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HomeMy WebLinkAboutMINUTES - 09142004 - HA3 1 ......... ......... ......... ......... .._...... ......... ......... ...._........1._..111 ___ ...... ......... ......._.... . ......... _........ ............. ........... ........... .......... ..__...................._.. ......... ......._. { .3 HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA TO: BOARD OF COMMISSIONERS FROM: Robert McEwan, Executive Director DATE: September 14, 2004 SUBJECT: APPROVE ADDITIONS, DELETIONS, RECLASSIFICATIONS, AND SALARY ADJUSTMENTS FOR SPECIFIC JOB CLASSIFICATIONS SPECIFIC REQUEST(S) OR RECOMMENDATION{S} & BACKGROUND AND JUSTIFICATION 1. RECOMMENDED ACTION: APPROVE the addition of the following job classifications, job descriptions and salary ranges: Job Classification FLSA Status Housing Services Counselor Exempt Financial Analyst Exempt Program Analyst Exempt Office Assistant 11 Non-exempt Senior Office Assistant Non-exempt Housing Programs Specialist Non-exempt Director of Assisted Housing Programs Exempt Director of Facilities Management Exempt Director of Managed Housing Programs Exempt Maintenance Superintendent Exempt Senior Housing Assistant Non-exempt APPROVE the deletion of the following job classifications: Job Classification FLSA Status Unit Inspector Exempt Personnel / Benefits Coordinator Exempt Resident Services Manager Exempt Paint Crew Supervisor Non-exempt Paint Crew Mechanic Non-exempt Paint Crew Trainee Non-exempt CONTINUED ON ATTACHMENT: X YES SIGNATURE RECOMMENDATION OF EXECUTIVE DIRECTOR RECOMMENDATION OF BOARD COMMITTEE APPROVE OTHER SIGNATURES): ACTION OF BOARD ON R APPROVED AS RECOMMENDED OTHER VOTE OF COMMISSIONERS I HEREBY CERTIFY THAT THIS IS A UNANIMOUS (ABSENT Y1.o� } TRUE AND CORRECT COPY OF AN AYES: NOES: ACTION TAKEN AND ENTERED ON THE ABSENT: ABSTAIN: MINUTES OF THE BOARD OF COMMISSIONERS ON THE DATE SHOWN. N ATTESTED f` .""I� � -' €✓ ' I ; J HN SWEETEN,CLERK OF THE BOARD OF COMMISSIONERS AND COUNTY ADMINISTRATOR BY DEPUTY H:\RobertMeEwan\MSOFFICE\WINWORD\Board Orders\BO-Job Descr 091404.doc APPROVE reclassification of the following classifications: Reclassify from Reclassify to FLSA Status Assistant Director for Housing Director of Managed Housing Exempt Operations Programs Assistant Director for Housing Director of Assisted Housing Exempt Operations Programs Housing Clerk Office Assistant 11 Non-exempt Unit Inspector Housing Programs Specialist Non-exempt Assistant Director for Facilities Director of Facilities Exempt Management Management APPROVE new salary schedules as shown on the attached sheet titled "Proposed Personnel Actions" for the following classifications effective September 12, 2404: Director of Managed Housing Exempt Programs Director of Assisted Housing Exempt Programs Director of Facilities Management Exempt Human Resources &Training Officer Exempt Maintenance Supervisor Exempt II. FINANCIAL IMPACT: Authorized staffing levels have been approved in conjunction with budgets previously approved by the Board. The costs of implementing the recommended actions are estimated at $78,000 on an annual basis. Ill. REASONS FOR RECOMMENDATION/BACKGROUND As per the Board approved Personnel Policies and Procedures Section 02.01, 1 am seeking approval of actions to add, delete, and reclassify specific job classifications and to make appropriate comparability adjustments. No additional staffing levels are being requested. Many of these changes are needed due to recent reorganization within the Housing Authority. Some classifications are being deleted because they have been in disuse for several years. Added classifications provide for job duties needed by the Housing Authority not substantially met by existing classifications and to provide for career ladders. Reclassifications have been proposed so that the title and job descriptions better reflect the actual duties and responsibilities of the positions. Proposed salary ranges have been established in accordance with comparability data for similar duties and in consideration to the existing salary structure. Comparability information has been derived from six local public agencies. I have attached a sheet titled "Proposed Personnel Actions"that identifies the classifications, actions, reasons for actions, and salary schedule adjustments. When possible, it is administration's desire to adjust, salary ranges into a prescribed matrix that provides ranges at 2.5% increments, and five 5% salary steps within ranges. This methodology provides consistency in establishing salaries while providing adequate flexibility. All of the proposed salary changes fit into this matrix. Several of these classifications are "non-exempt" and are subject to the agency's Memorandum of Understanding with Public Employees Union, Local One. The Housing Authority has "met and conferred"with Local One and these additions, deletions and reclassifications are acceptable to them. IV. CONSEQUENCES OF NEGATIVE ACTION: Should the Board of Commissioners elect not to approve these actions, the Housing Authority would be unable to adjust its workforce to the changing needs of the organization. cs r off � a i3OR a css c cis cs a L s V, I I E Z � Z E CN C6 L 69. 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HE v O 0 LL U) ro c ZST c a� cu4) 4) 0 :6 0 - 0 > . a C. v 0- CL Q co v` o as c5 0 � t�U c N c pca E CL r) c2 co M a� i, � -� v1 0' • U 2 s v r (D C -2 CO 0 ca �u jr .01 m C3 U C7 c c L c c c EE c E Q HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA Approved: 00/00/00 Reviewed: 00/00/00 HACCC.M08 Revised: 00/00/00 HOUSING SERVICES COUNSELOR DEFINITION/PURPOSE: Plan, coordinate activities,manage,counsel, and evaluate a caseload of participants in the Authority's Special Housing Assistance programs. The counselor will provide, or arrange for, training programs, conduct orientations, evaluate and appraise clients, collect data, file reports, and provide technical assistance to management concerning program issues. DISTINGUISHING CHARACTERISTICS: This classification is responsible for managing a caseload of Special Housing Assistance participants from orientation, intake, and Action Plan development through annual examination completion and graduation. This class is distinguished from the Housing Assistant classification by providing services that relate specifically to the Special Housing Assistance programs goals and objectives. SUPERVISION RECEIVED AND EXERCISED: Operates under the direct supervision and direction of a Housing Manager, or others as assigned. This classification is not responsible for the supervision of any Authority classifications. ESSENTIAL JOB FUNCTIONS: Duties include,but are not limited to, the following: • Provide information to prospective participants and the public. • Review and interpret local state, and federal housing laws, rules, and regulations in relation to the Housing Choice Voucher and other Community Services programs. • Provide case management services including orientation, intake, and assisting the client in the development of a personal Action Plan, contract signing, progress evaluation assistance, and graduation,through regular meeting with program participants. • Input case management notes and data into case management notes and completion of • 50058 program requirements. • Assist clients in follow-through on program goals, and encourage that all components of the Action Plan are followed and, with the client, update the Action Plan as necessary. Page I of 3 Pages HOUSING SERVICES COUNSELOR HACCC • Explain client responsibilities and monitor performance in the Special Housing Assistance programs. • Compile statistics, develop reports, and provide information and data to the Housing Manager and other management staff. • Conduct orientations and other program presentations using multiple media sources and equipment. • Compile, maintain, and update resources and lists of service providers in the community for referral to clients. • Identify operational problems or suggestions for improvements and report them to the Housing Manager. • Carry out special projects as assigned by the Housing Manger. • Preparation monthly activities and status reports. • Assist the Housing Manager in the development of draft department policies and procedures implementing Federal, State,and local directives and statutes; and, as applicable,procedures for department activities and programs. OTHER JOB FUNCTIONS; • May represent the Authority at public meetings and conferences. • Perform related duties as assigned. REQUIREMENTS TO PERFORM ESSENTIAL JOB FUNCTIONS: Knowledge of—Techniques of counseling,evaluating, interviewing,coaching, and motivating. Principles of individual and group behavior. Record keeping and reporting procedures. Computer systems and related software. . Federal, state, and local rules relating to assisted housing programs,particularly the Special Housing Assistance programs. Community service providers and resources. Ability to—Maintain confidentiality. Interpret and apply rules and regulations, . Exercise good judgment in working with clients and service providers. Establish and maintain effective working relationships with all levels of Authority staff, residents, and the general public. Interact successfully with all social, economic and ethnic groups. Prepare clear, concise recommendations and reports; Communicate complex ideas clearly and effectively both verbally and in writing. Conduct meetings and presentations. Provide effective individual and group counseling. Compile information and statistical reports. Layout and design newsletters and other informational materials. Plan and organize assignments. Maintain regular attendance and punctuality. Operate a personal computer using various Windows—based applications programs. Licenses and Certificates—Must possess and maintain an applicable California Driver License and a driving record acceptable to the Authority's insurance carrier. Page 2 of 3 Pages HOUSING SERVICES COUNSELOR HACCC Pvsical Abilities and Work Environment--Must have the ability to drive an automobile, stand, sit for lengthy periods of time,walk, climb stairs, visit clients at their places of residence. Must possess the manual dexterity to operate keyboard and other office equipment. Eyesight and hearing that allow accomplishment of assigned duties. A majority of work is conducted in a variety of indoor environments including that of a standard office. Must be able to handle stressful situations. Other - Provide an annual Statement of Economic Interest. --Provide proof of US citizenship or, if a non-citizen, either lawful admission for permanent residence or authorization for appropriate work by the Immigration and Naturalization Service. -May be required to conduct after-normal business hours workshops, training and briefings. --Will be required to take a pre-employment physical examination. -Bilingual fluency in English and Spanish or Vietnamese is desirable. -Be bondable. EXPERIENCE AND EDUCATION GUIDELINES: Any combination of experience and education that would be likely to provide the required knowledge and abilities could be qualifying, as determined by the Authority. A typical way to obtain the knowledge and abilities would be: Experience--Two (2)years of paid increasingly responsible experience in public, private or non-profit agencies in a position directly delivering social services to low income clients. Education-Possess An Associate's Degree from an accredited college or university with a major in urban studies, sociology, social work, public administration, or a related field, or completion of two years of college in one of the designated fields. Possession of a Bachelor's Degree from an accredited college or university in one of the designated fields is desirable. Page 3 of 3 Pages _..