KENNEWICK HOUSING AUTHORITY (KHA) JOB DESCRIPTION. Administrative Services Director

Transcription

1 KENNEWICK HOUSING AUTHORITY (KHA) JOB DESCRIPTION TITLE: REPORTS TO: Executive Director POSITION SUMMARY: Exempt Position: Director of Housing Authority's administrative housing programs and services department requiring supervising department personnel, high performance to carry out a variety of technical and intensive program administration for all housing programs, waiting lists and services, maintain efficient and accurate fiscal year reports and statistical data, conduct quality control audit functions, case management, Training Coordinator, Section 504/ ADA Coordinator, PIC/EIV Coordinator, Hearing Officer, requires to effectively and cooperatively work with executive, management and on-line staff and by ensuring fiscal year compliance and integrity in accordance with the Housing Authority, HUD, Federal, State and Local procedures, policies, regulations and applicable laws. Kennewick Housing Authority (KHA) is an Equal Opportunity Employer M/F/HN DESCRIPTION OF DUTIES & RESPONSIBILITIES: The following represents the primary and secondary duties of the position; however they are not intended to be all inclusive. KHA reserves the right to change, reassign, or combine job duties at any time and at its discretion. I PRIMARY ESSENTIAL JOB DUTIES & FUNCTIONS: Supervisory "Staff/Personnel" Duties & Functions: (Supervise Administrative Housing Programs & Services Department StaffIPersonnel, Contracted & Volunteer/WEX Placement Staff): Responsible for a variety of multifaceted duties and functions in carrying out personnel supervision and monitoring over assigned administrative housing programs department personnel/staff with coordination and oversight from Executive Director. Participate in recruitment & selection of new staff for hire or position reassignment as directed by Executive Director; Responsible for evaluating staff performance with consultation & oversight from Executive Director in conducting initial probationary employment, intermittent & annual performance evaluations, assist in development staff performance standards, counsel staff for resolution of deficient employment performance with accuracy and efficiency in compliance with KHA personnel policies, inner agency policies and procedures, Federal and State employment labor laws; Conduct quality control (QC) audits on staff work performance, document accurately and efficiently identified compliance and non-compliance, per KHA personnel and department position(s) procedures and policies (all KHA personnel policies, applicant/tenant physical and computer data base files, physical unit inspections, etc.), review files/inspections for program compliance, assure all required information, documentation/verification, signatures, etc. are consistent and complete per KHA, HUD, Federal, State and Local policies, procedures, and applicable laws);

2 Page 2 Department Staff Training Coordinator: Responsible to carry out expected duties and functions with accuracy, efficiency, using proficient, professional communication and team approach skills, maintaining confidentiality, responsible to develop, coordinate and maintain administrative department position(s) Desk Top Manuals (for all positions) and provide initial and continued training to new and existing staff for ensuring compliance with KHA's HUD, Federal, State and Local procedures, policies and regulations with maintaining efficient and accurate records/documentation of training (i.e., staff attendance, training material, meeting minutes, etc.) for official record/documentation and subject to. Executive Director, HUD, Federal, State, Local, governmental agency official review and audits; Effectively mediate concerns, complaints and disputes between housing program department staff with using non-bias and constructive supervisory skills for reasonable and positive resolutions, accurately and efficiently documenting all follow-up actions and final resolutions with immediate consultation and direction from Executive Director, provide official files/records to Executive Director; Effectively investigate alleged housing programs department personnel, abuse, fraud and non-compliance, take appropriate action with immediate consultation and direction from Executive Director with accurately and efficiently documenting investigation, provide official files/records to Executive Director; Conduct weeklylbi-weekly, monthly department staff meetings, efficiently and accurately maintain records of meeting (i.e., staff attendance, meeting minutes and materials, etc.) for official documentation and for review by Executive Director, HUD, Federal, State, and Local agency review and audits; Initiate and draft department procedures and policies pertaining to personnel, housing programs compliance in accordance to KHA's, HUD, Federal, State and Local procedures, policies, regulation and applicable laws, as directed and approved by Executive Director; Responsible for tracking and approving assigned housing department staff work timekeeping records (payroll timesheets & appropriate payroll forms, documentation), approving or denying leave requests in compliance with KHA's personnel policies, inner agency procedures and consultation and final approval from Executive Director, Attend required training and provide training to other staff for cross training purposes to ensure staff compliance with KHA, HUD, Federal, State and Local procedures, policies, regulations and applicable laws; Maintain a positive, productive, supportive and non-bias work environment for assigned housing programs department staff, other department staff, management staff and especially with Executive Director; Maintain proficiency and compliance with KHA's, HUD, Federal, State and Local employment/labor laws, procedures, policies, regulations, etc.; Ability to maintain strict personnel, clientele, and agency confidentiality is mandatory; Ability to use and operate a company vehicle in accordance to KHA criteria and standards; Possess and maintain a Washington State Driver's License and evidence of a good driving record for pre and continued employment;. Ability to successfully pass a pre-employment drug screening test and pre-employment criminal background check; Performs other duties and responsibilities as assigned by Executive Director.

