Ensure new residents are properly moved in apartments including completing move-in inspection form before turning over keys.
7. Accurately processes annual and interim certifications for residents at subsidized properties in a timely manner. Notifies residents of upcoming annual recertifications within deadlines.
8. Ensures departing residents are properly moved out and all paperwork is completed including final account statements and collections packets.
9. The Property and Maintenance Manager usually is responsible for a smaller apartment community that does not have the size and staffing available for other full- time staff. The Property and Maintenance Manager supervises any staff, including part-time and occasional staff, with responsibility for discipline, timekeeping and payroll.
10. Communicates with Regional Property Manager on needs of the community and any staffing needs, including needs for outside vendors/contractors.
11. Responsible for determining, and where possible performing maintenance needs relating to the outside condition of the building, the grounds, including taking steps to maintain security at the premises, arranging for repair or replacement or changing of locks on turnovers and outside doors, and performing snow and ice removal on steps, walkways, parking lots, roofs and common spaces.
12. Cleans common areas, leasing office, and all vacant units on turnovers.
13. Enforces lease and other government rules and regulations, including Fair Housing laws, building safety, health codes, and local ordinances.
14. Ensures that all reports including traffic and availability reports, compliance, file inspection, and lease renewal and delinquency are complete and filed timely.
15. Resolve day-to-day resident problems and concerns including maintenance, parking, rent or other charges, safety and security.
16. Communicates important information to residents with well-written notices written in a positive manner.
17. Plans events and meetings with residents to develop a positive sense of community.
18. Approves all invoices for payment. Fully investigates any questionable invoices.
19. Inspects all units every six months. Determines and performs preventative maintenance and repairs. Sends follow-up notices to residents and arranges for re- inspection and follow-up. Documents any issues with residents regarding damages to unit or poor housekeeping or sanitation.
20. Documents lease violations and follows-up with residents.
21. Handles emergency situations including crime and fire alarms.
22. Understands, follows, and stays current on all information in Operations Manual to ensure that property is in compliance with company policies.

Secondary Duties and Responsibilities include the following:

1. Acts as a liaison between residents and community services.
2. Prepares and distributes notices and newsletters.
3. Helps residents and applicants with their paperwork.
4. Notifies residents of important events and coordinates resident functions.
5. Purchases and picks up approved parts and materials for maintenance duties. Coordinates with vendors and contractors including painters, carpet installers, appliance repair, as needed with input and approval from Regional Property Manager.
6. Completes reference forms for current or former residents.
7. Assess resident responsibility for repairs and charges and bill as appropriate.
8. Filing of documentation in resident files.
9. Work with the Police Department to help the site meet requirements of the Crime Free Multi- Housing program.
10. Review the monthly Operating Report to track income and expenses over time.

Reports To: Senior Regional Manager

Summary: The Regional Property Manager directs and oversees the general operations of portfolio properties to attract and retain satisfied residents and supervise and coach employees to meet the owners’ expectations and safeguard their investments.

Essential Duties and Responsibilities include the following: Other duties or tasks may be assigned as required. Management may modify, change or add to the duties of this description at any time without notice.

1. Provides oversight and direction for the management of properties to protect owners’ investment.
   1. Monitors residents’ level of satisfaction; recommends and/or implements appropriate actions to maintain and improve level of occupancy and satisfaction.
   2. Acts to resolve problems or any unique or special issues arising at properties.
   3. Maintains compliance with all federal, state, and local laws and Fair Housing requirements at assigned properties.
   4. Maintain compliance with building safety, health and residential licensing laws and codes.
   5. Works closely with government agencies (e.g. HUD, MHFA, RD) to assure compliance as applicable.
   6. Effectively uses company property management software to monitor site performance through use of reporting tools and system auditing.
2. Markets assigned properties to maintain occupancy goals.
   1. Conducts market studies to assess a competitive market; develops strategy to assure properties’ position in the marketplace.
   2. Provides training in effective marketing techniques to Property Managers and Leasing Specialists.
   3. Works with Marketing & Training Coordinator to develop signage, brochures, and other communications to maintain a visible presence in the community.
   4. Develops and maintains “curb appeal” for each property.
   5. Develops and/or approves property and vacancy advertising.
3. Develops and manages capital and expense budgets for assigned properties; monitors for cost effective allocation of funds.
   1. Oversees rent collection process; initiates and/or follows through on eviction processes.
   2. Monitors physical properties for repair, upkeep, and capital improvement. Develops short-term expense and long-term capital budgets to ensure property longevity and marketability.
   3. Obtains bids from vendors/suppliers/contractors to ensure cost effective purchases of goods and service and compliance with governmental agency requirements.
   4. Reviews & approves invoices for payment.
   5. Provides owners with monthly analysis of operation reporting variances which affect the NOI.
4. Manages and supervises the selection, development, and performance of all staff at properties to attract and retain a motivated workforce.
   1. Interviews and selects applicants for job vacancies. Understands requirements of position and hires qualified applicants.
   2. Regularly assesses and reviews performance of on-site staff; provides constructive coaching, feedback and discipline as needed to develop and maintain performance goals and enforce requirements of the Employee Handbook and adherence to company policies.
   3. Provides opportunity for appropriate training to enhance quality performance.
   4. Fills in as needed for Property Manager and/or Leasing Specialist when there is a staff vacancy.

Secondary Duties and Responsibilities include the following:

1. Acts as a liaison between residents and community services.
2. Works with the Police Department to help the site meet requirements of the Crime Free Multi-Housing program.
3. Contributes to company-wide initiatives such as Operations Manual and system changes.
4. Trains and monitors site staff usage of Property Management software.