Community Management Coordinator

Job Description

Title: Community Management Coordinator

Reports To: Deputy Executive Director

Department/Division: Community Management

FLSA Status: Exempt

Employment Status: Full-Time

Date: February 7, 2020

Position Summary

Responsible for performing a variety of complex and diverse managerial and administrative duties pertaining to the overall effectiveness and efficiency of the Agency’s public, private, and mixed finance housing properties. Revises policies, procedures, and plans to ensure and maintain program compliance with HUD’s changing regulations and guidelines and makes administrative and management decisions concerning overall operations of applicable plans. Responsible for the Agency receiving at least a satisfactory rating concerning HUD agency scoring systems such as Public Housing Assessment System (PHAS) and other future HUD required evaluation systems. The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements regarding duties does not exclude them from the position if the work is similar, related, or a logical assignment in association with this position.

Responsibilities

Undertakes and performs the following and all other work-related duties as assigned.

• Responsible for strategic planning, developing, implementing, and administering the overall goals and responsibilities of the department. Actively leads, manages, and develops a culture of continuous improvement to ensure effective planning, high standards for resident services, and appropriate controls to ensure revenue and performance is consistent with agreed targets.
• Directs and provides guidance to Admissions and Occupancy staff in the development and implementation of policies to ensure all procedures are in compliance with HUD guidelines, and that interviews, eligibility processes, maintenance of waiting lists for appropriate bedroom size and for sites, re-examinations, preparation of contracts, etc., are in accordance with the Agency’s rules, policies, and procedures completed in a timely and professional manner.
• Provides guidance to the designated Security Officer of the Agency to ensure progressive, coordinated safety, crime prevention, and fear-reduction strategies and services are effectively implemented to guard against theft, vandalism, violence, or other threats against Agency employees and/or residents within the Agency’s jurisdiction.
• Establishes and implements property management policies and directs and monitors/provides guidance to subordinates to ensure compliance with federal, state, and local housing regulations, and that organizational goals are met.
• Directs and prepares departmental budgets, staffing plans, maintenance schedules (e.g., annual inspections, preventative maintenance, required narrative, and statistical reports for submission to the Deputy Executive Officer, HUD, and the Board of Commissioners) and reviews reports prepared by departmental staff.
• Works in conjunction with and provides guidance to Director of Capital Improvements in the preparation of Capital Improvement modernization and revitalization plans, timetables, activities, and budgets ensuring compliance with funding programs and federal, state, and local residential building requirements.
• Monitors the procurement and construction process for all site budgeted improvement activities, identifies the physical conditions of Agency properties, and makes certain they are maintained in marketable condition. Oversees the procurement of contractors, and other professional services for ongoing and future site budgeted plans and developments.
• Directs and provides guidance to the maintenance staff in providing skilled trade services (e.g., electrical, plumbing, HVAC, etc.) for Agency properties and oversees response to routine and emergency repair requests to ensure timely and successful resolution of problems. Directs the preparation of annual maintenance schedules and budgets and their implementation. Directs and provides guidance to the maintenance staff in the effective assignment, servicing, and replacement of Agency vehicles and equipment.
• Acts as the Agency’s HUD Section 504 compliance officer to ensure that qualified individuals with a disability will not be excluded from the participation in, denied the benefits of, or be subjected to discrimination under any program or activity receiving federal financial assistance. Provides guidance and develops policy on 504 issues.
• Monitors and tracks non-routine legal matters and their dispositions to ascertain long- and short-term effects and impact on the Agency, its practices, its budget, and its image in the Community.
• Supervises staff, providing ongoing assistance to support a positive and productive working environment. Approves and oversees the selection, employment, training, direction, supervision, utilization, discipline, and termination of Agency employees and makes recommendations for other personnel-related activities. Sets standards, frameworks, performance indicators and protocols, identifying necessary responses to overcome performance issues and take appropriate action where required.
• Interacts with businesses, public officials, and public agencies to successfully maintain positive Agency image and working relationships.
• Accountable for consistent adherence to strong Agency standards regarding the ethical, responsible, and appropriate use, care, and safeguarding of Agency materials, supplies, resources, and other assets.

