Job Description
Job Description
Portfolio Manager
Summary of Position Responsibilities:
Responsible for day-to-day management and oversight of all Stoughton Housing Authority properties
under the direction of the Regional Portfolio Director. Follow and enforce state and federal public housing regulations as well as agency policies. Work closely with residents, organizations and individuals for the purpose of providing safe and sanitary housing and coordinated services.
Description of Supervision/Supervisory Responsibilities:
The Portfolio Manager is approved by the Executive Director and works under the general
supervision and direction of the Regional Portfolio Director. Responsible for supervising one
staff person.
Essential Functions of Job:
A. Ensure that resident records, leases and services are monitored and maintained
according to agency policies and procedures.
1. Rent Collection.
A. Weekly review of rent collection.
B. Conduct individual resident meetings for non-payment.
C. Set up Repayment Agreements.
2. Conduct Annual and Interim recertifications.
3. Show available units to perspective residents.
4. Complete Lease Up process and review rules and regulations with new residents.
5. Conduct Inspections.
A. Conduct Annual Unit Inspections.
B. Conduct Monthly Common Area Inspections.
C. Initiate Work Orders for necessary repairs.
D. Prepare Resident Notifications
6. Conduct Resident Meetings pertaining to lease violations, site work, mod jobs as
well as quarterly meetings for overall review.
7. Prepares eviction files. Conduct lease violation conference, attends court
proceedings, attends evictions.
8. Submit data to resident selection for timely maintenance of vacancy register
11. Work with Resident Services Department to bring services to residents.
B. Supervise and coordinates activities of personnel engaged in carrying out site
management functions.
1. Review workload, schedules, and personnel assignments, status of on-going work,
projects, and available personnel for work assignments to plan occupancy activities.
2. Assign specific duties to personnel, and special projects, considering individual
knowledge and experience.
3. Review reports, notices and other records prepared by personnel for clarity,
completeness, accuracy, and conformance with agency policies and regulatory
requirements.
4. Plan, conduct (or arranges for) orientation and training of site personnel.
5. Coordinate leave requests and assists in evaluation of personnel performance.
6. Assist in the operation of the front desk, answer phones when necessary.
C. Manage and coordinate occupancy functions and procedures at agency's
properties:
1. Prepares and maintains required property reports and resident records in
manual/automated format
2. Review, analyze and recommend expenditures for inclusion into the agency's
budget
3. Prepare monthly reports of property management activities
4. Post delinquent rents into automated system and assists with the
collection of delinquent rents, charges and fees
5. Monitor and coordinates procedures for efficient re-occupancy of vacant units
with occupancy function
6. Forward reports and records to the Regional Portfolio Director for action.
7. Coordinate site management activities with other sections of the agency to
prevent delays in actions required to improve services to residents.
8. Work effectively with other agency supervisors and coordinators.
II. SECONDARY POSITION TASKS:
A. Maintains schedule of reviews and inspections
1. Accompanies specialists inspecting fire alarm system, extermination of
units and other activities/services under contract
2. Maintains and enforces "No Trespassing List,” illegal parking activities and lease
violations
3. Inspects all properties, common areas and grounds for cleanliness, safety,
general maintenance and writes necessary work orders
4. Performs other duties as assigned
5. Ability to maintain confidentiality in all assignments as mandated
6. Ability to work harmoniously with other agency personnel
7. Ability to relate to and interact with elderly and family residents in low- and
moderate-income housing settings
8. Ability to work independently and complete tasks in a timely manner
9. Ability to be flexible and perform work under time pressure
10. Ability to train and give directions to other (new/inexperienced) staff
Education and Experience/Other Requirements:
· College Degree in a relevant field preferred
· High school diploma or equivalent education/experience level required
Minimum Competencies:
· 2-3 years’ work experience in a public housing setting and a thorough knowledge of
federal/state housing regulations required
· 1-2 years’ experience in supervision preferred
· Possess or have ability to obtain Public Housing Managers Certificate within one year
from an accredited agency
Physical Requirements/Work Location:
The physical demands described here are representative of those that must be met by an
employee to successfully perform the essential functions of this job. Reasonable
accommodations may be made to enable individuals with disabilities to perform the essential
functions.
Portfolio Manager:
This is an in-the-field and in-office-based job in a dynamic municipal office. While performing
the duties of the Portfolio Manager, the employee is required to: interact and communicate
frequently with the residents of SHA, other team members and/or third parties transacting
business with the Authority; operate standard office equipment including computers and
keyboards, at efficient speed; and move throughout the municipal office. The employee must
occasionally lift and/or move up to 20 pounds. The employee may be required to work beyond
normal business hours approximately including evenings.
The above statements are intended to describe the general nature and level of work being
performed by individuals assigned to this position. They are not intended to be an exhaustive list
of all responsibilities, duties, and skills required. This job description does not constitute an
employment agreement between the employer and employee and is subject to change by the
employer as the needs of the employer and/or requirements of the job change.
Date adopted/revised: 6/2/26