This is a Department Head classification that oversees, directs, and participates in all activities of the Department, oversight of multiple service areas, most notably the Rental Assistance Program, including short term and long term planning, implementation of work standards, and development and administration of departmental policies, procedures, and services. This class provides assistance to the Vice President in a variety of administrative, coordinative, analytical, and liaison capacities. Successful performance of the work requires knowledge of public policy, Commission functions and activities, and the ability to gain an understanding of the existing Policies and Procedures at the Commission in order to advise the organization as to potential improvements, changes, additions or deletions . Responsibilities include coordinating the activities of the department with those of other departments and outside agencies and managing and overseeing the complex and varied functions of the department. The incumbent is accountable for accomplishing departmental planning and operational goals and objectives and for furthering Commission goals and objectives within general policy guidelines.
Examples of Essential Job Functions:
- Assumes full management responsibility for all the Housing Choice Vouchers Program including but not limited to, operations, administration, compliance, services, and activities in the Occupancy, Leasing, Inspections, and Eligibility and Special Programs.
- Responsible for working with Vice President of the Division and other Rental Assistance management to research and analyze best practices and continual upgrading and improvement of Commission practices, policies, and procedures.
- Develops, directs, and coordinates the implementation of goals, objectives, policies, procedures, and work standards for the department; establishes, within Commission policy, appropriate budget, service, and staffing levels.
- Analyzes all factors affecting program performance and works to develop organizational strategies to address changing conditions.
- Provides leadership and directs the activities of the Program staff through appropriate delegation, performance management, problem resolution, planning, and work assignments; counsels, trains, and coaches staff.
- Recommends, develops, and implements policies and procedures for training, reporting, monitoring, and evaluating department employee goals.
- Studies the impact of ongoing and proposed measures including, but not limited to, measurement and evaluation of work flow in Rental Assistance Division and quality control studies on operations, services and/or procedures.
- Evaluates and interprets HUD regulations and guidelines as they pertain to the administration of the Housing Choice Voucher Program; assures program activities are in compliance with all complex laws, and policies, and regulations.
- Assists the Vice President in internal and external audit requests and responses.
- Manages and participates in the development and administration of the department’s annual budget; directs the forecast of additional funds needed for staffing, equipment, materials, and supplies; directs the monitoring of and approves expenditures; directs and implements adjustments as necessary.
- Selects, trains, motivates, and directs department personnel; evaluates and reviews work for acceptability and conformance with department standards, including program and project priorities; works with employees on performance issues; implements discipline and termination procedures; responds to staff questions and concerns.
- Contributes to the overall quality of the department’s service by developing, reviewing, and implementing policies and procedures to meet legal requirements and Commission needs; continuously monitors and evaluates the efficiency and effectiveness of service delivery methods and procedures; assesses and monitors the distribution of work, support systems, and internal reporting relationships; identifies opportunities for improvement; directs the implementation of change.
- Oversees the development of consultant requests for proposals for professional services and the advertising and bid processes; evaluates proposals and recommends project award; coordinates with legal counsel to determine Commission needs and requirements for contractual services; negotiates contracts and agreements and administers same after award.
- Represents the department to other Commission departments, elected officials, and outside agencies; explains and interprets departmental programs, policies, and activities; negotiates and resolves significant and controversial issues.
- Conducts a variety of departmental, organizational, and operational studies and investigations; recommends modifications to programs, policies and procedures as appropriate.
- Participates in and makes presentations to the Housing Authority, Housing Commission, and a variety of boards and commissions; attends and participates in professional group meetings; stays abreast of new trends and innovations in the fields of HUD and other federal, state and local regulations pertaining to department operations .
- Maintains and directs the maintenance of working and official departmental files.
- Monitors changes in laws, regulations, and technology that may affect Commission or departmental operations; implements policy and procedural changes as required.
- Prepares, reviews, and presents staff reports, various management and information updates, and reports on special projects as assigned by the Sr. Vice President.
- Responds to difficult and sensitive public inquiries and complaints and assists with resolutions and alternative recommendations.
- Performs other duties as assigned.
- Administrative principles and practices, including goal setting, program development, implementation, and evaluation, and supervision of staff, either directly or through subordinate levels of supervision.
- Budget development, contract administration, Commission-wide administrative practices, and general principles of risk management related to the functions of the assigned area.
- Organizational development, management science and business operations as applied to the analysis and evaluation of projects, programs, policies, procedures, and operational needs.
- Applicable federal, state, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility.
- Principles and practices of employee supervision, including work planning, assignment, review and evaluation, and the training of staff in work procedures.
- Methods and techniques for the development of presentations, business correspondence, and information distribution.
- Research and reporting methods, techniques, and procedures.
- Record keeping principles and procedures.
- Modern office practices, methods, and computer equipment and applications related to the work.
- English usage, grammar, spelling, vocabulary, and punctuation.
- Techniques for effectively representing the Commission in contacts with governmental agencies, community groups, and various business, professional, educational, regulatory, and legislative organizations.
- Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and Commission staff.
- Develop and implement goals, objectives, policies, procedures, work standards, and internal controls for the department and assigned program areas.
- Effectively supervise/manage personnel; manage a diverse staff.
- Consider many variables and determine and effectively communicate a clear course of action.
- Gather, collect, and classify information about internal and external resources.
- Provide administrative and professional leadership and direction for the department and the Commission.
- Prepare and administer large and complex budgets; allocate limited resources in a cost effective manner.
- Interpret, apply, and ensure compliance with federal, state, and local policies, procedures, laws, and regulations.
- Plan, organize, direct, and coordinate the work of management, supervisory, professional, and technical personnel; delegate authority and responsibility.
- Select, motivate, and evaluate the work of staff and train staff in work procedures.
- Research, analyze, and evaluate new service delivery methods, procedures, and techniques.
- Effectively administer special projects with contractual agreements and ensure compliance with stipulations; effectively administer a variety of asset management programs and administrative activities.
- Conduct effective negotiations and effectively represent the Commission and the department in meetings with governmental agencies, contractors, vendors, and various businesses, professional, regulatory, and legislative organizations.
- Prepare clear, concise, and accurate reports, correspondence, policies, procedures, and other written materials.
- Conduct complex research projects, evaluate alternatives, make sound recommendations, and prepare effective technical staff reports.
- Establish and maintain a variety of filing, record-keeping, and tracking systems.
- Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.
- Create and maintain a workplace culture that promotes employee engagement, team spirit and a commitment to high quality performance.
- Operate modern office equipment including computer equipment and specialized software applications programs.
- Use English effectively to communicate in person, over the telephone, and in writing with employees, residents, governmental agencies and the general public.
- Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
- Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work.
Education and Experience:
Equivalent to graduation from an accredited four-year college or university with major coursework in Business Administration, Public Administration, or related field; ten (10) years of progressively responsible experience, including at least five (5) years in a supervisory or management capacity. Equivalent combinations of education, training, managerial experience in a large service-oriented field and strong HCV program experience will be considered. Must have five (5) years of extensive knowledge of Public Housing Authority operating policies and procedures and demonstrate strong analytical, organizational, project management, administrative skills and an extensive working knowledge of HUD regulations governing Section 8/HCV programs.
Licenses and Certifications:
Possession of, or ability to obtain, a valid California Driver’s License by time of appointment.