Constituent Services Manager

Housing Authority of Baltimore City•Baltimore, MD

11h

About The Position

The primary purpose of this position is to provide dual support to the Housing Authority of Baltimore City’s (HABC) Engineering and Capital Improvement (EECI) Division in the area of real estate management, including oversight of the Duncanwood Archive Facility, and to serve as the liaison to the Resident Advisory Board (RAB). As the RAB liaison, the position is responsible for developing, coordinating, and monitoring RAB programs and tenant council activities. This role also includes managing special projects and assignments designated by the RAB; providing guidance on lease negotiations, space planning, document archiving and retrieval, and modernization of HABC/HCD-owned and planned facilities; and responding to departmental requests for leased space, as well as requests from external agencies seeking to lease or acquire HABC-owned nonresidential properties. All activities must support the Housing Authority of Baltimore City (“HABC” or “Authority”) mission, strategic goals, and objectives.

Requirements

Bachelor’s degree in Real Estate, Development, Public Administration, or a related field, and a minimum of four (4) years of experience in government or private industry involving the development, review, and approval of leases and lease negotiations. Two (2) years of records/document management and supervisory experience are also required. An equivalent combination of education, training, and experience may be considered.
Possession of a valid Maryland driver's license.
Must be able to be covered under the Authority's vehicle insurance policy.
Must not engage in private real estate business.
Availability to work some evenings and weekends as needed.
Successful completion of a prescreening investigation, including verification of employment history and education credentials.
A 6-month probationary period applies to this full-time permanent position.

Responsibilities

Coordinates with the Resident Advisory Board, Tenant Councils and appropriate HABC Staff in the planning and monitoring of programs which improve the quality of life of the public housing residents. Assists the Resident Advisory Board Chairperson in managing activities; perfroms public relations duties through contacts and associations with visitors, federal and local officials.
Attends Tenant Council, Resident Advisory Board Executive and other subcommittee meetings. Acts as liaison to to the HABC Board of Commissioners for RAB.
Works with and communicates wih residents, RAB members, and others to ascertain needs and initates solutions to problems.
Monitors RAB expenditures and oversees expenditures for Tenant Councils, submits monthly financial reports to the RAB Executive Board.
Submits requests to HABC’s Finance and Accounting for funds; informs the RAB of financial standing and status of budget.
Coordinates space reservation and/or occasional transportation needs for RAB and/or tenant council representatives.
Manages a portfolio of non-residential leases and one-time events to achieve overall agency leasing objectives. Creates and maintains a lease database and performs analyses of the lease terms. Develops policies and procedures related to Housing’s non-residential leasing and record management needs.
Performs the task of locating new Central Office space and Non-Central Office space (i.e., local offices, warehouse/storage, and roof-tops for wireless networking). Works with the Development
Management and General Counsel to renew existing Central and Non-Central Office leases and roof top rentals and commercial lease. Obtains real estate appraisals and research ownership of property.
Negotiates leases with the owner and prepares preliminary budget to include purchase price/lease costs; obtains final approval for the project funds; obtains authorizing to execute the lease.
Creates spreadsheets to track payments for all leasing and prepares reports to SVP/Engineering and Capital Improvement and appropriate accounting personnel.
Works with Office of Legal Affairs to prepare lease documents. Negotiates with client lease terms and agreements for HABC Roof Top Rentals or HABC residential properties.
Coordinates the selection and use of document and records management vendors and services, including off-site storage. Interviews professional consultants (real-estate brokers/agents) to supplement in-house professionals, recommends hiring; reviews, evaluates and approves consultant’s work for compliance with leasing standards, agency policy, budget constraints, federal, state, and city code requirements; authorizes payments.
Acts as a liaison between HABC/HCD, City’s Department of Real Estate and city agencies working on real estate projects. Provides oversight and direction to project consultants to improve efficiency and completion of major projects in a timely manner.
Establishes a system, procedures, and principal contacts for the retrieval and retention of company documents. Develops, implements and administers all facets of a records retention and vital records program for all divisions. Satisfies administrative, legal and regulatory requirements for information storage, security and retrieval of paper, microfilm and electronic records. This includes preparation and standardization of records retention schedules and corresponding procedures.
Contact departments when time to destroy files and proceed with shredding. Supervise employee and assist with the maintenance and up keep of the warehouse. Maintain the RAD Development files.
Retrieve files for OLA fo legal.
Acts as a liaison between HABC/HCD, City’s Department of Real Estate and city agencies working on records management projects. Provides oversight and direction to project consultants to improve efficiency and completion of major projects in a timely manner.
Performs other duties as assigned.