__.... ......... ..__..... _........ _........ _-.._. .. __ __ ........ ........ ........ ......... ....... ....................__.. .-__................................. HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA Approved: 00/00/00 Reviewed: 00/00/00 HACCC.M 10 Revised: 00/00/00 FINANCIAL ANALYST {FLSA Exempt} DEFINITIONIPURPOSE: Plan, organize, coordinate, and monitor the accounting data and information for all Authority programs, projects, and financial activities. Conduct periodic reviews of ledgers and financial statement to ensure accuracy, consistency, reliability, and validity of entries. Establish consistent and systematic communications with department heads and program managers to resolve issues arising from interpretation of financial information. Assist department heads and program managers in preparation of their annual budgets. Provide objective analyses of prospective expenditures and revenues. Assemble the Authority's preliminary annual budget. Assist and provide continuing support to the Director of Finance. DISTINGUISHING CHARACTERISTICS: This single position management classification is distinguished by its responsibility for the continuing review and analysis of the agency-wide accounting information and financial statements and make recommendations to the Director of Finance concerning expenditure relative to the budgeted spending plan. It differs from all other classifications in that it solely responsible to the Director of Finance for the assembly of the preliminary budget and the analysis of departmental and program revenues and expenditures to assure effective and efficient use of available Authority funds. SUPERVISION RECEIVED AND EXERCISED: Operates under the direct supervision and general direction of the Director of Finance, with significant independence. The classification normally has no supervisory responsibilities; however, he/she may provide lead direction to assigned clerical employees involved in relevant data gathering in the preparation of documents and reports. ESSENTIAL JOB FUNCTIONS: Duties include,but are not limited to, the following: • Identify, isolate, examine and analyze problems affecting the Authority accounting and budgetary process. Examine, analyze, and evaluate existing programs and establish measures to determine the operational and financial implications, through various analysis, studies, and reviews. Page 1 of 4 Pages FINANCIAL ANALYST HACCC • Conduct comprehensive reviews and analyses of all entries to the General Ledger on a monthly or more frequent basis, as warranted,to assure accuracy, consistency, and adequacy of the financial statements. Prepare timely comprehensive reports summarizing findings and recommendations. • Perform the financial management of all tax credit projects, capital grant programs, and reimbursement contracts. Coordinate, perform, and monitor a variety of fiscal control activities, and perform complete reviews of all supporting documents. Review and authorize all LOCC drawdowns. • Administer those activities of the MIS system that relate to fiscal functions, accounting set up options, and formats, with emphasis on security and the control structure of the system. • Provide a supportive and ancillary role to the Accounting Manager concerning fiscal data and related information, as required. Propose accounting adjustments and corrections to assure timely completion of all primary fiscal functions. • Review and conduct of various accounting-related processing and control tests. Prepare, analyze, and oversee a variety of fiscal and/or budgetary analyses, reports, records, studies, and other related fiscal information. Assist in the preparation of grant applications and proposals. • Prepare reports,memoranda, correspondence, and other forms of documentation associated with the duties and responsibilities of the classification. Prepare, complete and submit all HUD forms, related financial statements, and other required financial information within stipulated deadlines. Prepare and coordinate the assembly and preparation of periodic financial statements,reports, scores, and analysis, and make timely submittal to various funding agencies. • Assist in the training of accounting and other operational personnel concerning the effective and efficient use of and quality assurance within the accounting system. • Conduct internal review of all accounting and fiscal processes and assess the quality of the accounting information and reports. Make constructive improvements to enhance the operational value of accounting information and reports, and associated internal controls. • Coordinate with fiscal staff and department managers in order to provide the external and internal auditors with all fiscal information requested. • Confer with departments regarding budgetary and accounting problems and priorities, as requested. Review and analyze departmental and other operating unit requests for budgetary additions. • In cooperation with the Accounting Manager, compile annual financial statements in accordance with GAAP, and gather all appropriate financial data and submit to HUD/REAC. • Research and estimate revenue for the budget year. Review expenditures and revenues throughout the budget year. • Attends management meetings on budget and accounting matters. • Undertakes special assignments as directed by the Director of Finance. • Make verbal reports and presentations to the Housing Advisory Commission,Board of Commissioners, and other bodies, as requested. Page 2 of Pages FINANCIAL ANALYST HACCC OTHER JOB FUNCTIONS: • May represent the Authority at public meetings and conferences. • May assume the responsibilities of supervising the fiscal staff during the absence of the Accounting Manager, as assigned. • Perform related duties as assigned. REQUIREMENTS TO PERFORM ESSENTIAL JOB FUNCTIONS: Knowledge of---General accepted principles of accounting and budgeting. Procedures,techniques,methods, laws and regulations applying to accounting operations regulated under HUD. Principals and practices of budget development and administration, as well as personnel practices and administration. Ability to—Plan, organize, direct, coordinate, and manage work in a manner conducive to full cooperation. Maintain confidentiality. Define problems, collect data, establish facts, and draw valid conclusions. Analyze, interpret and prepare concise financial statements and reports. Effectively utilize accounting and record keeping systems, including computerized systems. Comprehend and interpret complex rules, regulations and laws. Establish and maintain effective working relationships with Authority staff. Communicate complex ideas clearly and effectively both orally and in writing, and speak effectively before groups. Operate a personal computer, using Windows-based applications programs such as spreadsheets, word processing, and database applications. Licenses and Certificates -Must possess and maintain an applicable California Driver License and a driving record acceptable to the Authority's insurance carrier. Physical Abilities and Mork Environment—Must have the ability to drive an automobile, sit for lengthy periods of time, climb, stretch,bend, and operate keyboard equipment. A majority of work is conducted in a standard indoor environment. Other--Provide an annual Statement of Economic Interest. -Provide proof of US citizenship or, if a non-citizen, either lawful admission for permanent residence or authorization for appropriate work by the Immigration and Naturalization Service. - Will be required to take a pre-employment physical examination. - Bilingual fluency in English and Spanish or Vietnamese is desirable. - Be bondable. EXPERIENCE AND EDUCATION GUIDELINES: Any combination of experience and education that would be likely to provide the required knowledge and abilities could be qualifying, as determined by the Authority. A typical way to obtain the knowledge and abilities would be: Page 3 of 4 Pages FINANCIAL ANALYST KACCC Experience-µFour(4) years of increasingly responsible experience in accounting (preferably governmental accounting),including at least one year of evaluating financial statements, data and information of major public or private housing programs, including financial and budgetary analysis and controls. HUD and GAAP-based accounting experience in a public housing agency is highly desirable. Education—Possess a Bachelor's Degree from an accredited college or university with a major in accounting, finance, statistics,business administration,public administration,or a related field. Possession of a Master's Degree from an accredited college or university in one of the related fields is desirable. Training in public housing finance from a recognized PHA educational service provider, e.g. NAHRO, Casterline, Nan McKay, is highly desirable. Page 4 of 4 Pages HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA Approved: 00/00/00 Reviewed: 00/00/00 HACCC.M23 Revised: 00/00/00 HOUSING PROGRAMS ANALYST (FLSA Exempt) DEFINITION/PURPOSE: Provide professional analytical support for housing assistance programs within the Housing Operations Department. Provide operational and technical support for supervisory staff, undertake research, and interpret and analyze housing program regulations. Perform program audits for existing housing programs and bond compliance. DISTINGUISHING CHARACTERISTICS: This management classification is responsible to the Deputy Executive Director for Housing Operations for staff analytical and administrative assistance. It is distinguished from the classification of Housing Assistant by professional knowledge and training required to effectively perform analytic assignments. It differs from the Housing Manager classes by the lack of involvement in the day-to-day management of one of the housing programs or housing developments. SUPERVISION RECEIVED AND EXERCISED: Operates under the direct supervision and direction of the Deputy Executive Director for Housing Operations. This classification does not normally supervise other Authority classification; however, it may provide direct and general supervision to assigned clerical personnel. ESSENTIAL JOB FUNCTIONS: Duties include,but are not limited to, the following: • Provide professional analytical support for housing assistance programs within the Housing Operations Department, including researching, analyzing, and developing department operational policies and procedures. • Research and analyze housing program regulations, interpret and summarize regulation,prepare and submit reports and recommendations, formulated guidelines and/or prepare a variety of reports on mandated regulations. • Develop/review systems to evaluated the implementation of housing assistance programs. Prepare and submit related recommendations. • Participate in technical support for housing programs crime(e.g. fraud, drug, etc.) and court cases. Research such cases and provide backup support functions. Page 1 of 3 Pages ....................... _ ...........