Red Wing Housing & Redevelopment Authority

Transcription

1 428 West Fifth Street Telephone & TDD (651) Redwing, MN FAX (651) Website: TDD/TTY (Telecommunications Device for the Deaf) Minnesota Relay Center dial October 13, 2015 TO: FROM: RE: Red Wing HRA Board of Commissioners Ronnelle Jaeger, Assisted Housing Coordinator Hire Program Management Assistant Resolution # BACKGROUND In anticipation of future retirements over the next two to five years it is important to be proactive and plan for a smooth transition. The current Assisted Housing Coordinator has worked in the housing field for 32 years and has acquired the following knowledge and certifications: 1) Procurement & Section 3; 2) Procurement and Contract Management; 3) Capital Fund; 4) Housing Specialist; 5) Public Housing Manager; 6) Public Housing Assessment System; 7) Section 8 Rent Calculation; and 8) Multi Family TRACS 202D. In addition to these certifications has attended annual trainings relating to HUD rules and regulations. Responsibilities of the Assisted Housing program have grown in the area of procurement. To assist with the increase responsibilities and for a smooth transition, the A. H. Coordinator is requesting an assistant to her position be hired or be promoted from within the HRA. This position would be posted internally and externally. PROPOSAL Staff and the Personnel Committee are requesting the HRA Finance Committee recommend to the Board of Commissions approval to hire a Program Management Assistant or promote from within the HRA. Attached is a job description for this position which requires a 4 year degree or 7 years work experience. BUDGET IMPACT (No COLAs) This is a learning position where the individual, as they progress, will advance each year to the next grade, preferable one year at a time. Preference is for individual to start in grade 10. Year Grade and Step Estimate Yearly Salary 2016 Grade 10 $42, Grade 11 $45, Grade 12 $48,859 Position will have full benefit package at approximately 40% of salary. SOURCES This position would be budgeted through the following sources: Public Housing 35%; Jordan Tower II 35%; General Redevelopment 30%. RECOMMENDATION Staff and the Personnel Committee recommends to the HRA Board of Commissioners to adopt Resolution # approving: 1) hiring of a Program Management Assistant; 2) post position internally and externally; and 3) position to be under the Supervision of Ronnelle Jaeger, A.H. Coordinator. EQUAL OPPORTUNITY HOUSING / EQUAL OPPORTUNITY EMPLOYMENT

2 Title: Program Management Date: October 2015 Assistant Dept: HRA Reports Program Management Coordinator Salary: Min: Mid: High: to: BASIC FUNCTION: Program Management Assistant assists Program Management Coordinator with Assisted Housing budgets; procurement; capital funds; policies and procedures; programs; and management of dwelling rental properties. DUTIES, RESPONSIBILITIES, ESSENTIAL FUNCTIONS: Duties & Responsibilities Programs may include elements of related work outside of the scope of the discrete projects in the program. Assist in coordination and prioritizing of resources across projects, managing links between the projects and the overall costs and risks of the program. Assist in providing supervision of the management of projects and focuses on selecting the best group of projects, defining them in terms of their objectives and providing an environment where projects can be run successfully. Delegates to complete project management by enlisting the assistance of property manager and property manager assistant. Assist in verifying and validating the program, ensuring adherence to standards and alignment with the vision. Assist in regular reviews, there is accountability, and that management of projects is in place. Advanced skills in financial management and budgeting, as well as procurement and contract negotiations across the program. Programs typically have significantly larger budgets than projects and include both expense and capital budgets that must be administered. Understand budget costs together with wider costs of administering each program. Understand optimizing of resources across all of the constituent projects, as well as any additional work that is required. Assist in development of plan bringing together the information on projects, resources, timescales, monitoring and control. Continuously assess performance; research and develop new capabilities; and systemically apply learning and knowledge to the program. Understand importance of doing the right projects, successful, delivered on time, to budget and to specification, delivering long term improvements to an organization. Understand related business constraints and determine the processes required to achieve results based on resources allocated. Provides the Executive Director and the Board of Commissioners recommendations, status and progress reports for Assisted Housing programs under their authority. Evaluate departmental fiscal matters, works in concert with the Executive Director and 428 West Fifth Street

