HELENA HOUSING AUTHORITY Executive Director Position Description

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1 HELENA HOUSING AUTHORITY Executive Director Position Description Salary Range: $64,723 - $87,500 REPORTS TO: Helena Housing Authority Board of Directors Responsible for performance of entire organization SCOPE OF POSITION: Functions as the Executive Director of the Helena Housing Authority, providing two-way communication between staff, management team and the Board of Directors. Creates a climate that inspires top performance. Oversight of all operations and strategies. Hiring and oversight of staff and management. Direct communication with HUD and other critical Federal, State and Municipal governmental agencies and departments. Oversees compliance and performance of all programs, including Housing Choice Voucher (HCV) Program, other Helena Housing Authority projects, and ongoing business. Serves as Secretary-Treasurer to the Board and conducts all professional and administrative duties in development and operation of the Helena Housing Authority. Serves as the Contracting Officer for the Helena Housing Authority. Responsible for public relations, new project development and execution. DEFINITION: Plans, directs and controls the day-to-day activities of the Helena Housing Authority. Implements strategies and policies decided upon by Helena Housing Authority Board of Directors. Oversees and inspects financial performance gauged against the Helena Housing Authority budget. Reviews and approves all required reports and proposals, including federal, state, and other governmental documentation, as well as analysis and projections needed for planning and budgeting. Oversees and inspects compliance with HUD regulations. Communicates with inspectors, auditors and other entities and evaluates any outside audits and reporting by these entities. 1

2 ESSENTIAL DUTIES AND FUNCTIONS LEADERSHIP 1. Communicate organizational goals and strategies to staff on a periodic basis. Make this a number one priority for new hires during their orientation. 2. Create a training plan for Helena Housing Authority staff. Work with their managers to ensure that deadlines and benchmarks are set for each individual. Such development should be designed to cross-train all employees, with a goal of total competence in all aspects of their jobs and, most importantly, top customer service. 3. Oversee refining and updating position descriptions for managers. Assure employees position descriptions, standards of performance for each task and regular performance reviews are up to date and appropriate. 4. Participate as a non-voting member of the Board of Commissioners, providing two-way communication between the Board and the Helena Housing Authority. 5. Maintain open and consistent communication with managers, staff, residents and vendors. 6. Conduct performance reviews for all managers promptly and on a regular basis, assessing performance in previous period and setting goals for upcoming review period. These evaluations must be done within the standard format used for all management employees as established by the Executive Director at Helena Housing Authority. Use these appraisals to create and monitor development plans for each manager. 7. Keep personnel count at the level needed to provide best service to residents and community. Includes participating in recruiting, hiring, performance management, and discipline when needed. 8. Provide training to managers and, help to arrange training for Board of Directors 9. Set highest standards of performance for self and staff, assuming responsibility and accountability for successfully completing projects on time and under budget. Self-impose such standards, rather than having such standards imposed. 10. Develop housing programs and projects and propose changes in the programs as needed. 11. Act as contracting officer of the Helena Housing Authority, signing all contracts, deeds and other instruments made on behalf of the HHA. 12. Represent HHA in the community includes community involvement and presence, as well as public relations. 2

3 13. Maintains a climate which attracts and keeps a staff of top-quality people. TECHNICAL 1. Analysis of records and reports for accuracy and compliance, including on-time submission. Hold people staff and management accountable for said accuracy and compliance. 2. Provide leadership for management and other personnel in the preparation and or modification of such documents. 3. Communicate expectations and inspect all transactions in the organization. 4. Audit procedures to assure compliance with Helena Housing Authority requirements. 5. Review the work of all managers to assure understanding and top performance in conducting the business of Helena Housing Authority. 6. Supervise and direct appropriate project management including, but not limited to occupancy, vacancy rate, vacancy loss, collection loss, rent collection, lease execution and enforcement, inspections, and delivery of housing and related services to residents. 7. Procurement Oversee, direct, inspect all procurement of goods and services to ensure compliance with all Federal and State regulations. 8. Arrange for expertise in the financial area. FINANCIAL MANAGEMENT 1. Supervise lead accounting manager. 2. Plan and manage annual budget and operating plan with Helena Housing Authority Board of Directors. Work with department managers to assure their budgets and expenditures are appropriate and within the budget. 3. Develop and submit applications to Federal, State and local agencies for new or continued funding. 4. Provide monthly progress reports to Board of Directors regarding budget. 5. Give input to assist in annual budgeting and planning process. Includes anticipated expenses for materials, salaries, and outside vendors. 6. Review and adjust financial accounting procedures and requirements with the Financial Manager. 3