__...._._. . ..._..... ............................... ....... _......... ...11.11..... ......... ......... ..............................11.11.......................... HOUSING PROGRAMS ANALYST HACCC • Research and evaluate existing and new computer programs, analyze effectiveness, and make recommendations as to program use or modifications to computer programs. Create, review, and assess automatic reports. • Provide technical support for supervisory staff. Perform supervisory duties in the absence of the supervisors, as needed. • Perforin the duties of a program specialist, as required. Perform the full range of specialist duties, including eligibility determination, the processing of new contracts, re-certification, occupancy, and damage claims, rent determination and increases, and unit inspections. • Prepare and present comprehensive technical records and reports. Conduct research and comprehensive data collection efforts to support analysis. • Participate in training staff in work procedures and regulations mandated by the Department of Housing and Urban Development. • Attend and conduct meetings. Assist in coordinating workshops for tenants and landlords. • Participate in a variety of special projects as assigned, including research of new programs and services. May act as liaison with outside agencies. OTHER.TOB FUNCTIONS: • May represent the Authority at public meetings and conferences. • Perform related duties as assigned. REQUIREMENTS TO PERFORM ESSENTIAL JOB FUNCTIONS: Knowledge of—Current principles and practices of the administration of complex public housing programs. Principles of public administration and pubic agency organizational structures. Housing program rules, regulations, requirements, and guidelines. Current methods of research,program analysis, and report preparation and writing techniques. Principles and procedures of record keeping. Modern office procedures, methods, and computer equipment. Pertinent federal, state, and local public housing laws, codes, and regulations. Program and agency rules,regulations, and standards. Operation and uses of personal computers. Ability to - Provide analytical and technical support for housing assistance programs and housing affordability programs. Maintain confidentiality. Interpret and explain Authority policies and procedures. Review and implement proposed changes in regulations for housing programs in a timely manner. Research, analyze, and evaluate programs, policies, and procedures. Make sound and accurate decisions. Perform the full range of Housing Programs Specialist duties. Participate in the training of staff. Establish and maintain effective working relationships with those contacted in the course of work. Prepare clear, concise reports, studies, and analyses. Communicate clearly and effectively both verbally and in writing. Organize work, set priorities, and exercise sound judgment within established guidelines. Maintain the mental capacity that allows effective HOUSING PROGRAMS ANALYST HACCC interaction and communication with others. Prepare and work within established operating budgets. Operate a personal computer using various Windows—based applications programs. Licenses and Certificates—Must possess and maintain an applicable California Driver License and a driving record acceptable to the Authority's insurance carrier. Physical Abilities and Work Environment—Must have the ability to drive an automobile, work in both indoor and outdoor environments, climb stairs and ladders,bend, stoop, crawl, and walk over uneven ground. Walk, sit, or stand for lengthy periods of time. Possess the manual dexterity to operate keyboard equipment. Maintain effective audiovisual discrimination and perception capacity to make observations. A majority of work is conducted in an indoor office environment. Q!hg—Provide proof of US citizenship or, if a non-citizen, either lawful admission for permanent residence or authorization for appropriate work by the Immigration and Naturalization Service. - Will be required to take a pre-employment physical examination, - Bilingual fluency in English and Spanish or Vietnamese is desirable, -Be bondable. EXPERIENCE AND EDUCATION GUIDELINES: Any combination of experience and education that would be likely to provide the required knowledge and abilities could be qualifying, as determined by the Authority. A typical way to obtain the knowledge and abilities would be: Experience Three (3) years of increasingly responsible demonstrated experience in performing administrative and analytic assignments utilizing critical thinking methods to achieve results. Work in property management, public housing, or public administration involving the analysis of federal, state, and local laws,regulations, and related directives is desirable. Education—Possess a Bachelor's Degree from an accredited college or university with a major in social sciences,public administration, business administration, or a related field. Possession of a Master's Degree from an accredited college or university in one of the designated fields is desirable. Page 3 of 3 Pages HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA Approved: Reviewed: 00/00/00 Revised: 00/00/00 OFFICE ASSISTANT II DEFINITION/PURPOSE: Provide a wide variety of responsible and difficult clerical and receptionist assistance to a supervisor in accordance with established documented procedures; and provide information and assistance to the public regarding Authority policies and procedures. DISTINGUISHING CHARACTERISTICS: This classification is the journey level clerical class of the Authority,providing clerical and receptionist services within an office requiring knowledge of departmental and Authority rules and regulations. It may also be utilized as the trainee level for housing eligibility determination. This classification deals with the public or other agencies, so that information dispensed may result in significant action based on that information. Information dispensed may also be individual or situational sensitive. SUPERVISION RECEIVED AND EXERCISED: Operates under the direct general supervision of a program manager or Housing Manager. The classification exercises no supervision over other Authority employees. ESSENTIAL JOB FUNCTIONS: Duties include, but are not limited to, the following: • Answer the telephone, screen and refer phone calls to proper staff or other Authority office, or directly answer inquiries. • Greet visitors to the office and assist them with general questions and/or direct them to the appropriate person or location. • Interview applicants and take applications for housing. • Provide information on Housing Authority programs and related referral services, where appropriate. • Operate office equipment incidental to the performance of basic duties, including a personal computer. • Identify and distribute mail, requisition office supplies and forms. • File a variety of material in alphabetical,numerical,or coded filing systems that involves classification or non-standard materials and cross-referencing for milt- subject documents. • Pick-up and deliver documents to court. Pick up agency mail. Page 1 of 3 Office Assistant 11 • Prepare a variety of narrative and statistical reports,correspondence, and other materials from rough drafts, outlines,nates, or dictation,involving selection and refinement of material and establishment of formats in keeping with general instructions. • Receive and account for monies. Make bank deposits. • Process a variety of fortes and other documents and review for completeness, consistency and validity, including verification of data,requiring a good understanding of the details of agency programs and the ability to identify and resolve non-standard situations. • Prepare forms and other documents. • Maintain good rapport with housing development residents, Section 8 tenants, landlords, and owners and all housing Authority staff. • OTHER.JOB FUNCTIONS: Perform related duties as assigned. REQUIREMENTS TO PERFORM ESSENTIAL JOB FUNCTIONS: Knowledge of—Basic modern office procedures. Correct use of oral and written English and proper grammar, spelling, punctuation, and composition, as well as good vocabulary. Standard business mathematics and document formats.Filing, indexing, and cross-referencing methods. Operate standard office equipment. Uses of personal computers. Basic Authority organization. Public housing programs and agency rules and regulations. Abilit to—Independently compose letters on routine matters for supervisory review and signature. Make simple mathematical computations. Work and make decisions on procedural matters with minimal supervision. Prepare and maintain accurate, concise records and reports.Understand and carry out oral and written instructions. Deal tactfully and courteously with the public. Type at a speed of no less than forty-five(45) words per minute from manuscript or printed or typewritten copy. Provide information to the general public about Authority programs and activities. Effectively interview clients. Maintain confidentiality. Effectively and sensitively relate to the public and co-workers. Communicate clearly and effectively bath orally and in writing. Follow policy and adhere to procedures, Operate a personal computer using various Windows-based applications programs. Licenses and Certificates—Must possess and maintain an applicable California Driver License and driving record acceptable to the Authority's insurance carrier. Physical Abilities and Work Environment—Sit for lengthy periods of time in a standard indoor office environment. Have manual dexterity enabling manipulation of a telephone and operation of keyboard equipment. Other Provide proof of US citizenship or, if a non-citizen, either lawful admission for permanent residence or authorization for appropriate work by the Immigration and Naturalization Service. • Will be required to take a pre-employment physical examination. • Bilingual skills are desirable. • Be bondable. Page 2 of 3 Office Assistant 11 ........................................I........................I........................................................................................ .. ................... EXPERIENCE AND EDUCATION GUIDELINES: Any combination of experience and education that would be likely to provide the required knowledge and abilities could be qualifying, as determined by the Authority. A typical was to obtain the knowledge and abilities would be: Experience—One (1) year of full-time office clerical experience requiring extensive public contact, Education—Graduation from an accredited high school, or possession of an equivalent certificate or diploma recognized by the State of California(e.g. G.E.D.). Possession of an Associates Degree,or two full academic years of training, from an accredited college or university with a major in business administration, social sciences, or related field is desirable. Page 3 of 3 Office Assistant 11 __.._._. ......... ......... ..._......... . ._.. _. . .......... _. .............._.........._...._......................._..._... ......... ......... ......... ......... HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA Approved: Reviewed: 00/00/00 Revised: 00/00/00 SENIOR OFFICE ASSISTANT DEFINITION/PURPOSE: Provide the most responsible and difficult clerical and receptionist assistance to a supervisor, using judgment consistent with the policies and practices of the unit to which assigned; and provide information and assistance to the public regarding Authority policies and procedures. Provide lead direction to lower level clerical employees of the unit, as assigned. DISTINGUISHING CHARACTERISTICS: This classification is distinguished from Office Assistant Il by the requirement to provide lead direction to other clerical and clerical/administrative employees and/or to undertake the most difficult clerical/administrative assignments. It differs from Secretary in that the latter provides full-time secretarial services and general technical assistance to managerial, professional and technical personnel. This class possesses a significant depth of knowledge concerning unit activities, and Housing Authority programs and services. Interprets existing unit policy in the absence of clearly documented direction. This classification deals with the public or other agencies, so that individual or situational sensitive information dispensed may result in significant action based on that information. SUPERVISION AND LEAD DIRECTION RECEIVED AND EXERCISED: Operates under the direct general supervision of a program manager or Housing Manager. The classification exercises no supervision over other Authority employees. The class provides lead direction to Office Assistants and other student and temporary employees, as assigned. ESSENTIAL JOB FUNCTIONS: Duties include, but are not limited to, the following: • Provide lead direction to clerical/administrative employees by distributing work assignments,providing technical direction in the accomplishment of assigned tasks, and/or undertake the more difficult and sensitive unit clerical/administrative projects, as assigned. • Answer the telephone, screen and refer phone calls to proper staff or other Authority office, or directly answer inquiries. Page 1 of 3 Senior Office Assistant ......... ......... _........ .1111, ........... ......... . ._........ ......... ......... ............................. ............_..._..._.. ........... ......... ......... ......... ........................... • Greet visitors to the office and assist them with general questions and/or direct them to the appropriate person or location. • Provide initial orientation of new Office Assistants of the unit. • Provide information on Housing Authority programs and related referral services, where appropriate. • Interpret existing program regulations and unit policy, and other pertinent materials to applicants,clients, and the general public. • Undertake special projects as assigned. • Operate office equipment incidental to the performance of basic duties, including a personal computer. • Identify and distribute mail, requisition office supplies and forms. • File a variety of material in alphabetical, numerical, or coded filing systems that involves classification or non-standard materials and cross-referencing for milt- subject documents. • Pick-up and deliver documents to court. Pick up agency mail. • Prepare a variety of narrative and statistical reports, correspondence, and other materials from rough drafts, outlines, notes, or dictation, involving selection and refinement of material and establishment of formats in keeping with general instructions. • Receive and account for monies. Make bank deposits. • Process a variety of forms and other documents and review for completeness, consistency and validity, including verification of data,requiring a good understanding of the details of agency programs and the ability to identify and resolve non-standard situations. Deal with the most difficult cleric al/administrative issues. • Prepare forms and other documents. • Maintain good rapport with housing development residents, Section 8 tenants, landlords, and owners, and all housing Authority staff. OTHER JOB FUNCTIONS: * Perform related duties as assigned. REQUIREMENTS TO PERFORM ESSENTIAL JOB FUNC'T'IONS: Knowledge of—Modern office procedures and Housing Authority programs and services, and agency rules and regulations. Correct use of oral and written English and proper grammar, spelling,punctuation, and composition, as well as good vocabulary. Standard business mathematics and document formats. Filing, indexing, and cross- referencing methods. Operate standard office equipment. Use of personal computers. Authority organizational structure and assignments. Ability o—Independently compose letters on routine matters for supervisory review and signature. Make simple mathematical computations. Work and make decisions on procedural matters with minimal supervision. Prepare and maintain accurate, consise records and reports. Understand and carry out oral and written instructions. Deal tactfully and courteously with employees and the public. Organize work assignments, distribute work appropriately to others, and follow-up on assignments to assure timely Page 2 of 3 Senior Office Assistant completion. Type at a speed of no less than forty-five(45)words per minute from manuscript or printed or typewritten copy. Provide information to the general public about Authority programs and activities.Effectively interview clients. Maintain confidentiality. Effectively and sensitively relate to the public and co-workers. Communicate clearly and effectively both orally and in writing. Follow policy and adhere to procedures. Operate a personal computer using various Windows-based applications programs. Licenses and Certificates—Must possess and maintain an applicable California Driver License and driving record acceptable to the Authority's insurance carrier. Physical Abilities and Work Environment—Sit for lengthy periods of time in a standard indoor office environment. Have manual dexterity enabling manipulation of a telephone and operation of keyboard equipment. Other—Provide proof of US citizenship or, if a non-citizen, either lawful admission for permanent residence or authorization for appropriate work by the Immigration and Naturalization Service. • Will be required to take a pre-employment physical examination. • Bilingual skills are desirable. Be bondable. EXPERIENCE AND EDUCATION GUIDELINES: Any combination of experience and education that would be likely to provide the required knowledge and abilities could be qualifying, as determined by the Authority. A typical way to obtain the knowledge and abilities would be: Experience—Three (3) years of full-time office clerical experience requiring extensive public contact and the application of specific program rules.. Education—Graduation from an accredited high school, or possession of an equivalent certificate or diploma recognized by the State of California(e.g. G.E.D.). Possession of an Associates Degree, or two full academic years of training, from an accredited college or university with a major in business administration, social sciences, or related field is desirable. Page 3 of 3 Senior Office Assistant HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA Approved: Reviewed: 00/00/00 Revised: 00/00/00 HOUSING PROGRAMS SPECIALIST DEFINITION/PURPOSE: Perform a variety of client-service tasks in the development, implementation,and delivery of housing services to new and continuing assisted housing program participants. Determine continuing eligibility,reasonable rents and participant portion of those rents. Conduct unit inspections to insure rentals are decent, safe and sanitary. Provide program information and requirements to participants and landlords. Assure program compliance and required record maintenance. Recruit prospective landlords. DISTINGUISHING CHARACTERISTICS: This classification is distinguished from Senior Housing Assistant by the requirements to conduct and approve new contract inspections, HAP contracts, and rent negotiations, work with clients, units, and landlords in day-to-day program field-administration and periodic inspections of the assigned program units. In addition, it conducts re- certification and verification of eligibility for program participation, the determination of reasonable rents, and the review of leases,notices, and other paperwork associated with housing assistance within an environment of privately held units. It differs from the Housing Manager by the latter's responsibility for the continuing supervision and training, and the overall administration of one of a variety of assisted housing programs. SUPERVISION RECEIVED AND EXERCISED: Receives direct supervision and general direction from a Housing Manager and/or Director. This classification exercises no supervision over other Authority employees; however, may give lead direction to Senior Housing Assistant, Housing Assistants, and other clerical employees. ESSENTIAL JOB FUNCTIONS: Duties may include, but are not limited to,the following: • Verify and document information provided by current or prospective tenants for new HAP contracts,re-certification and interim certification. Determine income and allowances;compute total tenant payment; determine appropriate rent; Authority Program payments; and utility allowances. Send out notices of approval/disapproval. Explain methodology to participants. Page 1 of 4 Housing Programs Specialist .. ......... ......... ......... ......... ......... ......... 