3 Page 3 Housing Programs & Services Department Director Duties & Functions: (Administer & Manage Administrative Housing Programs & Services Departments): Responsible for a variety of multifaceted, intensive technical duties and functions requiring high performance in program administration by managing and monitoring the housing programs & services department with accuracy, efficiency, full compliance and integrity in accordance with KHA's, HUD, Federal, State, Local and applicable laws and with coordination, oversight and reporting directly to Executive Director. Responsible to fully track, monitor, maintain agency/kha fiscal year (FY) compliance for the Public Housing Program including appropriate PHASINASS rating indicators, Section 8 Program (SEMAP rating indicators), Section 8 Family Self-Sufficiency (FSS) Program, Section 8 Project-Based and Mod Rehab Program regulations, administration contract agreement, additional subsidized housing program KHA administers, and program waiting lists and applications; Conduct continuous quality control (QC) audits/reviews on housing programs applicant and tenant computer data based and physical files, waiting lists, unit physical inspections, etc. to ensure compliance and consistency ofkha's HUD, Federal, State, Local, procedures, policies and regulations pertaining to all housing programs administered through KHA, percentage of files and inspections to be quality controlled (QC) is established and complied with Executive Director, HUD's Public Housing Program, Section 8 Program and other applicable housing programs requirements; Conduct annual review of Section 8 Program Payment Standards for KHA and HUD compliance, oversight from Executive Director, subject for review by Executive Director, HUD, Federal, State, Local, governmental agency officials; Conduct annual review of Fair Market Rent (FMR) Study and program Utility Allowance Schedule for all housing programs with efficiently documenting study results for KHA and HUD compliance, oversight from Executive Director, subject for review by Executive Director, HUD, Federal, State, County, Local, governmental agency officials; Conduct annual revisions to Public Housing Program Maximum Rents and Flat Rents, per KHA and HUD compliance, oversight from Executive Director, subject for review by Executive Director, HUD, Federal, State, County, Local, governmental agency officials; Conduct annual analysis review ofkha's Limited English Proficiency (LEP) Policy requirements with efficiently documenting analysis review results for KHA and HUD compliance, oversight from Executive Director, subject for review by Executive Director, HUD, Federal, State, County, Local, governmental agency officials; Responsible for submitting and maintaining accurate housing program and department weekly, monthly, quarterly and fiscal year and Board of Commissioners reports regarding program waiting lists and leasing/occupancy, oversight from Executive Director; Ensure high program usage by tracking and filling unit & Voucher vacancies for program utilization; assist appropriate staff in notifying prospective clients of upcoming vacancies, completes leasing procedures and conducts outreach methods in promoting KHA housing programs, responsible for maintaining accurate and updated tracking reports and logs, oversight from Executive Director, subject for review by Executive Director, HUD, Federal, State, governmental agency officials; Responsible to carry out duties as KHA's PIC & EIV Coordinator: Carrying out duties with efficiency and accuracy but not limited to perform quarterly staffhud's EIV secured system recertification's, assign staffs initial and continued role access in HUD's PIC and EIV secured systems with proper and efficient initial and annual training, perform monthly and fiscal year audit reports on staff activity in HUD's PIC and EIV secured systems and as directed by Executive Director, efficiently and accurately monitor KHA reporting rates making corrective actions as required, monitor Section 8 Program

