HOUSING AUTHORITY OF THE CITY OF COCOA

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Lynne Merritt
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1 HOUSING AUTHORITY OF THE CITY OF COCOA EXECUTIVE DIRECTOR Revised: 01/2010 MAJOR FUNCTION: This is highly responsible professional and supervisory work with accountability for planning, organizing, and directing all operations and activities of the Housing Authority of the City of Cocoa (Authority). Currently, the Authority is part of the Brevard Family of Housing, which provides financial and administrative oversight. However, effective July 1, 2010, this relationship will end. HUD will be assisting with a forensic accounting review of liabilities and assets within the Authority. Additionally, the Executive Director will be tasked with building the Authority from the ground up. The Authority provides rental assistance to low and moderate income families, elderly, and handicapped individuals within the city limits of Cocoa through the Public Housing and Section 8 Housing Choice Voucher Programs. The Authority currently owns and operates 356 public housing properties and manages 149 Section 8 Housing Choice Vouchers. The Executive Director reports directly to the Board of Commissioners and is responsible for the development and implementation of policies and programs required to perform all organizational initiatives. Responsibilities associated with this position include overseeing daily operations, ensuring compliance with governing rules and regulations, addressing performance issues and maintaining effective relationships with federal, state, and local officials. Additional activities include oversight of all financial operations, ensuring the accurate and timely submission of required program data and procurement of needed professional services, materials, and supplies. The Executive Director is responsible for the planning, organizing, directing, budgeting and coordinating all phases of the Authority s programs including, but not necessarily limited to maintenance, resident selection, occupancy, management, resident relations, resident services, and administrative services. He/she is charged with promulgating policies as set by the Board of Commissioners relative to the administration on all matters of management, making recommendations on improving methods and procedures and analyzing records and reports by the staff to determine the effectiveness of the overall operations. The Executive Director frequently makes decisions involving policy interpretation and exercises independent judgment within the framework of established policies and existing law governing housing authorities. This position is responsible for all employment decisions, i.e. hiring, terminations, discipline, compensation, etc., and overall supervision exercised over all subordinate professional, administrative, maintenance and technical staff. ILLUSTRATIVE DUTIES: Directs the planning of low to moderate-income housing properties and programs to meet the Authority s needs. Responsible for administration of the overall operations, management, and performance of the organization. Keeps the Board of Commissioners advised of all relevant activities, programs, accomplishments and areas of concern. Prepares monthly activity reports and brings items requiring Board action Housing Authority of the City of Cocoa Executive Director Page 1 of 6

2 to the Board s attention in advance of their regularly scheduled Board meeting. Requests special Board meetings as required. Hires, supervises, motivates, disciplines, and evaluates the performance of assigned staff. Aligns supervision standards with the Authority s values to inspire employees to higher levels of performance. Provides for the training and development of employees to enhance skills and improve performance. Develops and proposes program, personnel and budget plans, priorities and policies for Board of Commission consideration and approval. Develops and implements administrative procedures to carryout approved policies and programs. Has supervisory and/or general oversight and authority over all employees and programs. Creates the structure and processes necessary to manage the organization s current activities and projected growth. Establishes goals and objectives for housing authority staff in an effort to meet and exceed the provisions set forth under PHAS and SEMAP for a High Performing Public Housing Authority. Represents the Authority s on a local, statewide, regional, and national level to promote awareness of housing programs, development opportunities, and services. Works with community officials, non-profit groups, private developers, realtors, architects, and other governmental bodies and agencies to achieve acceptance of the Authority s programs and goals. Prepares, or oversees the preparation of, all ongoing and specialized reports for HUD (MASS, FASS, SEMAP, Five Year Plan, etc.) and other related sources regarding the Authority s activities, programs and services. Ensures the timely submission of all required reports to HUD in accordance with established reporting guidelines, deadlines, and procedures. Oversees annual budget and related grant funded programs, ensures proper allocation of funds, and prepares budget revisions when required. Insures that all programs are operated in compliance with all applicable regulations within contractual budget constraints. Reviews, implements, and communicates regulations and notices from governmental and regulatory agencies. Approves all correspondence, notices, and directives dealing with policies and procedures issued by the Board of Commissioners for clarity and soundness. Researches various grant and loan programs on a local, state, and federal level for financing opportunities and oversees the preparation of applicable proposals, applications, etc. to secure such funding. Directs the creation, development, and implementation of new housing development programs. Interfaces directly with lenders, local government officials, non-profit organizations, architects, Housing Authority of the City of Cocoa Executive Director Page 2 of 6