1111__ __... ................... ......... ......_..... ......... ........... ..._._... ......... ......... ......... ......... .......... ._ ......... • Conduct Housing Quality Standard(HQS) inspections of Section 8 program units (e.g. new contract, annual, interim,and move-out inspections). Initiate and follow-up on repairs for HQS compliance. • Determine client eligibility for continued assistance and unit and owner eligibility for participation in assisted housing programs. Provide program information, concerning a variety of programs, to prospective and participating landlords and assisted tenants. • Counsel tenants on unit affordability and the maintenance of decent, safe, and sanitary housing. Advise and counsel clients and landlords concerning housing situations and problems. Motivate clients to meet program goals. Explain program procedures and objectives to program participants at assigned briefings. Conduct both individual and group briefing sessions to advise eligible tenants on obtaining leased units. • Performm interim eligibility determinations based on changes in participant income, family status, and landlord rent increases. perform annual eligibility determination to determine if eligibility has been properly maintained. • Determine termination of participants from housing program assistance. Notify both participants and landlords. • Calculate money owed to the Authority, set up repayment schedules, monitor payments, and terminate program participants in cases of fraud or other misconduct as directed. • Prepare a variety of periodic reports and maintain accurate participant records. Check accuracy of payments being sent to participating landlords. • Input necessary data into the Authority computer system. Maintain accurate and comprehensive data for statistical and reporting purposes. • Process contracts/leases. Review leases, eviction notices, and rent increases for completeness and accuracy. • Advise and implement portability opportunities and coordinate with other housing authorities to insure effective and efficient transfer of tenants. • Maintain an awareness of housing availability and be alert to the prospect of recruitment of landlords to participate in the assisted housing programs. May conduct landlord outreach and education to recruit new owners to participate in the Section 8 program, as assigned. • Maintain a close working relationship with county and community governmental, social service, and law enforcement agencies for purposes of facilitating timely delivery of service, verification of information, and to protect program integrity. • Respond to written and telephone requests and inquiries from the general public concerning programs. Prepare necessary correspondence. • Schedule all tenant/landlord appointments. Also, respond to walk-ins requesting unscheduled face-to-face meetings. Conduct periodic meeting with clients to provide FSS program counseling and updating of required self-sufficiency plans. • Negotiate contracts and rents with owners/landlords within applicable Fair Market rents, and execute leases. Certify and document rent reasonableness limitation tests for geographic area at initial acquisition of housing unit. • Review, interpret, implement,and keep updated on all rules and regulations concerning assisted housing programs, as well as applicable local, State, and Federal laws, regulations, and codes, and Authority rules, regulations, and administrative plan. Page 2 of 4 Housing Programs Specialist ........ __..... __...... ......... ......... ......... ......... ..... __ ......... ......... ......... ......... ._....... _..._................................... ........._. .......... ... _..... ...._.... ........... • Perform operational and/or field training of new Specialists and Housing Assistants, as directed. • Conduct preliminary investigations of fraud, illegal drugs, controlled substance activity, violent criminal activity,destruction of property, neighborhood disturbance. Submit findings to Director or designee. • Mair out and receive verifications of information used for determination of continuing eligibility/rent changes, etc. for entire caseload. Request,receive, interpret, and distribute INS and criminal background checks. • Monitor and assist in the evaluation of the administration and effectiveness of various assisted housing programs(e.g.new construction programs,Mod Rehab, Family Unification, Family Self-Sufficiency, Welfare to Work, etc.). • May provide face-to-face individual case management. Interact with and advise participants on the challenges of continued program participation. May prepare individual contracts for program participation. Provide information to participants on a variety of other low-income housing-related support services. OTHER JOB FUNCTIONS: • Represent the Authority in small claims court, as needed. • Attend a variety of Authority meetings. • Attend review for Eligibility Department regarding criminal background checks. • Represent the Authority and its programs to community groups,businesses, and governmental agencies. • Perform related duties as assigned. SPECIAL REQUIREMENTS: Knowledge of—The eligibility and the administrative requirements of a variety of available assisted housing programs. Methods and techniques of interviewing. Pertinent federal, state, and local statutes, codes, and regulations. Correct use of oral and written English and proper grammar, spelling, punctuation, and composition. Standard office methods,procedures, and practices, including business mathematics, document formats, and the operation of standard office equipment. Operation and uses of personal computers. Basic Authority organization and rules and regulations. Ability to--Effectively interview and gather, record, and correctly evaluate data. Correctly interpret rules and regulations for recipients, landlords,prospective landlords, and the general public. Appropriately advise,motivate, and assist program participants. Initiate and answer correspondence independently. Organize and prioritize work effectively, meet required deadlines, and accommodate change. Work under pressure. Maintain accurate and systematic records. Make program required mathematical computations. Maintain confidentiality and objectivity. Effectively, sensitively, and patiently relate to clients, landlords, the general public, and coworkers. Function effectively in diverse cultural settings. Make independent analyses,make clear judgments, and take appropriate action. Maintain a sense of surroundings to assure personal safety. Defuse potentially volatile situations. Communicate clearly and effectively both,orally and in writing. Establish and maintain effective working relationships with those contacted in the course of work. Operate a personal computer Page 3 of 4 dousing Programs Specialist using various Windows-based applications programs. Have the mental capacity to make sound judgments and the physical capacity to effectively perform the duties as assigned. Physical Abilities and Work Environment- Sit and stand for lengthy periods of time in both indoor and outdoor environment. Drive an Authority owned automobile between properties in neighborhoods featuring a variety of cultural influences. Climb stairs, walk over uneven ground, stoop, and bend. Have manual dexterity enabling manipulation of a telephone and operation of keyboard equipment and other office machines. Lift or carry up to 15 lbs. Licenses and Certificates -Possess a Housing Choice Voucher/Public Housing Dent Calculation and/or HQS Inspection Certificate, or obtain such certification within one year of appointment to the classification. Must possess and maintain an applicable California Driver License and a driving record acceptable to the Authority's insurance carrier. Qther-Provide proof of US citizenship or, if a non-citizen, either lawful admission for permanent residence or authorization for appropriate work by the Immigration and Naturalization Service. • Will be required to take a pre-employment physical examination. • Bilingual shills are desirable. • Be bondable. EXPERIENCE AND EDUCATION GUIDELINES: Any combination of experience and education that would be likely to provide the required knowledge and abilities could be qualifying, as determined by the Authority. A typical way to obtain the knowledge and abilities would be: Experience-Three(3)years of responsible administrative and analytical experience in the provision of direct social, community,or housing services in a multi- cultural environment and dealing with different socioeconomic levels is required. Education-Possession of an Associate's or Bachelor's Degree from an accredited college or university with a major in social sciences,business administration, public administration or related field is desirable. Page 4 of 4 Housing Programs Specialist HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA Approved: 00/00/00 Reviewed: 00/00/00 HACCC.M06.2 Revised: 00/00/00 DIRECTOR OF ASSISTED HOUSING PROGRAMS (FLSA Exempt) DEFINITION/PURPOSE: Plan and direct the daily management of the Authority's Section 8 Rental Assistance Program. Advise the Deputy Executive Director for Housing Operations on policy issues and effectively supervise the implementation of Authority and federal policy. DISTINGUISHING CHARACTERISTICS: This single position management classification is responsible for the supervision of the Authority's Section 8 Rental Assistance Program. It differs from all other classifications in that it is solely responsible to the Deputy Executive Director for Housing Operations for the effectiveness, efficiency, and success of these Section 8 and related programs. SUPERVISION RECEIVED AND EXERCISED: Operates under the direct supervision and general administrative direction of the Deputy Executive Director for Housing Operations, with significant independence. This classification provides direct and indirect supervision to assigned professional, technical, and clerical personnel. Direct supervision and general direction is exercised over Housing Assistance Managers who are responsible for the day-to-day operation and administration of each of the assigned programs and services. Exercises general direction over program-related applicant initial and continuing eligibility,interim examinations, and annual re-examinations. ESSENTIAL JOB FUNCTIONS: Duties include, but are not limited to,the following: • Oversee all aspects of the administration of the Authority's Section 8 Program, as well as the sub-programs of Homeless Assistance, Family Self-Sufficiency, Family Unification, Rental Rehabilitation, Moderate Rehabilitation, Shared Housing, Shelter- Plus-Care, and After Care programs. • Develop goals and schedules for program implementation, in consultation with the Deputy Executive Director for Housing Operations. • Keep abreast of federal law affecting the program and rental housing, regulations and directives issued by the U. S. Department of Housing and Urban Development(HUD) and memorializes such changes in written agency policy documents. Page 1 of 4 Pages . .................................................................................................................................................................................................................................... ..... .......... ............... ............. ......... .......................... ........... ........... ................