3 Accountant in maintaining departmental fiscal policy and controls. Assists with development and implementation and reports on Assisted Housing quality control measures to assure successful program administration. Assists with determination of Assisted Housing and maintenance staffing needs and present recommendations to the Executive Director for review and action. Responsible for advertising, interviewing, criminal background and reference checks, hiring and disciplinary action. Maintains strong communications and working relationships with local, state and federal funding sources. Assists the Program Management Coordinator and Executive Director in establishing Assisted Housing priorities and long range Assisted Housing planning efforts. Knowledgeable of HUD rules and regulations Knowledgeable of Public Housing and Multi Family rules and regulations Assists with updating HRA's policy and procedures based upon HUD guidelines Knowledgeable of HUD Procurement policies and procedures. Assists with administering procurement contracts through RFP, IFQ or sealed bid process. Assist with annual development of Agency Plan, working with resident on plan development, Capital Fund Program (CFP) budgets and CFP reporting. Assist with all Assisted Housing reporting requirements established by State, Federal and local units of government. Assist in implementation and administering of Assisted Housing programs and policies established by State, Federal and local units of government. Represents the HRA with various civic and community groups providing public relations through speaking engagements or involvement with various civic groups. Effectively represent the HRA in written and verbal communications with various Federal, State and local agencies. Performs other duties as assigned by the Program Management Coordinator and Executive Director, and shall perform all functions related to the diligent representation of the HRA. QUALIFICATIONS: Four year college degree in related field preferred or a minimum of seven years* experience in directing assisted housing programs and resident support services. Procurement & Section 3 certification within one to two years of employment KNOWLEDGE, SKILLS, EXPECTATIONS: Thorough knowledge of State and Federal programs and regulations affecting the administration of agency Assisted Housing programs, maintenance, and social service programs. Strong working knowledge of budget processes, capital funds and administration Thorough knowledge of procurement bid process Ability to communicate effectively, both written and orally. Ability to coordinate work functions to achieve successful program successes. 428 West Fifth street

4 Demonstrate strong skills in development and implementation of departmental goals. Demonstrate strong employee leadership skills. History of fiscal responsibility including ability to obtain credit card. SUPERVISORY RESPONSIBILITIES: Supervises and directs work responsibilities of support staff. SCHEDULE FOR EVALUATION: My signature below indicates that I have reviewed this job description, have received a copy of it, and have had an opportunity to prepare an addendum. Employee Signature Date 428 West Fifth Street

5 RESOLUTION # HIRE PROGRAM MANAGEMENT ASSISTANT WHEREAS, Responsibilities of the Assisted Housing program have grown in the area of procurement. To assist with the increase responsibilities and in anticipation of future retirements over the next two to five years it is important to be proactive and plan for a smooth transition. The A. H. Coordinator is requesting an assistant to her position be hired or be promoted from within the HRA. This position would be posted internally and externally; and WHEREAS, This is a learning position where the individual, as they progress, will advance each year to the next grade, preferable one year at a time upon successful employee evaluation. Starting grade in 2016 would be a grade 10, in 2017 progress to grade 11 and in 2018 progress to grade 12. Position will have full benefit package at approximately 40% of salary; and WHEREAS, This position would be budgeted through the following sources: Public Housing 35%; Jordan Tower II 35%; General Redevelopment 30%; and Therefore, let it be resolved that the Red Wing Housing and Redevelopment Authority Board of Commissioners adopt Resolution # approving: 1) hiring of a Program Management Assistant; 2) post position internally and externally; and 3) position to be under the Supervision of Ronnelle Jaeger, A.H. Coordinator. Dated: October 13, 2015 Board Chair Secretary/Treasurer