Assistant Director Asset Management

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

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.
• Conducts 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, and leaf removal throughout all offices and communities.
• Attends inspections as needed and assists with Environmental Health & Safety (EH&S) response and 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.
• Performs Monthly Community, Vehicle, and Maintenance Shop inspections.
• Provides training and communication for inspection preparation for site staff, operations, and compliance personnel; tracks scores and communicates results; tracks 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.
• Assists in decisions regarding work requiring outside contractors; 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 ensure consistency and compliance with mandated practices and technical specifications.
• Monitors contractor/subcontractor Federal Labor Standards Compliance as prescribed by HUD Handbook 1344.17, including 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.
• Communicates program updates to properties, ensuring adherence through follow-up, training, and quality assurance review via Compliance Updates, agency updates, and email correspondence.
• Provides staff support and oversight for Low-Income Housing Tax Credit (LIHTC) program rules through quality assurance processes.
• Conducts Move-in Audits – reviews files per established protocols, tracks follow-up to ensure adherence to procedures and regulations, and identifies errors and/or missing documentation.
• Performs Recertification Audits – reviews files per established protocols, tracks follow-up to ensure adherence to procedures and regulations, and identifies errors and/or missing documentation.
• Monitors and reports current and past due recertifications.
• Fields incoming inquiries from site staff regarding income and asset eligibility, legal rents, and property-specific compliance requirements.
• Follows up with staff on file audits to ensure corrections have been completed; keeps 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 reports 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 meetings 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 groups, as necessary.
• Interacts with other government/private agencies.
• Assists on-site Property Management staff with day-to-day operations as needed.
• Performs other related essential duties as required.

Requirements

• High school diploma or GED; supplemented by technical training/knowledge in HVAC, electrical wiring, and related fields plus five to ten years’ relevant work experience; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.
• Low Income Housing Tax Credit Certification required.
• Valid driver’s license is required.

Skills

• Supervisory Responsibilities: Ability to assign, review, plan, and coordinate the work of employees; evaluate employee job performance; provide instruction and training; respond to employee problems; approve discipline or discharge of an employee; approve selection, promotion, or transfer of an employee.
• Mathematical Ability: Ability to perform addition, subtraction, multiplication, and division; calculate decimals and percentages; compute discount, interest, profit and loss, ratio and proportion; calculate surface areas, volumes, weights, and measures.
• Language Ability and Interpersonal Communication:
  • Ability to comprehend and correctly use informational documents including vacancy analysis reports, employee productivity reports, work orders, billing invoices, vehicle maintenance reports, budget reports, and other records.
  • Ability to comprehend reference books and manuals including blueprints, personnel policy, operational manuals, site maps/drawings, safety manuals, codes, regulations, and technical diagrams.
  • 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 task performance.
  • Ability to work under stressful conditions, respond immediately to crisis situations, and balance priorities within and between offices/departments.
  • Ability to maintain composure and tactfully handle difficult situations; behave professionally with clients, coworkers, supervisors, subordinates, and the public.
  • Ability to manage and direct a group of workers; supervise, counsel, and mediate; persuade, convince, influence, and train others.
  • Ability to advise and interpret on the application of policies, procedures, and standards to specific situations.
  • Ability to communicate effectively with Executive Director, Deputy Directors, other Commission Directors, contractors, vendors, utility representatives, law enforcement, fire department personnel, County personnel, and the general public both verbally and in writing.
• Physical Requirements:
  • Ability to operate 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.
• Environmental Adaptability: Ability to work effectively in an office environment; essential functions are regularly performed without exposure to adverse environmental conditions, though precautions should be taken during inspections and when working with electric current, machinery, or unfamiliar places.