_..._..... .._.._..._.__...... DIRECTOR OF ASSISTED HOUSING PROGRAMS HACCC • Keep abreast of federal law affecting the program and rental housing, regulations and directives issued by the U. S. Department of Housing and Urban Development(HUD) and memorializes such changes in written agency policy documents. • Review and revise both the Section 8 Policy and Procedures Manual,train staff on all changes, and monitor implementation. • Analyze program effectiveness, and recommend program changes to the Deputy Executive Director for Housing Operations. • Train and/or coordinate the training of assigned personnel on basic program components,changes, and special programs. • Supervise and monitor staff activities relating to program administration; prepare periodic reports to HUD, the board of Commissioners,the Executive Director, and Deputy Executive Director for Housing Operations. • Form working relationships with local social service agencies and providers, law enforcement officials and resident groups. • Responds to general inquiries from participants,prospective participants and the general public. • Carry out special projects as assigned by the Deputy Executive Director for Housing Operations or Executive Director. • Supervise the preparation of monthly activities and status reports. • Respond to and resolve issues pertaining to assigned programs. Advise Director of Housing Operations, in a timely manner,on necessary actions,problems, or requirements. • Serve as a policy and program advisor to the Deputy Executive Director for Housing Operations regarding program and management and operational issues and other department-wide matters. • Review and prepare draft Authority comments on proposed Federal, State and local regulations and their prospective impact on rehabilitation and other department programs. Suggest alternative courses of action, as applicable. • Assist in the Deputy Executive Director for Housing Operations in the development of department policies and procedures implementing Federal, State, and local directives and statutes; and, as applicable, procedures for department activities and programs. • Maintain adequate monitoring and reporting systems to ensure the adequacy, quality, and timeliness of program work. Hold and conduct regular staff meetings. • Participation in the selection of staff. Recommend assigned employee salary increases and disciplinary actions to the Deputy Executive Director for Housing Operations. • Make verbal reports and presentations to the Board of Commissioners and other bodies, as requested. OTHER.IUB FUNCTIONS. • May act as Deputy Executive Director for Housing Programs in his/her absence, as assigned. • May represent the Authority at public meetings and conferences. Page 2 of 4 Pages DIRECTOR OF ASSISTED HOUSING PROGRAMS HACCC • May act as an Authority hearing officer. • Perform related duties as assigned. REQUIREMENTS TO PERFORM ESSENTIAL JOB FUNCTIONS: Knowledge of—Federal regulations governing Section 8 Housing Choice Voucher Program, state multi-family housing laws (including Fair Housing and Equal Opportunity), housing quality standards, general administrative planning techniques and basic program management practices. A sound working knowledge of the principles and practices of budget development, business and personnel administration and management. Public housing program rules, regulations, standards and programs, and the local housing market. Operation and uses of personal computers. Ability to--Plan, organize,direct, and coordinate work of a public agency department in a manner conducive to high performance and morale. Effectively train, motivate, supervise and evaluate staff. Maintain confidentiality. Formulate policy and procedures to plan and monitor the work of others. Exercise management initiative and independent judgment that demonstrates quality customer services, good business sense, and creativity. Establish and maintain effective working relationships with all levels of Authority staff, residents, and the general public. Prepare clear, concise recommendations and reports. Communicate complex ideas clearly and effectively both verbally and in writing, and speak effectively before groups. Prepare and work within established operating budgets. Operate a personal computer using various Windows—based applications programs. Licenses and Certificates—Must possess Public Housing Manager certificate or acquire such a certificate within one year of appointment to the classification. Must possess and maintain an applicable California Driver License and a driving record acceptable to the Authority's insurance carrier. Physical Abilities and Work Environment—Must have the ability to drive an automobile, sit for lengthy periods of time, climb stairs, and operate keyboard equipment. A majority of work is conducted in a standard indoor environment. Other—Provide and annual Statement of Economic Interest - Provide proof of US citizenship or, if a non-citizen, either lawful admission for permanent residence or authorization for appropriate work by the Immigration and Naturalization Service. - Will be required to take a pre-employment physical examination. - Bilingual fluency in English and Spanish or Vietnamese is desirable. - Be bondable. Page 3 of 4 Pages DIRECTOR OF ASSISTED HOUSING PROGRAMS HACCC EXPERIENCE AND EDUCATION REQUIREMENTS: Any combination of experience and education that would be likely to provide the required knowledge and abilities could be qualifying, as determined by the Authority. A typical way to obtain the knowledge and abilities would be: Experience--Five(5) years of increasingly responsible experience in publicly assisted housing in an administrative and/or technical capacity involving program development, and implementation o federal, state, and local laws, regulations, and related directives. Two years of supervisory experience. Education—Possess a Bachelor's Degree from an accredited college or university with a major in urban studies,regional planning,public administration,business administration,or a related field. Possession of a Master's Degree from an accredited college or university in one of the designated fields is desirable. Page 4 of 4 Pages ................ ......... ......... ......... ......... ....11..... ...1.1 . _ ......_ ............. ......... .......... ......................... ......... .._...... ......... ......... ................... HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA Approved: 00/00/00 Reviewed: 04/00/00 HACCC.M06.1 Revised: 00/00/00 DIRECTOR.OF MANAGED HOUSING PROGRAMS (FLSA Exempt) DEFINITION/PURPOSE: Plan and direct the daily management of the Authority's Public Housing Program and maintenance operations of public housing units owned by the Authority and a low income tax credit complex for seniors managed under contract with non-profit owners. Advise the Deputy Executive Director for Housing Operations on policy issues and effectively supervise the implementation of Authority and federal policy. DISTINGUISHING CHARACTERISTICS: This single position management classification is responsible for the supervision of the Authority's Public Housing Program. It differs from all other classifications in that it is solely responsible to the Deputy Executive Director for Housing Operations for the effectiveness, efficiency, and success of these Public Housing programs. SUPERVISION RECEIVED AND EXERCISED: Operates under the direct supervision and general administrative direction of the Deputy Executive Director for Housing Operations, with significant independence. This classification provides direct and indirect supervision to assigned professional, technical, and clerical personnel. Direct supervision and general direction is exercised over the Resident Services Manager, Purchasing Agent, and Housing Managers who are responsible for the day-to-day operation, administration, and maintenance of each housing development within the program and related program services. In addition, similar supervision is exercised over a Housing Manager concerning initial and continuing applicant eligibility for public housing programs. ESSENTIAL JOB FUNCTIONS: Duties include, but are not limited to, the following: • Oversee all aspects of the administration of the Authority's Public Housing and tax credit program, including the maintenance of those housing developments. • Develop goals and schedules for program implementation, in consultation with the Deputy Executive Director for Housing Operations. Page 1 of 4 Pages DIRECTOR OF MANAGED HOUSING PROGRAMS HACCC • Keep abreast of federal law affecting the program and rental housing, regulations and directives issued by the U. S. Department of Housing and Urban Development(HUD) and memorialize such changes in written agency policy documents. • Review and revise both the Public Housing Policy and Procedures Manual, train staff on all changes, and monitor implementation. • Analyze program effectiveness, and recommend program changes to the Deputy Executive Director for Housing Operations. • Train and/or coordinate the training of assigned personnel on basic program components, changes, and special programs. • Supervise and monitor staff activities relating to program administration; prepare periodic reports to HUD, the board of Commissioners, the Executive Director, and Deputy Executive Director for Housing Operations. • Form working relationships with local social service agencies and providers, law enforcement officials and resident groups. • Responds to general inquiries from participants,prospective participants and the general public. • Carry out special projects as assigned by the Deputy Executive Director for Housing Operations or Executive