Senior Portfolio Manager

SENIOR PORTFOLIO MANAGER

Salary: $4,978.98 - $5,774.09 / Biweekly

$129,453.48 - $150,126.34 / Annually

(Appointment is generally made at one of the first three steps, depending on qualifications)

CLOSING DATE/TIME: THURSDAY, APRIL 24TH, 2025 AT 8:59PM PST.

DEFINITION

Under the direction of the Assistant Director of Property Operations, the Senior Portfolio Manager is responsible for the overall operation of assigned Oakland Housing Authority owned or contract managed rental housing, facilities, and other real properties, and the day to day implementation of policies, procedures and programs that ensure well- managed, well-maintained properties.

ESSENTIAL FUNCTIONS

Administration and Compliance

• Manages the day-to-day administration of the property office in a clean and well- organized manner; and
• Ensures compliance with regulatory agencies, federal, state and local laws, including compliance with all tenant rental eligibility requirements, rental integrity and lease requirements; and
• Conducts quality control inspections regarding the work of all vendors and staff; and
• Ensures all vacancies are filled in a timely manner as directed by applicable program policies, regulations and Authority requirements; and
• Ensures compliance with regulatory requirements, which includes but is not limited to posting notices and occupancy permits; and
• Works on concurrent projects and meets deadlines; and
• Prepares and submits reports in an accurate and timely manner; and
• Processes, completes and maintains accurate resident files within established regulatory guidelines; and
• Supervises and monitors staff to ensure that all staff adheres to Authority policies, procedures procurement policies and applicable program regulations; and
• Implements & provides oversight of contractual services for, maintenance and other related services; and
• Responds, as necessary, to emergencies during non-traditional work hours throughout the Authority's portfolio of properties for purposes of conducting any and/or all of essential job duties

FINANCIAL ACCOUNTABILITY

• Assists in the preparation and monitoring of annual operating and capital budgets; and
• Generates budget variance reports as assigned; and
• Meets program objectives and goals in relation to budget, quality and delivery of service; and
• Reviews financial statements and reports related to the properties assigned for accuracy, consistency and timeliness; and
• Monitors purchases to ensure compliance with procurement policies and verifies purchases are used in the course of Authority business; and
• Ensures rents are collected in a timely manner and in accordance with all Authority policies, procedures and applicable program regulations; and
• Reviews rent increases and ensure that they are accurate and submitted in a timely manner.

PERSONNEL MANAGEMENT

• In conjunction with the Human Resources Department, interviews and recommends hires and terminations of Property Operations staff. Additionally, the Senior Portfolio Manager will be expected to train, conduct performance evaluations, counsel, and motivate staff in accordance with the Authority's Personnel Policies and Procedures as stipulated in the Employee Manual & the applicable Union Memorandum of Understanding contract (MOU); and
• Conducts timely annual performance evaluations of all staff and establishing goals and objectives for the next performance evaluation period; and
• Reviews, approves employee timecards based on the posted Authority payroll schedule; and
• Develops and maintains good working relationships, providing leadership, and encouraging teamwork and cooperation among all staff members; and
• In conjunction with the Risk Management Department, develops, implements and enforces the Authority's safety program with staff and responds timely to insurance claims.

MAINTENANCE

• Supervises assigned staff, including all vendor and temporary personnel working at the property and ensures completion and quality of work provided; and
• Ensures the scheduling of routine and preventative maintenance work and regular follow-up inspections; and
• Regularly walks assigned property or portfolio to ensure that common areas, such as landscaping, laundry, etc., meet Authority expectations; and
• Ensures timely completion of work orders and turnover of vacant units; and
• Performs annual or as-needed inspections of units and follows up with housekeeping letters, preparation of work orders and maintenance of charge- backs to residents; and
• Ensures preventative maintenance schedules are followed for assigned Authority owned or managed assets; and
• Audits and reviews inventory of supplies and tools assigned to staff; and
• Ensures that all staff adhere to safety and maintenance requirements of the Authority; and
• Ensures that the Safety Data Sheets (SDS) as well as all other applicable safety related inspections and reports are updated and completed.

MARGINAL FUNCTIONS

In accordance with a Delegation of Authority, the Senior Portfolio Manager (at senior level assignments) may act in the absence of the Assistant Director of Property Operations. The incumbent will be required to attend community meetings and other evening activities and may be required to attend evening Board of Commissioner's meetings.

MINIMUM QUALIFICATIONS

Three (3) years' experience managing/supervising multiple rental properties

Bachelor's degree

Knowledge of the Section 42 Tax Credit Program.

Knowledge of HUD, local, city, and state affordable housing programs and public housing authority programs

AND

Must possess a valid California Class C driver's license and have and maintain an insurable driving record.

Bilingual Skills in ASL, Mandarin, Cantonese, Vietnamese and/or Spanish are a plus

An equivalent combination of education, training and experience will be considered.

ABILITIES

ABILITY TO:

• Supervise, train and evaluate staff to ensure a high level of work performance and productivity working in public housing;
• Effectively represent the Authority in a broad range of settings;
• Maintain favorable public relations;
• Provide quality customer service; assess and prioritize community needs and identify appropriate resources and program solutions;
• Develop, gather & analyze data; prepare clear and concise reports;
• Interpret and apply rules & regulations;
• Demonstrate competency in handling confidential, sensitive information;
• Work cooperatively and constructively with staff and clients, government officials, and the general public;
• Effectively utilize computer-based data processing systems;
• Work effectively and collaborate with diverse groups of individuals at all organization levels;
• Communicate effectively both verbally and in writing.

TO APPLY:Please complete an employment Application online at www.oakha.org. CLOSING DATE/TIME: THURSDAY, APRIL 24TH, 2025 AT 8:59PM PST.