Senior Quality Control Analyst in Tampa, Florida at Tampa Housing Authority

Department: Asset Management

Reports To: Director of Asset Management

Summary

Responsible for compiling and reporting portfolio performance information for internal and external users to evaluate the performance of the properties. Perform work order quality control. Monitor work order performance and resolution. Act as the Housing Quality Standards Inspection intermediary between the Assisted Housing Department, Facilities Maintenance Department and Property Managers to achieve the objective of a passed first inspection and ensure satisfactory services are given regarding work orders, preventive maintenance and other duties as assigned. Coordinate reasonable accommodation request and over and under household re-assignments. Conducts housing/grounds inspections and provides general oversight and administrative support to the Asset Managers and Asset Management Department. Monitors and assist managers in maintaining financial solvency by scrutinizing all property needs, maintenance expenses and budgets. Implements a system to achieve 0% rent delinquency. Maximizes revenue. Establishes meaningful marketing plans and monitors execution of plans. Reviews monthly operating statements and expense allocations for accuracy.

Essential Job Functions

• Responsible for compiling and reporting portfolio performance information for internal and external users to evaluate the performance of the properties.
• Obtain, review and analyze all monthly and weekly performance indicators to include tenant’s accounts receivable, occupancy, HQS inspections, average vacancy turnaround, annual unit inspections, work orders, quality assurance review and resident retention
• Prepare reports, graphs and charts on performance indicators to present orally or in writing
• Participate in analyzing trends and makes recommendations for process and work flow improvement and efficiency
• Receive, review and analyze trends relative to the City of Tampa Call for Service Reports to distribute to the Director, Property Manager and Public Safety Department
• Receive, review, analyze, and distribute the property water, electric and gas utility reports, may be required to post charges
• Prepare department board packages and resolutions
• Ensure the overall financial performance of properties, operate within the property budgets.
• Oversee the procurement process carried out by the Maintenance Department for routine preventative maintenance and capital needs projects
• Conducts physical inspections of property to ensure quality and completeness of work performed prior to CGI inspections
• Comply with federal/state/private existing and proposed funding legislation, statutes, regulations, and industry best practices. Evaluates the impact of future program changes, makes recommendations accordingly
• Enforce leases consistent with RAD and other subsidized and LIHTC standards, state law, THA standards of service with the interest of maintaining residency and achieving goals of the entire residential community
• Coordinate appropriate resident meetings onsite
• Implement and establish Administrative Policies of the Agency
• Responsible for ensuring participant files are in accordance with the HUD regulations.
• Initiates and monitors repayment agreements as deemed necessary
• Perform HQS inspections and work order quality control, monitors performance and resolution.
• Receive all HQS inspection notifications from the Assisted Housing Department
• Coordinates all HQS inspections, Property Managers and third-party inspection team and designated staff persons for move-in, annual, interim and special inspections
• Obtains pass, fail and inconclusive results of all HQS Inspections – timely report findings to Asset Management Director, Property Managers and Facilities Maintenance
• Prepare work orders for failed HQS items, monitor completion of work order and schedule the timely re-inspections; report progress and resolution to Asset Management Director, Director of Facilities and Property Manager
• Conducts monthly Quality control reviews (to include income calculations, deductions, payment standards, rent increases, etc.)
• Oversees annual independent audits including: collection of files prior to audit, corrections from audit findings and responses to auditors
• Support the overall administrative function of the Authority
• Maintains and reconciles purchase orders and expenditures
• Review reasonable accommodations requests relative to the policies and make written maintains and reconciles purchase orders and expenditures
• Update and maintain property characteristic information in a shared database and provide as requested
• Update department’s internet and intranet department website with new and revised content
• Attend and participate in various weekly, monthly and quarterly meetings that relate to the department’s operations and planning and takes appropriate follow-up action according to decisions and outcomes of the meetings
• Provide assistance to property management operations and perform other duties when requested or assigned by the Director

Knowledge, Skills, and Abilities

• Knowledge of HUD, LIHTC, and other federal, state, and local policies, procedures, and regulations related to the operation of affordable housing programs
• Ability to conduct research in order to obtain and compile data and prepare reports, formulate future and forecasting needs for the future
• Knowledge of algebra and statistics enough to perform complex calculations
• Ability to prepare clear concise reports, analyze data, and make appropriate recommendations within the scope of responsibility
• Knowledge of the principles and practices of management and administration
• Knowledge of the real estate organization’s operational policies and procedures
• Knowledge of the principles and practices of budgeting and budget administration
• Knowledge of the principles and practices of accounting and finance
• Knowledge of Housing Quality Standards
• Ability to maintain required records such as departmental records and tenant files, etc.
• Ability to read and understand polices and guidelines
• Ability to establish and maintain effective relationships with staff, residents and contractors
• Ability to work in a dynamic environment that requires incumbent to be resilient to change and responsive to changing goals, priorities and needs
• Ability to prepare and present of ideas and information in formal and informal
• Ability to effectively initiate and manage work projects

Minimum Qualifications

• Requires a Bachelor’s Degree Public Administration, Business Administration, Finance, Accounting, Real Estate or closely related major.
• Requires six (6) years of progressively responsible experience in budgeting, purchasing, facility management, real estate or related field; or possession of any equivalent combination of education, training, and which provides the requisite knowledge, skills, and abilities.
• Prefers Certified Housing Manager or ability to acquire within one (1) year of hire.
• Prefers Housing Credit Certified Professional
• Prefers Low Income Housing Tax Credit Professional

Other: Valid Florida Driver’s License Insurable under the agency’s insurance policy

This job description should not be interpreted as all-inclusive. It is intended to identify the major responsibilities and requirements of this job classification established by THA. All incumbents may not perform all of the job duties listed, and some incumbents may perform some duties which are not listed, and incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this description.