4 Page 4 SEMAP and Public Housing Program PHASINASS reporting items/requirements in PIC secured system (i.e. annuals/interims, HQS, new lease ups, FSS, turn-around days, work orders, etc), issue HUD Alternate Identification (ID's) Numbers, monitor and convert HUD Alternate Identification (ID's) numbers (i.e. Alternate ID to SS#, Alternate ID to Alternate ID, make accurate corrections to improperly enter Alternate ID's, etc.), monitor and review KHA building Unit's in PIC secured system - certify KHA Building Units in PIC, upload agency date files (50058's Reports) to PIC secured system, efficiently and accurately resolve report errors by documenting all actions and resubmitting reports with no deficiencies, etc., issue Executive Director and appropriate department staff monthly system reports/documentation for fiscal year reporting documentation and requirements; Responsible to perform duties as a KHA Section 504 -,ADA Coordinator, carrying out duties and functions with efficiency, accuracy, in compliance with KHA, HUD, Federal, State, governmental agencies, oversight from Executive Director, subject for review by Executive Director, HUD, Federal, State, Local, governmental agency officials, provide official files/records to Executive Director; Responsible to carry out duties as a KHA Hearing Officer: Schedule and conduct applicant, tenant/program participant appeals or grievance hearings (informal and formal), efficiently explain hearing procedures, conclude final hearing determination in a non-bias manner based upon preponderance of evidence, procedures, policies, regulations and applicable laws, take appropriate action based upon hearing determination per KHA, HUD and other applicable Federal, State, Local procedures, policies and applicable laws with accurately and efficiently documenting in confidential hearing files, provide official files/records to Executive Director; Effectively investigate alleged complaints of program abuse and fraud pertaining to tenants and landlord/owners, take appropriate action with accurately and efficiently documenting all follow-up actions and final resolutions with immediate consultation and direction from Executive Director, provide official files/records to Executive Director; Effectively mediate concerns, complaints and disputes for lease violations between tenant and landlord/owners with using non-bias and constructive professional skills for reasonable and positive resolutions, accurately and efficiently document all follow-up actions and final resolutions with immediate consultation and direction from Executive Director. Provide accurate information & knowledge to tenant and landlord/owners questions, disputes and program rights and responsibilities; Assist Executive Director and appropriate staff regarding crime, drug, gang and graffiti elimination activities; Conduct Section 8 Briefings; brief applicants to explain program requirements regarding KHA's, HUD, Federal, State & Local procedures, policies and regulations for admissions and continued assistance; Conduct Section 8 Landlord Briefings & Workshop/Seminars; brieflandlords/owners on program requirements, Housing Quality Standards (HQS), KHA, HUD, Federal, State, Local policies regulations, conduct recruitment and outreach methods for landlord participation; Agency's active and archive record systems: responsible to ensure the agency!kha's active and archive record systems (active and archive program applications and tenant files) are efficiently and accurately maintained and stored, maintain current master logs of active and archived files with efficiency, accuracy and in compliance with KHA, HUD, Federal and State procedures, policies, regulations, applicable laws with over site and approval from Executive Director and when assigned by Administrative Assistant, duties requires minor physical activity of relocating files/files boxes from one work and storage area to another location (Refer to Working Conditions - Physical Section of this Job Description);

