Assistant Operations Manager

ASSISTANT OPERATIONS MANAGER

Department: Operations

Reports To:Operations Manager

FLSA: Exempt

Union Affiliation: Non-Bargaining

Employment Status: Full-time (35 hours, 4 days/week)

Schedule: 7:45 a.m. to 5:30 p.m., Monday - Thursday

Last Updated: February 24, 2024

POSITION SUMMARY

The Assistant Operations Manager is responsible for helping maintain the day-to-day activities of the Operations department. This position will support all aspects of property management, maintenance, capital projects and program compliance.

ESSENTIAL DUTIES AND RESPONSIBILITIES

(The omission of specific statements regarding duties does not exclude them from the position if the work is similar, related, or a logical assignment in association with the position.)

• Provide administrative support to the Operations Department including but not limited to: generating and disseminating notices, maintaining logs, answering phones and general questions, preparing and coordinating mail, scanning documents, faxes and packages, filing, receive incoming documents and data entry.
• Assist in receiving and entering maintenance work orders, maintain resident and property files, maintain logs and enter data.
• Assist the Operations Department with the coordination of annual inspection of properties and resolution of maintenance work order requests, file maintenance, data tracking, and report preparation.
• Assist in preparation of annual compliance and regulatory reviews ensuring program compliance.
• Establish and maintain effective working relationships with peers, superiors, residents, community service agencies and the public.
• Receive resident comments and complaints and forward them to the appropriate staff for resolution. Assist in resolving when possible.
• Understands and keeps current on PHA policies and procedures, and federal, state, and local codes, rules, and regulations as they pertain to job responsibilities. Update forms, policies and procedure as directed.
• Participate in the day-to-day administration and reporting of all activities of the agency's Housing programs.
• Help to ensure compliance with HUD, Federal, State, and local laws and that all operations staff members understand, comply with, and keep current with the department's policies and procedures.
• Assist with reviews and analyze reports, records, and complaints dealing with development, operations, and maintenance.
• Performs field inspections and spot checks development activities to ensure that established policies and procedures are enforced and followed.
• Contributes to the planning of Capital Needs Improvements and helps to coordinate on-going routine and non-routine preventative maintenance activities.
• Assist in planning, prepare, monitor, and present all managed properties' annual budgets end short- and long-term goals, objectives, end policies. Assists with the planning and implementation of the agency's 5 Year and Annual Plan.
• Help to ensure that resident lease terminations and grievance hearings are properly processed.
• Help to monitor lease enforcement by providing information and assistance as needed.
• Assist operations team in handling difficult or complex problems with residents by offering alternatives and working directly with residents as needed.
• Assist with the preparation and submission of monthly report detailing the prior month's occupancy and fiscal performance.
• Conduct operational staff meetings as needed.
• Assist in preparing required reports and forms for grant programs and other programs as required.
• Regularly perform quality control inspections of the resident files, resident financial accounts, work orders and other areas as required.
• Participate in administrative and physical inspection activities in preparation for, and in response to REAC/NSPIRE or other property inspections.
• Participate in administrative activities in preparations for, and in response to Management and Occupancy Reviews, HUD and CHFA audits and inspections, and other regulatory compliance reviews.
• Assist in temporarily providing coverage, for the primary functions, of absent staff or vacant positions throughout the department.
• Perform other operational duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES

• Demonstrate excellent verbal and written communication skills across all levels of management, staff, and the public.
• Ability to handle and resolve complex situations effectively, in a professional manner.
• Ability to apply discretion and trust with confidential material and information.
• Proficient with computers, including MS Office suite software, Internet, and electronic mail programs.
• Manage and complete multiple tasks across departments or functional areas.
• Organizational skills to maintain required records in accordance with established file management system.
• Thorough knowledge of HUD, Federal, and State regulations and guidelines related to federal and state funding for the Housing Authority.
• Knowledge of federal, state, and local laws, administrative rules, and regulations relating to construction project management, asset management, capital planning, and public agencies.
• Knowledge of organizational and management practices and principles as applied to the analysis and evaluation of programs, projects, and operational needs.
• Knowledge of business and management principles involved in strategic planning, resource allocation, leadership technique, production methods, and coordination of people and resources.
• Knowledge of best practices in federal and state funding administration, including analysis, budget tracking, and reporting.
• Develop, prepare, and present a variety of financial reports and analyses.
• Research, analyze, interpret, summarize, and present technical information end data in a clear manner.
• Work cooperatively and develop effective working relationships with co-workers, other sections, outside agencies and organizations, and diverse community groups.
• Must have a valid Driver's license and insurability by the Authority's automobile insurance carrier.

EDUCATION AND EXPERIENCE

• Bachelor's Degree in Public Administration, Business Administration, or related field preferred; applicable professional experience may be substituted for educational requirements at the sole discretion of HACD.
• Minimum of five years' experience in property management (preferably, some in public housing) and experience involving public contact preferred.
• Obtain certification in Public Housing Management within 180 days of employment.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.

While performing the duties of this position, the employee is regularly required to talk and hear at normal volumes. The employee is frequently required to use hands or fingers to handle, feel or operate objects or controls. The employee is frequently required to stand; walk; sit; reach with hands and arms. The employee may be required to climb, or balance; and stoop, kneel or crouch. The employee may be required to lift up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision, and the ability to adjust focus. The noise level in the work environment is usually moderate.

Equal Opportunity Employer including disability/veterans

The Housing Authority of the City of Danbury is also a drug-free workplace.