What are the responsibilities and job description for the Housing Policy & Planning Administrator (Housing Department) position at City of San Jose?
The City of San José, Capital of Silicon Valley, is one of the nation's best-managed cities and one of the top ten cities in which to live, work, and do business. Moreover, San José is the center of cultural, government, and economic activity for the region. The employees of the City of San José have embraced the following values: Integrity, Innovation, Excellence, Collaboration, Respect, and Celebration. The City's Housing Department is seeking an individual whose values align with the values of the City's employees.
The City of San José Housing Department is a leader in the production of affordable housing. Its mission is to strengthen and to revitalize our community through housing and neighborhood investment. The Housing Department has an operating budget of approximately $19.5 million annually and 105 employees and is committed to creating and supporting a diverse work environment with a staff that values inclusion. As a federal entitlement City, San Jose receives approximately $14 million annually in grants from the Department of Housing and Urban Development. Additionally, to the federal entitlement funds, the City's Housing Department administers a number of State and local funds worth over $100 million to support housing and homelessness projects and services.
This Housing Policy and Planning Administrative (HPPA) position is responsible for managing City grant programs. It oversees grant and contract administration with nonprofit agencies and Ciy programs that receive federal, State, and local funding, including the Community Development Block Grant (CDBG), HOME, Emergency Solutions Grant (ESG), and Housing Opportunities for Persons with AIDS (HOPWA) programs and the locally funded Measure E and Housing Trust Fund. The position also manages one-time funding sources such as the federal CARES Act and State funding such as Homeless Housing, Assistance, and Prevention (HHAP) and Permanent Local Housing Allocation (PHLA) Grants. The program typically manages an annual budget of approximately $14 million in federal entitlement money that provides funding for the delivery of priority projects and services that benefit San José’s low- and moderate-income residents. This year, the Grants Team administered over $100 million in grants. This position reports to a Deputy Director. It supports the Housing and Community Development Commission (HCDC), and is responsible for management of the Grants Team. The HPPA will manage a team of 13 people and will directly supervise a Senior Development Officer. This position will work closely with the Deputy Director to obtain approval from HCDC for funding recommendations prior to going City Council. The ideal candidate will have strong supervisory skills and solid experience managing a grants program.
This recruitment may be used to fill multiple positions in this, or other divisions or departments. If you are interested in employment in this classification, you should apply to ensure you are considered for additional opportunities that may utilize the applicants from this recruitment.
The responsibilities include but are not limited to the following:
- Develops, supports, and models a positive and productive workplace culture and customer service emphasis based on equity, respect, and inclusion.
- Plans and implements an annual workplan for the Grants Team.
- Coordinates and develops the Five-Year Consolidated plans and associated Annual Action plans.
- Prepares all required funding reports including the federal Consolidated Annual Performance Evaluation Report (CAPER).
- Organizes and administers the CDBG, HOME, ESG and HOPWA programs and the associated Integrated Disbursement and Information System (IDIS) activities.
- Prepares memorandums and powerpoint presentations to the City Council, Council Committees, and the HCDC, and assists in answering questions at presentations.
- Monitors all grant fund uses to ensure compliance with agreements and make recommendations for improved delivery of goods and services.
- Oversees and provides direction on the preparation of grant agreements and monitoring plans.
- Prepares an annual budget, controls and monitors expenses with the budget; ensures funding aligns with grant requirements.
- Prepares and maintains a variety of records, reports, and files related to assigned activities, and submits documents when appropriate.
- Provides technical assistance to grantees.
- Develops and assists teams to apply a racial equity tool for the grants program.
- Assists in the collection and analysis of data to inform strategies and tactics for increased racial equity in grant programs.
- Coordinates and partners with a variety of City staff, departments, and nonprofits to coordinate programs and activities, address issues or concerns, administer grants, and share information regarding opportunities and priorities.
- Directs overall program evaluations and the development of program changes.
- Directs and participates in the auditing of the Grants Program by funders and internal auditors.
- Provides continuous effort to improve operations, decrease turnout times, streamline work processes, and work cooperatively and jointly to provide quality customer service.
- Submits proposals for obtaining funds from federal, State and private sources.
- Hires, trains, evaluates and supervises a diverse staff.
- Supports staff development and ensures all staff have development plans.
- Directly supervises two Development Officers, and indirectly supervises seven Staff Analysts and one Staff Specialist.
- Participates in various countywide coordination meetings to address the needs of low- and moderate- income residents.
- Strengthens community partnerships and collaborates with community and/other partners.
- Presents at and attends evening community meetings as needed.
- Responds to public inquiries regarding grant programs.
- Performs other duties as assigned.
Minimum Qualifications
1. Education: A Baccalaureate Degree from an accredited college or university with a major in Planning, Housing, Geography, Economics, Business Administration, Public Administration, Political Science, Sociology, Ethnic Studies, Communications, or a related field.