4 7. Oversee costs for Helena Housing Authority, monitoring for cost overruns and efficiencies. 8. Review cost-benefit studies on projects and purchases. 9. Inspect pricing and expenditures. 10. Present financial information as requested by Helena Housing Authority Board of Directors. 11. Develop and submit applications to federal, state and local agencies for new or continued funding. 12. Establish and enforce procedures that ensure fiscal controls, efficient and economical operation of HHA. 13. Oversee the care and custody of all funds of the HHA and make sure they are deposited in the name of HHA in such institutions as the Board shall select. 14. Sign or authorize the signature on all orders and checks for the payment of funds and disburse such funds under direction of the board. OTHER JOB RELATED DUTIES 1. Perform any additional duties as required by the business climate and changes in clientele. Comply with policy as assigned by Board. JOB RELATED AND ESSENTIAL QUALIFICATIONS Demonstrated Knowledge of: Requires knowledge of the concepts and theories of program administration; business administration, social/human services; and governmental accounting and budgeting. Requires knowledge of information systems development and administration; fiscal management practices; procurement; organizational theory; managerial methods and techniques; employment law; records management; and a working knowledge of real estate management and facilities maintenance and management. Requires considerable knowledge of, or the ability to develop knowledge of HUD regulations and requirements; and grant and contract administration. Demonstrated Skills in: Analysis, attention to detail, on-time performance, and training others in financial and administrative housing procedures. Communication including, writing, speaking and reading. 4

5 Comprehending state and federal regulations, HUD policies and HHA policies including Human Resources policies. Detail management, with ability to look at the big picture. Strategic planning. Interpersonal communication, including ability to establish and maintain cooperative working relationships with all those contacted in the course of work. Includes management team members, employees, community members, governmental agencies, residents, and board members. Has a genuine interest in and a desire to assist, participate with, and supervise others (members of the public, peers or supervisors). Treats people as he/she would like to be treated and handles their problems in a manner that shows sensitivity to their needs and circumstances. Is effective in dealing with people and demonstrates an understanding of situations. Is cooperative in dealing with others and functions as part of the team. Is capable of treating others in a fair, consistent and impartial manner. Maintains an open and approachable manner. Controls feelings and emotions so that they do not influence his/her judgment and performance. Employee supervision, including employee evaluation, goal-setting and employee development. Complete understanding of employee relations, including personnel policies and laws. Self-development, including continuing education in new methods, materials, and personnel practices. Inspecting and approving clear and concise administrative and financial reports. Planning, organizing, prioritizing, implementing, directing and coordinating work flow. Multiple project flow management. Machine and equipment operation. An understanding of the operation of office machines for own management use, such as computer, copy and fax machines and telephone system. Adaptability to changes and problem-solving skills. Ability to define problems, collect data, establish facts and draw valid conclusions, dealing with abstract and concrete variables. Proven ability in working with other agencies and organizations. Ability to resolve problems and contend with challenging work relationships. 5

6 Qualifications: Requires education and experience equivalent to a bachelor s degree in public administration, business administration, social/human services, finance, accounting, or a related field and three (3) years program administration experience including one (1) year supervisory or managerial experience. Knowledge of HUD programs is desirable. Diverse computer knowledge. Possession of, or ability to obtain, a valid Montana Driver s License and a driving record acceptable to insurance carriers. Availability to work at all hours. Must pass a criminal background check. WORK ENVIRONMENT Normal work hours: This is an Exempt position. The position will work at the direction of the Board of Commissioners and at times may require work longer than a 40 hour work week during varied hours. Majority of time is spent indoors in an office environment. Must be able to work in a typical environment using standard office equipment for at least forty (40) hours per week. Must be able to stand at office equipment or work table for a period of time no less than one hour. Must be able to sit at desks and computer terminals for a period of time no less than six hours. COMMITMENT TO SERVICE Employees of the Helena Housing Authority are expected to achieve the highest standards of personal and professional work performance in commitment to serving HHA s constituents and the Helena community in general. Ability to work in a team, be transparent in written and verbal communication, and show respect and care for people from a wide variety of backgrounds is needed on a daily basis. 6