5 Page 5 Attend required training and provide training to other staff for cross training purposes to ensure staff compliance with KHA, HUD, Federal, State and Local procedures, policies and regulations; Attend Public Housing Program Tenant Council (TC) meetings with KHA management staff and as directed by Executive Director; Attend, assist Executive Director or appropriate department staff in conducting agency meetings for KHA's applicants, tenants/program participants and the general public with KHA management staff and as directed by Executive Director; Assist Executive Director in updating/revising KHA's Public Housing Program Admissions and Continued Occupancy Policies (ACOP) and Section 8 Administrative Plan; Maintain clientele, staff and agency confidentiality is mandatory. Case Management Duties & Function - Public Housing Program, Section 8 Housing, Housing Choice Voucher Program and Program Waiting Lists/Applications: Responsible supervisory staff to conduct full duties of intensive case management for the Public Housing Program, Section 8 Program, Section 8 Project-Based & Mod Rehab Programs, property management of KHA's local units (privately owned property), additional housing programs administered or property managed units through KHA and housing program waiting lists and applications when KHA has personnel/staff and position vacancies and case management support to department personnel/staff as needed and directed by Executive Director. ~ Public Housing Program Case Management Duties & Functions: Administer the Public Housing Program by being responsible for all aspects in accordance with KHA's Public Housing Program Admissions and Continued Occupancy Policies (ACOP), HUD, Code of Federal Regulations (CFR's) and all other applicable Federal, State and Local procedures, policies, regulations and laws. * * Refer to KHA's Public Housing Specialist. ~ Section 8 Housing Choice Voucher & Other Section 8 Programs (Tenant-Based & Project-Based, Mod-Rehab) Case Management Duties and Functions: Administer the Section 8 Housing Choice Voucher "Tenant-Based", "Proj ect -Based" and "Mod Rehab" Programs by being responsible for all aspects in accordance with KHA's Section Administrative Plan, Project-Based (Mitchell Manor Housing Development Project Plan), HUD and all other applicable Federal, State and Local procedures, policies, regulations and laws. * * Refer to KHA's Section 8 Housing Specialist. ~ Family Self-Sufficiency (FSS) Program Coordinator and Case Manager Duties and Functions: Administer the Section 8 Family Self-Sufficiency (FSS) Program by being responsible for all aspects in accordance with KHA's Section Administrative Plan - FSS Action Plan, HUD and all other applicable Federal, State and Local procedures, policies, regulations and laws. * * Refer to KHA's Section 8 Housing Specialist - FSS Program Coordinator.

6 Page 6 ~ Program Waiting Lists and Applications: Receive and process housing program waiting list applications for eligibility in compliance with appropriate KHA's, HUD, Federal and State procedures, policies and regulations, assess applications and determine eligibility by assessing and calculating household income, dependence, deductions, KHA's local preferences, estimated utilities, gross rent and tenant rent, etc., with accuracy and efficiency; Maintain housing program waiting list(s) in compliance with appropriate KHA, HUD, Federal, State, other applicable laws, procedures, policies and regulations, along with maintaining appropriate housing program waiting lists application records/files and loges). * * Refer to KHA's Intake Eligibility Specialist. WORKING CONDITIONS: Physical: Majority of the duties are performed in an office environment while sitting at a desk or standing performing multiple and intensive clerical, case management and administrative functions. Use of computer system and office equipment is mandatory to the performance of the job duties. In some cases, duties will require performing minor physical activity of light lifting of up to pounds, predominately boxes, binders, paper products, small office equipment, files, etc. that will be lifted and moved approximately 2-5 feet or lifted off/on the floor and shelving and moved from one area of the administration office to another on-site location, distributing agency literature or tenant notices, conducting physical unit inspections which takes place in an inside and outside environment. Use and operation of a company vehicle is mandatory to the performance of the job duties. Mental: Ability to work accurately and promptly in performing multiple and intensive clerical, case management and administrative functions with constant interruptions and little supervision. Employee must be capable of working closely and cooperatively with Executive Director, KHA department management staff, on-line staff, clientele, general public, etc. It is expected the position will require assisting Executive Director or appropriate staff on critical projects and reports requiring independent thinking, with little supervision and under time constraints and pressure. Position also requires open, active and positive communication, positive team approach, and uphold supervisory & management skills and knowledge with professionalism with Executive Director, other management staff, co-workers, clientele, applicants, general public and public/government officials. MANDATORY REQUIREMENTS: Education & Experience: Four (4) year college degree in Human and/or Social Services, Public/Business Administration or not less than three (3) years of experience in related field, and not less than three (3) years of management level experience in administration of a Public Housing Authority in its daily operations and activities; Possess and maintain a Washington State Driver's License and evidence of a good driving record for pre and continued employment;. Ability to successfully pass a pre-employment drug screening test and pre-employment criminal background check; Knowledge of professional business office practices and procedures;

