This is a Department Head classification that oversees, directs, and participates in all activities Administration , including short- and long-term planning and development and administration of departmental policies, procedures, and services. This class provides assistance to the Executive Vice President and Chief Operating Officer 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 develop, oversee, and implement the Commission’s Administration, Procurement, Equal Opportunity Contracting, Labor Compliance, Special Programs, Fair Housing, Docket Coordination and Grants Compliance programs. 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:
Examples of ESSENTIAL JOB FUNCTIONS (Illustrative Only)
Management reserves the rights to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.
- Assumes full management responsibility for Administration programs, services, and activities, including overseeing functions such as Administration, Procurement, Equal Opportunity Contracting, Labor Compliance, Special Programs, Fair Housing, Docket Coordination and Grants Compliance.
- 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.
- 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.
- Directs the work of Administration unit responsible for ensuring that the Commission recruits, hires, trains, retains, and promotes appropriate staff to carry out the mission and goals of the organization. Represents the Commission in resolving issues with Federal, State, and local compliance and judicial agencies.
- Oversees and directs the centralized and decentralized purchasing/procurement operations, housing commission vehicle fleet maintenance, mail, and other ancillary services.
- Directs the Commission’s equal opportunity contracting, fair housing compliance, HUD section 504; conducts community outreach, vendor EO document evaluations, and submission of Commission workforce and other related reports.
- Directs the Administration, Procurement, Equal Opportunity Contracting, Labor Compliance, Special Programs, Fair Housing, Docket Coordination and Grants Compliance.
- 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 ensure policy compliance; determines 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 related fields.
- 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 Executive Vice President and Chief Operating Officer.
- Responds to difficult and sensitive public inquiries and complaints and assists with resolutions and alternative recommendations.
- Maintains and directs the maintenance of working and official departmental files.
- 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 and general principles of risk management related to the functions of the assigned area.
- Organizational and management practices as applied to the analysis and evaluation of projects, programs, policies, procedures, and operational needs.
- Principles, practices, and techniques of human resources in a public agency setting, including recruitment, selection, equal employment opportunity, and employee orientation; job analysis and classification; compensation and benefit analysis and administration; and employee and labor relations, including the interpretation of laws, regulations, policies, and procedures.
- Principles and practices of information technology infrastructure as well as purchasing, professional development, and training program management.
- Principles and practices of employee supervision, including work planning, assignment, review and evaluation, and the training of staff in work procedures.
- Applicable Federal, State, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility.
- Technical, legal, financial, and public relations problems associated with the management of assigned programs.
- Methods and techniques for the development of presentations, contract negotiations, 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.
- 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, train, 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 a variety of administrative programs and 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 and concise 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.
- 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.
- 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:
Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:
Equivalent to graduation from an accredited four-year college or university with major coursework in public or business administration, psychology, or a closely related field; and eight (8) years of progressively responsible experience in planning, designing, and implementing administrative or business services programs, such as equal opportunity, contract compliance and purchasing .
Licenses and Certifications:
Possession of, or ability to obtain, a valid California Driver’s License by time of appointment.