Education and Experience

Bachelor’s degree or equivalent required and three (3) years of progressively responsible experience in management or in an administrative capacity in property management or low-income housing, or an equivalent combination of experience and education.

The following Certification(s) or equivalent must be obtained within eighteen (18) months of employment or other allowable period of hire as authorized by the Deputy Executive Director his/her designee:

Public Housing Manager Supervisory Maintenance

Uniform Physical Condition Standards (UPCS) Enterprise Income Verification System (EIV)

Fair Housing National Compliance Professional

Knowledge and Skills

• Thorough knowledge of Agency policy and procedures as they pertain to property management and occupancy.
• Thorough knowledge of HUD rules and regulations that apply to public housing management.
• Working knowledge of laws and standards that apply to public housing property management, such as Fair Housing Laws, OSHA Standards, local and state building codes.
• Basic knowledge of building maintenance, fire prevention, and liability reduction principles.
• Working knowledge of the operation of the Agency’s computer system and applicable software.
• Working knowledge of the agencies that provide assistance and services to residents, including knowledge of eligibility requirements.
• Knowledge of mathematics and general accounting procedures sufficiently to perform calculation required for summarizing rent collections, making deposits, rent adjustments, and assisting the Property & Asset Management Director in preparation of the annual operating budget and long-term budgets.
• Ability to maintain required records such as resident files, vacancy reports, etc.
• Ability to procure goods and services in accordance with Agency procurement procedures and in keeping with the approved operating budget for the property.
• Ability to read and interpret policies and guidelines in order to make sound decisions.
• Ability to prepare clear, concise reports and make appropriate recommendations within scope of responsibility.
• Ability to operate appropriate Agency computer equipment and software packages.
• Ability to communicate clearly and concisely, both orally and in writing. Ability to communicate on the level of the listener, recognizing when information has been misunderstood, and the ability to rectify any misunderstanding as needed.
• Skilled in analyzing situations in order to identify problems and offer possible solutions.

Supervisory Controls

The Community Management Coordinator receives instructions primarily from the Deputy Executive Officer. Normally, the employee plans and carries out work activities with minimal supervision and independently resolves problems that arise. The employee receives specific instructions when problems are brought to the attention of the supervisor and when the supervisor is contacted by the employee for direction. The employee's work is reviewed for accuracy and compliance with Agency policies, federal, state, and local regulations and attainment of objectives.

The Community Management Coordinator gives instructions to department subordinates. Instructions are generally broad and nonspecific; however, instructions are occasionally direct and specific to address a particular situation or problem. Employee monitors the work of subordinates for accuracy, completeness, conformity to policy, achievement of goals and objectives, evaluates employee job performance, and recommends hiring, training, firing, and disciplinary actions.

Guidelines

Guidelines followed by the Community Management Coordinator include established policies and procedures, traditional practices, published laws, regulations, handbooks, codes, and ordinances. Materials used vary with the project and the entities involved, and independent research is necessary depending on the activity requirements. These guidelines cover most job-related situations and the employee is often required to use independent judgment in making decisions within established parameters and area of expertise. When unusual situations arise or when clarification or guidance is called for, the employee consults with the Deputy Executive Officer.

Complexity

The employee performs related duties following established and specific Agency policies and procedures, applicable local, state, and federal regulations, traditional practices, and information from training and reference materials. The course of actions is determined by the circumstances, assessment of critical issues, supervisor input, and by established procedures and applicable regulations. The employee may coordinate, integrate, and/or prioritize tasks. Routinely, the employee may adapt procedures to the circumstances and make decisions concerning resident or maintenance problems, collections, and property management issues using personal judgement based on prior experience.

Difficulty may be experienced in making final application determinations and in applying appropriatiate HUD and PHA criteria in situations such as counting or exempting individuals’ income.