2. Experience: Five (5) years of increasingly responsible professional level, directly related work experience involving diverse groups including government, non-profits, and grass roots community groups; Two (2) years of experience managing federal grants and related grant programs; Two (2) years of supervisory experience is required.
3. Employment Eligibility: Federal law requires all employees to provide verification of their eligibility to work in this country. Please be informed that the City of San Jose will not prepare or file a labor condition application with the Dept. of Labor.
Desirable Qualifications
The ideal candidate will possess the most desirable combination of training, skills and experience, as demonstrated in past and current employment history. Desirable experience, knowledge and skills for this position include:
1. Knowledge of federal and State housing and community development laws and regulations including Community Development Block Grants, HOME Investment Partnership funds, Emergency Solutions Grants, HOPWA, and funding from other State and federal agencies.
2. Ability to read, understand, explain, and apply complex regulation, legislation, and ordinances.
3. Ability to establish collaborative working relationships with individuals from diverse ethnic, racial, and economic backgrounds.
4. Ability to implement an annual grant cycle and successfully manage multiple projects and processes, including preparing complex reports for City executive staff, and to meet deadlines in a high pressure environment.
5. Ability to work independently.
6. Ability to carry out detailed analytical assignments and make sound recommendations.
7. Ability to manage, motivate, and direct a professional staff and create a cohesive team.
8. Excellent oral and written communication skills.
9. Ability to make presentations to City Council committees and community groups.
Competencies
The ideal candidate will possess the following competencies, as demonstrated in past and current employment history.
Desirable competencies for this position include:
Job Expertise – Demonstrates knowledge of and experience with applicable professional/technical principles and practices. Experience with analyzing and interpreting quantitative and qualitative information. Experience managing a grant program.
Communication Skills – Effectively conveys information and expresses thoughts and facts clearly, orally and in writing; demonstrates effective use of listening skills; displays openness to other people’s idea and thoughts.
Leadership – Leads by examples; demonstrates high ethical standards; remains visible and approachable and interacts with others on a regular basis; promotes a cooperative work environment, allowing others to learn from mistakes; provides motivational supports and direction.
Multi-Tasking – Can handle multiple projects and responsibilities simultaneously; has handled a wide variety of assignments in past and/or current position(s).
Problem Solving – Approaches a situation or problem by defining the problem or issue; determines the significance of the problem; collects information; uses logic and intuition to arrive at decisions or solutions to problems that achieve the desired outcome.
Social Awareness – Demonstrates the ability to read or sense other people’s emotions and how they influence the situation of interest or concern; demonstrates empathy and organizational awareness.
Teamwork & Interpersonal Skills – Develops effective relationships with co-workers and supervisors by helping others accomplish tasks and using collaboration and conflict resolution skills.
Selection Process
The selection process will consist of an evaluation of the applicant's training and experience based on the application and responses to the Job Specific Questions. Only candidates whose backgrounds best match the position with be invited to proceed in the selection process. Additional phases of the selection process will consist of one or more interviews, one of which may include a practical/written exercise. You will be prompted to answer the following job-specific questions during the online application process:
1. Have you completed a Bachelors' degree at an accredited college or university with a major in Planning, Housing, Geography, Economics, Business Administration, Public Administration, Political Science, Sociology, Ethnic Studies, Communications, or a related field?
2. Do you possess five (5) years of increasingly responsible professional level, directly related work experience to this position? If so, please describe your experience, including where you obtained your experience and the duration in which you performed these duties.
3. Do you possess two (2) years of supervisory or project lead experience? If so, please detail your experience and the number of direct reports and their classification(s).
4. Do you possess two (2) years of grant management experience using federal, State, or local government sources? If so, please detail your experience and the sources of funds you have managed.
You must answer all job-specific questions in order to be considered for this vacancy or your application will be deemed incomplete and withheld from further consideration. If you have questions about the duties of these positions, the selection or hiring processes, please contact Hsin-Ping Lee via email at hsin-ping.lee@sanjoseca.gov.
Link to Benefits page
- Link to Department website
Current salary range for Senior Development Officer is $114,567 to $143,575 annually. This classification also receives a 5% ongoing non-pensionable compensation increase in addition to the salary listed.
To apply, please complete an application via the City of San Jose’s website at www.sanjoseca.gov/citycareers. The application deadline is on June 30, 2023 at 11:59 PM. Please allow adequate time to complete the application and submit before the deadline or the system may not save your application. If your online application was successfully submitted, you will receive an automatic confirmation email to the email address you provided. IF YOU DO NOT RECEIVE THE CONFIRMATION, please email Human.Resources@sanjoseca.gov and we will research the status of your application. Please contact Human Resources at (408) 535-1285, or Human.Resources@sanjoseca.gov if you have any questions.
Salary : $20 - $100