3 contractors, realtors, etc. to investigate new, creative approaches to expanding low income housing base. Oversees and reviews all personnel related decisions to ensure that all personnel policies and procedures are consistently applied and adhered to by staff. Maintains liaison with other housing authorities and state and federal agencies to exchange information on development and management techniques. Has general supervision over all procurement activities subject to the provisions of local, state, and federal laws and shall implement formally adopted Board procurement policies. Receives bids for Board approval and executes contracts for work by others. Also monitors work in progress to ensure compliance with contractual provisions. Supervises the management and control of the housing authority s payables, receivables, cash and other assets (including investments) associated with operating contracts, insurance administration and all internal and external operations. Maintains communications with resident organizations and periodically attends meetings and functions upon request. Attends public meetings, hearings, and conferences and handles other public functions as required. Performs related duties as required. EMERGENCY DECLARATION STATUS: Essential Employees may be required to work during an undeclared emergency and/or declared emergency. On an incident-by-incident basis, the employee s Division Manager will make the determination as to who will be required to work. MINIMUM QUALIFICATIONS: Candidates must meet the following minimum qualifications in order to be considered for this position: KNOWLEDGE, ABILITY AND SKILLS: Extensive knowledge of current local, state, and federal regulations governing the management and operation of a public housing authority including traditional public housing, home ownership, Housing Choice Voucher programs, and related social service programs. Considerable knowledge of management principals, organizational dynamics, team building, and the provision of excellent customer service. Ability to acquire and administer human, financial, material and information resources in a manner that instills public trust and accomplishes the organization s mission. Housing Authority of the City of Cocoa Executive Director Page 3 of 6

4 Excellent oral and written communication skills with the ability to establish and maintain effective working relationships with staff members, community leaders, regulatory agency administrators, local officials, residents and the Board of Commissioners. Ability to analyze overall agency operations and to participate in the development of short and longterm strategic management plans. Extensive knowledge of financial reporting requirements, auditing and review standards including the Public Housing Assessment System (PHAS) and Section Eight Management Assessment Program (SEMAP). Extensive knowledge of effective supervisory techniques and practices including the selection, evaluation, motivation, training and discipline and/or discharge of staff. Ability to plan, assign, and supervise subordinates engaged in the functional responsibilities of Brevard Family of Housing. Ability to research and compile essential data relating to housing management issues, prepare clear and concise reports and develop and implement effective operational policies and procedures. Highly organized and resourceful with a strong ability to multi-task, prioritize effectively and manage time well to accomplish goals and meet multiple deadlines. Extensive knowledge of the Florida Landlord Tenant Law as amended, as well as, property management methods, techniques and practices. Skill in preparing, administering and monitoring large and complex operating and capital improvement budgets. Considerable knowledge of federal, state and local home ownership initiatives and programs including the utilization of Tax Credits, HOME program regulations, available grants, public/private partnerships, down payment assistance programs, mortgage options, etc. Considerable knowledge of housing construction practices and methods including applicable housing and life safety codes and standards, excavation and development of property, available materials, etc. Ability to develop sound accounting and management systems and programs and make effective, timely, and appropriate management decisions. Knowledge of communication and public information principals needed to direct and manage the overall agency public information program. Skill in communicating effectively with individuals from a variety of social, cultural, economic, professional, and educational backgrounds. Skill in the use of computer hardware components and software programs including proprietary, word processing, spreadsheet, and database management applications. EDUCATION AND EXPERIENCE: Housing Authority of the City of Cocoa Executive Director Page 4 of 6

5 Graduation from an accredited four-year college or university with a Bachelor s degree in Business Administration, Public Administration, Social Science or closely related field. Master s degree and/or advanced certification is preferred. A minimum of five years of progressively responsible work experience in a public housing authority, a non-profit housing corporation, or related area including full responsibility for staff supervision and budgets. Proven leadership ability in working with an active board, staff, residents, and government and community services organizations with diverse backgrounds. A comparable amount of formal training or work experience may be substituted for the minimum qualifications as approved by the Board. SPECIAL REQUIREMENTS: Employment is contingent upon passing a pre-employment drug screen, background investigation, and motor vehicle report. Incumbent must be a Brevard County resident or be able to establish residency within six months of employment. Incumbent must obtain and maintain a valid Florida driver s license and meet the Authority s insurance provider s requirements to drive a company vehicle. ESSENTIAL PHYSICAL SKILLS: Housing Authority of the City of Cocoa Executive Director Page 5 of 6

6 THIS JOB DESCRIPTION IS NOT INTENDED TO BE AND SHOULD NOT BE CONSTRUED AS AN ALL INCLUSIVE LIST OF ALL THE RESPONSIBILITIES, SKILLS OR WORKING CONDITIONS ASSOCIATED WITH THE POSITION. WHILE IT IS INTENDED TO ACCURATELY REFLECT THE POSITION ACTIVITIES AND REQUIREMENTS, MANAGEMENT RESERVES THE RIGHT TO MODIFY, ADD OR REMOVE DUTIES AND ASSIGN OTHER DUTIES AS NECESSARY. THIS JOB DESCRIPTION DOES NOT CONSTITUTE A WRITTEN OR IMPLIED CONTRACT OF EMPLOYMENT. In compliance with Part 382 of the Controlled Substance & Alcohol use and testing section of the DOT Regulations, this employee currently possesses a valid Commercial Drivers License (or has obtained a CDL permit in preparation of securing a CDL license) and is required in the performance of their job to operate vehicles requiring a CDL on a regular, occasional or emergency basis OR will supervise employees in this category: Yes No N/A Human Resources Initials: If NO is marked above, Employee agrees to obtain the required license within days of employment. I have read the foregoing job description, understand it, and feel that I am capable of performing all of the necessary requirements as stated above. Signature of Employee Date Reviewed and Approved By: Human Resources Manager Date Housing Authority of the City of Cocoa Executive Director Page 6 of 6

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