7 Administrative Services Director Page 7 Knowledge of employment labor laws and practices; Knowledge and compliance with Fair Housing and Washington State Landlord/Tenant Laws; Knowledge of HOD subsidized housing programs; Administrative procedures, policies, and program regulations as they pertain to HUD's Public Housing Program & Section 8 Housing Choice Voucher Program, other Section 8 Programs, any other housing program administered through the KHA; Efficient knowledge ofhud's PIC and EIV secured systems; Landlord Dwelling Leases and other documents for occupancy; Calculating annual income eligibility for admissions & continued assistance for subsidized housing programs with efficiency and accuracy; Knowledge of local social service agencies and community resources to provide information and referral services to applicants and clientele; Investigate complaints of program abuse and fraud. Document and take appropriate action in such cases, per KHA's agency policies and procedures with accuracy and efficiency; Interviewing techniques; Mediation techniques; Ability to read, write and perform/understand basic mathematical calculations, interpret oral and written instructions, etc. to the extent usually acquired through a High School Diploma or GED; Keyboarding/computer skills, ability to efficiently, accurately operate a computer, KHA, industry standard and other computer software programs (MS Word & Excel) along with other general office equipment is mandatory; Make responsible decisions by utilizing knowledge ofkha's total operations; Possess multi-tasking skills; Ability to work effectively, accurately with frequent interruptions and meet short-term deadlines under pressure; Be personally bondable, dependable, work with little supervision, be self-directed; Communicate effectively orally and in writing; Ability to organize and establish priorities for work with courteousness, compassion and tactful manner; Speak effectively to clientele, landlords, general public, representatives of governmental & agency officials; Establish and maintain effective working relationships with the Executive Director, management staff, co-workers, tenants, representatives of governmental & agency officials and the general public; Ability to maintain strict staff, clientele, and agency confidentiality is mandatory; Attendance at staff meetings is required; Other responsibilities specified under Specific Job Duties & Functions and other duties assigned by Executive Director;

8 Administrative Services Director Page 8 MINIMUM REQUIRMENTS: The mandatory and minimum amount of knowledge, ability, education, and experience required to be hired into the classification. Certain licenses and certificates, if required, may be acquired on the job as agreed upon by the KHA and employee. Ability to interpret and translate for staff, clients, and applicants, general public other than the English language is desirable, but not mandatory; Current certification of CPR, basic First Aid techniques and Bloodbome Pathegeons; Other responsibilities specified in the Job Duties & Functions and otherwise directed by the Executive Director. LICENSES, CERTIFICATES AND OTHER REQUIREMENTS: Must possess and maintain a valid Washington State Driver's License and evidence of a good driving record for pre and continued employment (must possess a valid Washington State Driver's License within 30 days of employment); Must successfully complete a Public Housing and Section 8 Eligibility or Rent Calculation Training, Public Housing Manager (PHM) Training, Housing Quality Standards (HQS) Training, Supervisory Training within the probationary period (at the employer's expense, subject to funding availability, industry training with or without certification). C:/Karlene/JD's/JD