Manager, HUD Facilities & Maintenance bei Loretto

The Manager, HUD Facilities, oversees the entire operation of a HUD 236 Mitchell-Lama Federal Housing Project, as well as supervision of the maintenance department of the Bernardine. The Project may include combined oversight of Project Based Vouchers with the assigned Housing Authority. Maintains compliance with the following: The New York State department of Housing and Community Renewal, HUD REACT (Physical Plant), NYSDOH Assisted Living Regulations, Federal Housing Authority MOR and Field Reviews. The Manager, HUD Facilities oversees the Maintenance Supervisor, staff and On site/Off site Banking operations. The Manager executes Leasing and HUD compliance of all records through HUD proprietary software systems and maintains certification status on all HUD systems. Inspects and maintains overall cleanliness of grounds, common areas and proactive maintenance of the facility including its physical plant systems. Completes all Tenant Annual Recertification’s and actively pursues Evictions as necessary

Job duties specific to this position:  

• Manage HUD Project based Vouchers and coordinate with Housing Authority

• Maintain/update HUD Resident Database in all Programs
• Update SOS (admissions, transfers, discharges)

• Plans, organizes, coordinates, implements, evaluates, and manages the Maintenance Department along with its programs, services and activities. Develops and maintains written departmental policies and procedures, assisting staff, residents, visitors, government agencies, etc., in their understanding and fulfillment.

• Maintain adequate supply of maintenance, office, housekeeping, and admission applications.
• Manage a maintenance, office, housekeeping plan within the budget.
• Office – supervise staff so all functions are working efficiently, payroll and schedule.
•  Maintenance – supervise staff to ensure work orders are assigned and completed, payroll, and schedule.
• Emergency Response system - Input new admissions, delete discharges, create reports, and QA weekly and advise supervisors of issues.
• Finance – receive checks, deposit & split - checks, advise of issues, rep payee, status changes
• Dietary – update weekly diet roster, and print weekly schedule for staff.
• Housekeeping – schedule housekeeping day, print weekly schedule for staff.

• Confirm all initial demographist, financial, information is verified and received.
• HUD: Yearly complete updated financial information to update HUD recertification.
• Gather all medical and financial information as needed for admission. Ensure all forms are complete, accurate and all information is provided.
• Maintain accurate and timely information for HR and OH.

• Assist with updating Evacuation Plan
• Conduct Monthly and Annual Fire Drills

• Manage/Train for use of Loretto equipment as intended to ensure maximum useful life. Initiate request for maintenance as requested.
• Ordering maintenance Supply

• Record, copy, deposit, split Checks for tenants and advice finance department of any issues.
• Advise finance to apply for rep payee
• PFA – assist as needed (disburse cash, request checks, update log, input SOS, request checks, send out for payments, and input state summary form, quarterly statements.
• Review aging and advise administrator
• Manage/Audit Petty Cash for LAC / Bernardine

• Review initial HUD file and advise admissions paperwork needed.
• Run name through sex registry database.
• Run name through Financial & Criminal database.
• Input name in AWL (automated wait list) and update daily for admissions, transfers, and discharges.
• Organize file in blue binder (HUD)
• Input information into Cornerstone (to determine rent amount), SOS software, and tenant database.
• Review Monthly Month End HUD reports and report to DHCR
• Review monthly TRACS and EIV: review several reports and make corrections as needed and report to HUD.
• Monthly reports to HUD for tenant arrears, and marketing report.
• Monthly reports for Utility Cost
• Quarterly Reports for admissions
• Yearly reports for Utility, Affirmative Action.
• Recertification for TRACS, and EIV.
• Yearly MOR survey and complete POC.
• Yearly Field Office survey and complete POC.
• Yearly REAC survey and complete POC

• Maintain personal / Health files for Administration and Maintenance staff.
• Manage maintenance, office, housekeeping plan within the budget and confirm HR and OH have updated records
• Payroll: Complete bi-weekly payroll for Maintenance and Administration Staff
• Track Call ins and FMLA for Maintenance and Administration Staff
• Maintain maintenance on call schedule.
• Assist Administrator in On Call
• Request cash as needed.
• Disburse, collect money and record in SOS
• Request checks for payment
• Copy checks and send out for payment
• Input state summary form
• Sign off on Offering Letter
• Send out and have tenants sign Quarterly statement forms
• Assist new admission with the move-in process (i.e. cable, general instructions).
• Review rent amount and assist with receiving and reviewing rental checks.
• Input all information in database for reports, including dietary and housekeeping

Quality Assurance

• Actively participate in Quality Assurance initiatives as appropriate or requested by supervisor.
• Advise supervisors of needed items.
• QA Administration monthly

.

Corporate Participation

• Attend meetings, conferences, in-services, safety committee, and seminars as appropriate or requested by supervisor.
• Effectively support corporate initiatives through personal goal setting, developing and completion of required training program
• Safety Committee: Chair monthly meeting & report, report quarterly minutes to corporate, organize in-services

• HUD Certified Assisted Housing Manager.
• Associates Degree in Relevant Human Services preferred
• Previous experience within a senior housing program.
• Extensive Knowledge of all HUD software including , Federal Housing Programs, NYSHCR, NYSDOH and Project Based Vouchers.
• Knowledge of multiple HUD software applications including Software for
  • Initial certification and re-certs – Cornerstone
  • Excess Income – PAV.gov
  • Application number – Mitchell Lama
  • Criminal/Credit check – Straight Arrow Screening
  • Income verification – EIV
  • HUD Apt. appointed – TRACS
  • SAVE – Immigration check
  • Wegowise – energy
• Computer competency in MS office suite or equal, SOS (input admits/discharges) , ADP (staff payroll)
• Excellent organizational skills.
• Excellent written communication skills.
• Strong customer service/interpersonal skills.
• Proven multi-tasking capabilities
• Knowledge of Facility Dude for maintenance work orders

An equivalent combination of education and experience which provides proficiency in the areas of responsibility listed above may be substituted for the above education and experience requirements.

Physical Requirements    

Walking                       10.00%

Standing                      10.00% 

Sitting                          65.00%

Lifting                          10.00% Nominal

• Pay Range - $80,000 - $90,000/annually based on experience
• Excellent medical, dental, prescription and vision insurance
• Disability coverage
• Tuition Reimbursement Program
• 401(k) Retirement/Pension Plans
• Discounted Gym Membership
• Free Loretto Health Clinic Visits
• Generous Paid Time-Off Accrual
• Fun events for employees
• Convenient locations with free parking
• Employee Coaches - to help you achieve life goals
• Diaper Assistance Program
• Opportunity for career growth and movement within 19 sites!