Scope and Effect

The Community Management Coordinator plays a key role in the management and operation of affordable public housing and their work affects residents, coworkers, Agency profitability, community groups, and support agencies on a continuing basis. Successful accomplishment of duties by the employee enhances the Agency’s image in the community and its ability to meet its overall mission of providing housing that is decent, safe, and sanitary.

Personal Contacts

The employee's personal contacts are mostly with local officials (police, city council members, City Code Enforcement), outside service agencies, contractors, advertising contacts, social workers, other employees, and residents assisted by the Agency. The purposes of these contacts are to obtain or provide information, plan and coordinate, and to advise, motivate, influence, or direct subordinates or others, and justify, defend, negotiate, or resolve matters and issues concerning public housing.

Contact often requires negotiation and/or handling of controversial matters, and may include dealing with skeptical, uncooperative, unreceptive, and hostile individuals, and potentially volatile situations.

Physical Requirements

• Work is principally sedentary but may involve some physical exertion during on-site visits with residents or staff members and inspections of units and/or facilities.
• Must be able to sit and/or stand for up to eight (8) hours at a time while preforming work duties.
• Must be able to bend, stoop, push, and pull in the performance of essential job-related duties (e.g. moving or carrying objects or materials).
• Must be able to use fingers bilaterally and unilaterally to operate job-related equipment.
• Must have vision and hearing corrected to be able to perform essential job functions.
• Must be able to work around various fumes, odors, and dusts.
• Must be able to perform essential job functions in an environment that will sometimes include increased levels of work-related stress.
• Must maintain a professional appearance and portray a positive image for the Agency.
• Must maintain punctuality and attendance as scheduled.
• An employee may request a reasonable accommodation to mitigate any of the physical requirements listed above.

Work Environment

Work involves the normal risks or discomfort associated with an office environment and is usually in an area that is adequately cooled, heated, lighted, and ventilated, but also involves working outdoors during visits to housing developments, sites, dwellings, or facilities.

Other Requirements

• Must possess a State of Oklahoma driver’s license and maintain a good driving record.
• May be required to work an unusual work schedule.
• Must be available for occasional overnight travel for training.
• Must pass employment drug screening and criminal background check.
• Must work with the highest degree of confidentiality.

The Muskogee Housing Authority is an Equal Opportunity Employer. This job description is subject to change and in no manner states or implies that these are the only duties and responsibilities to be performed. The duties herein are representative of the essential functions of this job. This job description reflects management's assignment of functions; however, it does not prescribe or restrict tasks that may be assigned. Nothing in this document restricts management's right to assign or reassign duties and responsibilities at any time. The qualifications listed above are guidelines, other combinations of education and experience that could provide the necessary knowledge, skills, and abilities to perform the job may be considered at the discretion of the Executive Director.

Employment with the Muskogee Housing Authority is on an “at-will” basis. Nothing in this document is intended to create an employment contract, implied or otherwise, and does not constitute a promise of continued employment.

Disclaimer: The above statements describe the general nature, level, and type of work performed by the incumbent(s) assigned to this classification. They are not intended to be an exhaustive list of all responsibilities, demands, and skills required of personnel so classified. Job descriptions are not intended to and do not imply or create any employment, compensation, or contract rights to any person or persons. Management reserves the right to add, delete, or modify and/or all provisions of this description at any time as needed without notice. This job description supersedes earlier versions.

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EMPLOYEE SIGNATURE DATE

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MANAGER SIGNATURE DATE

Job Type: Full-time

Pay: From $47,070.40 per year

Benefits:

• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Referral program
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Application Question(s):

• Pre-employment drug screen is required

Education:

• Associate (Preferred)

Experience:

• Related field: 3 years (Preferred)

License/Certification:

• Driver's License (Preferred)

Ability to Commute:

• Muskogee, OK (Preferred)

Work Location: In person

Salary : $47,070