Director. • Supervise the preparation of monthly activities and status reports. • Respond to and resolve issues pertaining to assigned programs. Advise Director of Housing Operations, in a timely manner, on necessary actions,problems, or requirements. • Serve as a policy and program advisor to the Deputy Executive Director for Housing Operations regarding program and management and operational issues and other department-wide matters. • Review and prepare draft Authority comments on proposed Federal, State and local regulations and their prospective impact on rehabilitation and other department programs. Suggest alternative courses of action, as applicable. • Assist in the Deputy Executive Director for Housing Operations in the development of department policies and procedures implementing Federal, State, and local directives and statutes; and, as applicable,procedures for department activities and programs. • Maintain adequate monitoring and reporting systems to ensure the adequacy, quality, and timeliness of program worm. Hold and conduct regular staff meetings. • Participate in the selection of staff. Recommend assigned employee salary increases and disciplinary actions to the Deputy Executive Director for Housing Operations. • Make verbal reports and presentations to the Board of Commissioners and other bodies, as requested. OTHER JOB FUNCTIONS: • May act as Deputy Executive Director for Housing Operations in his/her absence, as assigned. • May represent the Authority at public meetings and conferences. Page 2 of 4 Pages DIRECTOR OF MANAGED HOUSING PROGRAMS HACCC • May act as an Authority hearing officer. • Perform related duties as assigned. REQUIREMENTS TO PERFORM ESSENTIAL JOB FUNCTIONS: Knowledge of—Federal regulations governing the public housing operation (including Fair Housing and Equal Opportunity), housing quality standards, general administrative planning techniques and basic program management practices. A sound working knowledge of the principles and practices of budget development, business and personnel administration and management. Public housing program rules, regulations, standards and local housing market. Operation and uses of personal computers. Ability to—Plan, organize, direct, and coordinate work of a public agency department in a manner conducive to high performance and morale. Effectively train, motivate, supervise and evaluate staff. Maintain confidentiality. Formulate policy and procedures to plan and monitor the work of others. Exercise management initiative and independent judgment that demonstrates quality customer services, good business sense, and creativity. Establish and maintain effective working relationships with all levels of Authority staff, residents, and the general public. Prepare clear, concise recommendations and reports. Communicate complex ideas clearly and effectively both verbally and in writing, and speak effectively before groups. Prepare and work within established operating budgets. Operate a personal computer using various Windows—based applications programs. Licenses and Certificates—Must possess Public Housing Manager certificate or acquire such a certificate within one year of appointment to the classification. Must possess and maintain an applicable California Driver License and a driving record acceptable to the Authority's insurance carrier. Physical Abilities and Work Environment—Must have the ability to drive an automobile, sit for lengthy periods of time, climb stairs, and operate keyboard equipment. A majority of work is conducted in a standard indoor environment. Other--Provide and annual Statement of Economic Interest. - Provide proof of US citizenship or, if a non-citizen, either lawful admission for permanent residence or authorization for appropriate work by the Immigration and Naturalization Service. - Will be required to take a pre-employment physical examination. - Bilingual fluency in English and Spanish or Vietnamese is desirable. - Be bondable. EXPERIENCE AND EDUCATION GUIDELINES: Any combination of experience and education that would be likely to provide the required knowledge and abilities could be qualifying, as determined by the Authority. A typical way to obtain the knowledge and abilities would be: Page 3 of 4 Pages DIRECTOR OF MANAGED HOUSING PROGRAMS HACCC Experience—Five(5) years of increasingly responsible experience in publicly assisted housing in an administrative and/or technical capacity involving program development, and implementation o federal, state, and local laws, regulations, and related directives. Two years of supervisory experience. Education--Possess a Bachelor's Degree from an accredited college or university with a major in urban studies, regional planning, public administration,business administration, or a related field. Possession of a Master's Degree from an accredited college or university in one of the designated fields is desirable. Page 4 of 4 Pages HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA Approved: 00/00/00 Reviewed: 00/00/00 HACCC. Revised: 00/00/00 MAINTENANCE MANAGER (FLSA Exempt) DEFINITION/PURPOSE: Provides lead direction to Maintenance Supervisors in their performance of maintaining maintenance operations for all HACCC properties. May provide supervision and technical assistance to other maintenance personnel. DISTINGUISHING CHARACTERISTICS: This management classification is responsible for the overall management of the maintenance operation and direct supervision of the Maintenance Supervisors. This classification is distinguished from any other by the responsibility for supervision and for the 24-hour/7-day responsibilities of the assigned supervisors. It differs from the class of Maintenance Supervisor by having the overall responsibility of maintenance operations, contract administration and management for all HACCC properties. SUPERVISION RECEIVED AND EXERCISED: Operates under the direct general administrative direction of the Director of Facilities Management&Purchasing, with significant independence. Exercises direct and general supervision over Maintenance Supervisors and other assigned maintenance employees. ESSENTIAL JOB FUNCTIONS: • Manages preventive maintenance and repair contracts. • Develops and manages project budgets and assists in the development of department budgets. • Supervise and evaluate the performance of assigned staff, assist in hiring, promotions, terminations and disciplinary actions. + Perform monthly facility inspections, audits, and present reports in order to maintain established standards. • Develop and implement standardization of HACCC equipment. (i.e., water faucets, shower heads, drawer pulls,carpet, tile, light bulbs, lawnmowers,weed eaters, etc.) + Ensure cross-functional training programs are provided and maintained throughout the Maintenance staff. + Monitors and reports service provider performance on all maintenance contracts. MAINTENANCE MANAGER HACCC Page 2 of 3 • Monitors all Maintenance staff regarding customer service performance and reports findings. • Collect and organize technical data from all sites regarding equipment information and site information for the purpose of establishing an computerized Operation and Maintenance library. • Maintain effective communication with supervisor,peers, and. subordinates. • "On Call"responsibilities and 24-hour/7-day via radio access, except during designated "time off period". • Act as a liaison for Facilities in prioritizing workloads with customer departments. • Maintain Material Safety Data Sheets (MSDS) on hazardous materials used in the workplace at all sites. • Make sure all Maintenance Supervisors maintain safety contingency plans. • Enforce and comply with district,county, state, and federal policies and regulations. • Develop, manage, and monitor emergency call-out repair services. • Develop and maintain a variety of narrative and statistical reports, records and files. • Assist in budget development, review budgetary and financial data, monitor expenditures with established guidelines. • Review work processes and propose upgrades or improvements. OTHER JOB FUNCTIONS: • Represent the Authority in meetings, as assigned by the Director of Facilities Management. • May represent the Authority at conferences. + Perform related duties as assigned. • Prepares reports for Management at the as directed by the Director of Facilities Management. REQUIREMENTS TO PERFORM ESSENTIAL JOB FUNCTIONS: Knowledge of-- Accepted methods and procedures used in general maintenance, repair and renovation of public, private and commercial housing; Preventive maintenance program development and execution; Budget preparation and administration; Journey-level skills in at least one trade; The use and minor repair of most heavy and light maintenance power equipment; Principles and practices of supervision; CAL, OSHA guidelines and risk management/safety awareness; and, Principles involved in UPCS and its implementation in PHAS and REAL. Basic building design, job layout techniques, preparing and reading plans and blueprints. Uses of personal computers. Public housing laws, and agency rules, regulations, and standards. Federal,State, and local building codes and practices. Ability to -..Plan, organizes, direct, and coordinate work of assigned maintenance personnel in a manner that meets established goals and requirements. Train and supervise the work of assigned personnel provide technical assistance. Recognize and act on conditions within the development that require immediate attention, maintenance, or repair. Maintain confidentiality. Analyze, interpret data and MAINTENANCE MANAGER HACCC Page 3 of 3 prepare reports. Comprehend and interpret complex rules, regulations, codes, and standards. Operate independently to preserve Authority assets. Establish and maintain positive and effective working relation-ships with residents, employees, and the general public. Communicate complex ideas clearly and effectively, both orally and in writing; and speak effectively before groups. Operate an office computer using various Windows-based applications and programs. Licenses and Certificates - Must possess and maintain an applicable California Driver License and a driving record acceptable to the Authority's insurance carrier. Physical Abilities and Work Environment — Must have the ability to drive an automobile, stretch, bend, climb stairs and ladders, work in awkward and confined spaces, and lift 50 pounds. Work indoors in a standard office with computer equipment and perform work outside in a variety of weather conditions. Other—Provide an annual Statement of Economic Interest. - Provide proof of US citizenship or, if a non-citizen, either lawful admission for permanent residence or authorization for appropriate work by the Immigration and Naturalization Service. - The employee normally works day shift, forty (40) hours per week, but must be willing to respond to recall on a twenty-four hour basis, seven days per week. Flex time is available upon request as approved by the immediate supervisor, - Will be required to take a pre-employment physical examination. - Bilingual fluency is desirable. EXPERIENCE AND EDUCATION GUIDELINES: Any combination of experience and education that would be likely to provide the required knowledge and abilities could be qualifying, as determined by the Authority. A typical way to obtain the knowledge and abilities would be: Experience — Eight (8+) years of increasingly responsible maintenance experience, which includes responsibility for a full range of maintenance, renovation and repair activities, including Four(4)years of lead or supervisory experience. Experience in either the public or private sectors in a housing-related environment would be desirable. Possess journey-level skills in one or more trades. Education — Graduation from an accredited high school, or possession of an equivalent certificate or diploma recognized by the State of California (e.g. G.E.D.). Possession of an Associate's Degree, or two full academic years of training, from an accredited college or university with a major in construction technology or related field is desirable, ......... ......... ......... ......... ......... ......... ......... .......... _ ........ .._.__..... ........ ........ .......... ........ ................. _.._..... . _.................... HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA Approved: Reviewed: 00/00/00 Revised: 00/00/00 SENIOR HOUSING ASSIS'T'ANT DEFINITION/PURPOSE: Determine the initial and continuing eligibility of applicants and participants in housing assistance programs and services, issue vouchers, and refer applicant for public housing to potential landlords. Will provide lead direction of other clerical employees and undertakes the assignment of the more difficult eligibility determination cases and special projects, as assigned. Perform a wide variety of responsible and difficult technicaland clerical/administrative work in accordance with established procedures; and provide information and assistance to clients and to the public regarding Authority policies and procedures. DISTINGUISHING CHARACTERISTICS: The classification is distinguished from the Housing Assistant by the requirement to provide lead direction to other clerical employees and to undertake the more difficult eligibility determination cases, conducts annual HQS inspections and special projects, as assigned. The class is distinguished from.Housing Programs Specialist by the latter's responsibility for the execution of housing assistance payment contracts and negotiation and approval of contract rents in compliance with existing Housing Authority policy and procedures. The class is responsible to the Housing Manager, or designee, for the evaluation of applicants, analysis of their applications, and related documents, and determination of initial and continuing applicant eligibility for programs and services, and annual re-examination and interim examinations of assisted housing participants. SUPERVISION RECEIVED AND LEAD DIRECTION EXERCISED: Operates under the direct general supervision of a Housing Manager. This classification exercises no supervision over other Authority employees. It provides lead direction to Office Assistants I &II, Housing Assistants, and other student and temporary employees, as assigned. ESSENTIAL JOB FUNCTIONS: Duties include,but are not limited to, the following: Provide lead direction to clerical employees by distributing work assignments and cases,providing technical direction in the accomplishment of assigned tasks, as directed, and undertake the more difficult and sensitive eligibility determinations, as assigned. Page 1 of 4 Senior Housing Assistant • Conduct Housing Quality Standard (HQS) inspections of Section 8 program units (e.g. annual, interim, and move-out inspections). Initiate and follow-up on repairs for HQS compliance. • Interview clients or applicants for public housing assistance and Section 8, and assist them in the completion of prescribed inspection, application and declaration forms. • Conduct interviews in person or by telephone. Conduct follow-up interviews in the home of clients, such as a senior citizens complex. Elicit pertinent information concerning items such as income,other monetary resources and financial obligations from applicants and recipients. • Obtain required signatures, review applications and declaration for completeness and consistency. • Obtain information relative to clients or applicants from previous landlords, County Social Service Department, and other agencies. • Evaluate known eligibility factors in specific cases against established criteria and determine eligibility. Make housing allowance computations to establish the level of rent based on rent schedules. • Conduct eligibility validation studies by reviewing eligibility factors to determine propriety of continuation,modification,or termination of public housing assistance, as directed. • Certify changes in family increase or composition per HUD requirements. • Review and discuss with clients, as necessary,discrepancies,omission of data, or incorrect data. • Prepare summaries of information obtained during home or office visits with clients. • Refer all applicants and recipients who appear in need of food, in-home care, or social services, to the appropriate community service agencies on the basis of either personal observation and/or needs expressed either orally by the client or from information on the application. • Maintain client records as required by HUD policy and regulations and perform an interim annual review to determine continuing eligibility. • May provide initial orientation of new Housing Assistants, Senior Office Assistants, and Office Assistants I& IT., • Prepare and type a variety of forms and other documents required by Federal, State and County government and answer correspondence requesting information about housing programs. • Interpret program regulations and other pertinent material to applicants, recipients and the general public including potential landlords. • May arrange for maintenance staff to make repairs in Aided Program housing units. • Receive and account for money from overpayments from landlords, as well as from unpaid balances owed by tenants of Section 8 upon transfer. • Pick up and deliver document to court. Pick up mail. • Interpret contract and lease conditions. • Maintain good rapport with tenants, landlords, and owners, all Authority staff, and the general public. • Operate office equipment incidental to the performance of basic duties, including a personal computer. Page 2 of 4 Senior Housing Assistant OTHER JOB FUNCTIONS: • Perform related ditties as assigned. REQUIREMENTS TO PERFORM ESSENTIAL JOB FUNCTIONS: K.nowledg-e of—The requirements of eligibility determination in a public housing program. Welfare requirements to include Social Security. Supplemental Security income (SSI), and any other social service benefits„ and general assistance (GA). Location of referral agencies and appropriate contacts. Effective interviewing methods and techniques. Correct use of oral and written English and proper grammar, spelling, punctuation, and composition, as well as good.vocabulary. Standard business mathematics and document formats. Operate standard office equipment. Uses of personal computers. Basic Authority organization. Available Housing Authority programs and services, and local agency rules and.regulations. Ability to—Effectively interview in order to obtain necessary information and make necessary referrals. Accurately gather,record, and correctly evaluate data necessary for determination of initial and continuing eligibility. Correctly interpret rules and regulations concerning housing eligibility to applicants, participants, and the general public. Initiate and answer correspondence independently. Use experience and background to properly orient new employees, resolve the more difficult eligibility cases, and effectively deal with special projects. Organize work effectively. Maintain accurate and systematic records. Accurately make complex mathematical computations. Deal tactfully and courteously with the public and those contacted in the course of business. Provide information to the general public about Authority programs and service activities. Maintain a high level of confidentiality. Effectively and professionally relate to the applicants,participants,general public and coworkers. Communicate clearly and effectively both orally and in writing. Operate a personal computer using various Windows-based applications programs. Physical Abilities and Work Environment—Sit and stand for lengthy periods of time in both indoor and outdoor environment. Drive an Authority owned automobile between properties in neighborhoods featuring a variety of cultural influences. Climb stairs,walk over uneven ground, stoop, and bend. Have manual dexterity enabling manipulation of a telephone and operation of keyboard equipment and other office machines. Lift or carry up to 15 lbs. Licenses and Certificates - Possess a Housing Choice Voucher/Public Housing Rent Calculation and/or HQS Inspection Certificate, or obtain such certification within one year of appointment to the classification. Must possess and maintain an applicable California Driver License and a driving record acceptable to the Authority's insurance carrier. Other- Provide proof of US citizenship or, if a non-citizen, either lawful admission for permanent residence or authorization for appropriate work by the Immigration and Naturalization Service. • Will be required to take a pre-employment physical examination. + Bilingual skills are desirable. • Be bondable. Page 3 of 4 Senior Housing Assistant EXPERIENCE AND EDUCATION GUIDELINES: Any combination of experience and education that would be likely to provide the rewired knowledge and abilities could be qualifying, as determined by the Authority. A typical way to obtain the knowledge and abilities would be: Experience—Four(4)years of full-time experience in housing eligibility determination, or social services eligibility in other local or state agencies. Education—Graduation from an accredited high school, or possession of an equivalent certificate or diploma recognized by the State of California(e.g. G.E.D.). Possession of an Associate's Degree, or two full academic years of training, from an accredited college or university with a major in business administration, social sciences, or related field is desirable. Page 4 of 4 Senior Housing Assistant