ASSISTANT DIRECTOR ASSET MANAGEMENT

Under supervision of the Director, the Assistant Director is responsible for the maintenance of physical structures, properties and equipment, and is responsible for the overall management of conventional public housing rental properties of the Commission.  

Essential Duties and Responsibilities 

Supervises, directs, and evaluates assigned personnel, processing employee concerns and problems, directing work, counseling, disciplining, and completing employee performance appraisals; administers grievances and discipline in accordance with personnel policy.

Plans and schedules all routine and planned maintenance functions for all physical structures, grounds, and equipment.

Identifies all repairs and improvements needed for budgeting and modernization purposes.

Prepares various reports, statistical reports, memos, correspondence, etc. as needed.

Oversees the daily activities of the Property Management site staff; identifies staffing needs of department; interprets and implements new regulations and other directives as required; ensures goals and objectives are met and that the work flow is smooth and efficient.

Conduct inspections of the communities’ landscape to make recommendations on removal and planting of new shrubbery and trees. 

Maintains the landscaping contract for mowing/plantings/mulching/leaf removal throughout all offices and communities.

 Attend inspections as needed. 

 Assists with EH&S response, follow-up. 

Performs quality control on all site work orders, key boxes, site files, inventory, vacant units, Maintenance staff and Management duties on a monthly basis.

Perform Monthly Community, Vehicle and Maintenance Shop inspections.

Training/communication for inspection preparation for site staff, operations and compliance personnel.

Tracking scores and communication of results; and tracking of future (projected) inspections.

Makes recommendations to the Director of Property Management regarding Maintenance Services and Property Management.

Reviews the Site Technical Manuals and makes recommendations for updates or changes.

Assist as necessary in decisions as to work requiring outside contractor; inspects contracted work for quality. 

Oversees the preventative maintenance schedule to ensure monthly entry, follow-up and additional systems to be added.

Inspects the progress and quality of work by contractors to insure consistency and compliance with mandated practices and technical specifications.   Monitors contractor/subcontractor Federal Labor Standards Compliance as prescribed by HUD Handbook 1344.17.  This also includes HCAAC Procurement Policy as set forth in the Commission’s Procurement Handbook.

Resolves disputes and claims with contractors, vendors, suppliers, and residents.

Procures architectural and engineering services as needed.

Maintains files and filing systems.

Reviews and monitors work order and vacancy reports daily for all communities.

Communicate program updates to properties, ensure adherence through follow-up, training and quality assurance review through Compliance Updates, agency updates and email correspondence.

Provide staff support and oversight for LIHTC program rules through quality assurance processes.

Move-in Audits – review files per established protocols, tracking, follow up to ensure adherence to procedures and regulations and identify errors and/or missing documentation.

Recertification Audits - review files per established protocols, tracking, follow up to ensure adherence to procedures and regulations, and identify errors and/or missing documentation.

Monitor and report current and past due recertifications.

Field incoming inquiries from site staff with questions directly related to income and asset eligibility, legal rents, and property-specific compliance requirements.

Follow up with staff on file audits to make sure corrections have been completed. Keep a log of files audited and files to be audited. 

Reviews and monitors accounts receivable, re-exam listings and legal case entry each month for all communities

Plans, directs, and coordinates the Property Management staff in efforts to remove snow in inclement weather.

Performs a physical needs assessment of all HCAAC properties and prepares report for public/staff comment.

Manages and reviews all contracts with the Property Management Department and makes recommendations for additions or changes.

Attends and assists with the yearly Capital Fund Program to the public through a series of site meeting and public hearings.

Assists in interpreting an annual survey of all residents concerning their view of modernization needs within the Commission.

Attends, leads, and participates in meetings with residents and other interested interest groups, as necessary.

Interacts with other government/private agencies.

 Assist on-site Property Management staff with day-to-day operations as needed.

 Performs other related essential duties as required.

 Minimum Training and Experience Required to Perform Essential Duties and Responsibilities

Low Income Housing Tax Credit Certification Required 

 Valid driver’s license is required

Physical Requirements

Ability to operate a variety of automated office machines including typewriter, calculator, copier, computer, telephone system, fax machine, etc.

Ability to utilize departmental tools, equipment, and vehicles including trucks, electrical testing meters, inspection/testing materials, plows, etc.

Ability to exert physical effort in light to moderate work involving lifting, carrying, pushing, and pulling; ability to stoop, kneel, crouch, and crawl; ability to climb and balance; tasks require visual perception and discrimination.

Supervisory Responsibilities

 Ability to assign, review, plan and coordinate the work of employees.

 Ability to evaluate employee job performance.

 Ability to provide instruction and training and to respond to employee problems.

 Ability to approve the discipline or discharge of an employee.

 Ability to approve the selection, promotion or transfer of an employee.

 Must be Tax Credit Certified

Mathematical Ability

 Ability to perform addition, subtraction, multiplication and division; ability to calculate decimals and percentages; may include ability to perform mathematical operations with fractions; may include ability to compute discount, interest, profit and loss, ratio and proportion;   may include ability to calculate surface areas, volumes, weights, and measures.

Language Ability and Interpersonal Communication

 Ability to comprehend and correctly use a variety of informational documents including vacancy analysis reports, employee productivity reports, priority summary reports, work orders, billing invoices, vehicle maintenance reports, budget reports, and other reports and records.

 Ability to comprehend a variety of reference books and manuals including blueprints, personnel policy, operational manuals, site maps/drawings, safety manuals, codes, regulations, Thomas Register, Sweet Catalog, electrical drawings, HVAC manuals/diagrams, etc.

 Ability to prepare maintenance reports, PHAS reports, performance reports, statistical reports, memorandum, correspondence, and other job related documents using prescribed format and conforming to all rules of punctuation, grammar, diction and style.

 Ability to accurately record and deliver information, meet deadlines, and maintain confidentiality of restricted information.

 Ability to use and interpret engineering, mechanical, electrical, and personnel terminology and language

 Ability to perceive and discriminate colors, sounds, textures, and odors.

 Ability to use independent judgment, common sense, and principles of influence in the performance of tasks

 Ability to work under stressful conditions, to respond immediately to crisis situations, and to balance priorities within and between offices/departments

 Ability to maintain personal composure and tactfully handle difficult situations and interpret questions correctly; ability to behave in a friendly, understanding, helpful, and professional manner with clients/customers, coworkers, supervisors, subordinates, and the general public.

 Ability to manage and direct a group of workers; ability to supervise, counsel and mediate; ability to persuade, convince, influence and train others; ability to advise and interpret on the application of policies, procedures and standards to specific situations; ability to explain, demonstrate and clarify to others within well-established policies, procedures and standards.

 Ability to communicate effectively with Executive Director, Deputy Directors, other Commission Directors, contractors, vendors, utility company’s representatives, law enforcement personnel, fire department personnel, other County personnel, and the general public verbally and in writing.

 Ability to utilize departmental tools, equipment, and vehicles including trucks, electrical testing meters, inspection/testing materials, etc.

 Environmental Adaptability 

 Ability to work effectively in an office environment

 Essential functions are regularly performed without exposure to adverse environmental conditions however, precautions should be taken to safeguard self and others is situations such as inspections, working with and around electric current, machinery, unfamiliar places, etc.