Operations Manager

Position Title: Manager of OperationsReports To: Executive DirectorDepartment/Division: Executive OfficeFLSA Status: ExemptEmployment Status: Full-TimeDate: January 29, 2025Position SummaryResponsible for the overall planning, organizing, delivery, monitoring and reporting of activities related to programs including Information Technology, Human Resource Management, Resident Services, Procurement, Facilities and Legal Contract Monitoring functions, Quality Control, Asset Management, Modernization, Development and/or functions as assigned. Responsible for the Agency receiving at least a satisfactory rating concerning HUD agency scoring systems such as Public Housing Assessment System (PHAS) and other future HUD required evaluation systems. The duties listed below are intended only as illustrations of the various types of work that may be performed. 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 this position.ResponsibilitiesThe position duties and responsibilities listed below describe the general nature and scope of work. Other responsibilities, duties, and skills may be required and assigned, as needed.Oversee primary departments including Administrative, Housing, Financial, and Maintenance Operations, as assigned by the Executive Director. Ensures efficient and economical management of Agency properties and general operations.Ensures timely and accurate preparation and submission of all required reporting to include Board monthly report, REAC, Agency Plan, Regulatory Updates, Audits, Management Reviews, and all critical agency reports.Builds effective relationships by developing collaborative partnerships; representing the Agency at local, state, regional and national meetings; maintaining effective relationships with state and federal agencies and serving as a staff resource.Serves as Hearing Officer and Agency advocate for hearings.Manages all office services related to suppliers, contractors, and contracts, including, but not limited to secure document destruction, office custodial services, copiers, alarm systems, security cameras, uniforms, IT services, office supplies, etc.Analyzes Agency operations, evaluates existing policies and procedures, and implements strategies to improve operating efficiency and program effectiveness. Recommends policy and procedural changes based on federal and local regulatory changes in areas directly supervised.Ensures agency-wide program targets, utilization and performance indicators are met. Ensures staff adherence to all applicable state and federal laws and regulations as well as internal policy and procedure.Manages Agency's Quality Control function to increase effectiveness and efficiency in programmatic areas. Ensures quality of department files/records and manage retention of same.Oversees Agency Plan and revises, as necessary. Prepares safety policies and procedural manuals.Manages contracts of service providers, contractors, and vendors.Oversees the Risk Management function of the Agency ensuring compliance with safety and OSHA rules and regulations.Responsible for insurance reporting and attending trials on behalf of the Executive Director with regards to insurance.Monitors national and local regulatory changes and updates to program features and investor requirements and ensures staff awareness of same.Establishes digital and physical library for policies and procedural handbooks.Serves as liaison for employee complaints and inquiries, managing related internal and external correspondence and maintaining records system to document responses.Creates, monitors, and ensures adherence to departmental budgets.Maintains oversight of legal contracts and monitors costs to ensure the Agency is receiving adequate counsel.Responsible for Human Resource Management functions including benefits, workers compensation, per diem, and new hire process ensuring compliance with applicable employment and labor laws.Verifies and accurately processes payroll records for all employees, including W-4 information. pay increases, and payroll deductions. Submits payroll information and electronic payment files to the bank and issues appropriate checks and reports as required.Maintains records of social security, Medicare, state and federal withholdings, overtime, comp time, insurance, and retirement. Responsible for filing and record retention.Trains new employees on Agency practices and procedures and plans and coordinates the work of subordinates.Verifies and accurately processes payroll records for all new employees, including W-4 information. pay increases, and payroll deductions.Organizes certification and job trainings for operations and maintenance staff and facilitates Agency staff trainings.Makes field inspections and spot checks development activities to ensure that established policies and procedures are enforced and followed.Maintains oversight of the procurement program and monitor the provision of services by vendors and contractors.Ensures appropriate procurement program service level delivery to Agency partners and staff.Maintains oversight of staff's daily operations and provides direct supervision of assigned staff. Responsible for effective hiring, promotion, evaluation, and discipline of employees and defines and assigns managerial responsibilities and duties.Serves as alternate Agency representative in discussing goals, priorities, problems, and concerns with officials, representatives, and members of HUD, local government, news media, social and public service agencies, state and federal government, and tenant groups.May address business and civic groups on matters pertaining to the Agency. Successfully maintains positive Agency image and working relationships with the community and local, state, and federal government officials.Attends professional meetings, seminars, and conferences to stay current of new trends, activities, and concepts in Public Housing. Supports, assists, and works with other Agencies and affiliated organizations in joint efforts; which are mutually beneficial.Accountable for consistent adherence to strong Agency standards regarding the ethical, responsible, and appropriate use, care, and safeguarding of Agency materials, supplies, resources, and other assets. Updates posted signs and notices to ensure agency is operating in compliance with HUD, state, and local regulations and requirements.Education and ExperienceA Bachelor's degree in Public Administration, Business Administration or Management or a closely related field from an accredited college or university and five (5) years of responsible managerial experience preferably in subsidized housing, asset management or similar type of environment or an equivalent combination of education, training, and experience resulting in the ability to fulfill the essential job duties of the position.The following Certifications must be obtained within one (1) year of employment or other allowable period of hire as authorized by the Executive Director or his/her designee:? Residential Management Professional (RMP)? Fair Housing? Procurement & Contract Management? National Compliance Professional (NCP)? One (1) of the following Professional in Human Resources Certification(s) preferred:o Professional Human Resource (PHR)o SHRM's Professional Certified Professional (SHRM-CP)o Senior Professional Human Resource (SPHR)o SHRM's Senior Certified Professional (SHRM-SCP)Knowledge and SkillsKnowledge of HUD, and other federal, state, and local policies, procedures, and regulations related to the operation of a public housing Agency; the principles and practices of management and supervision; the principles and practices of budgeting and budget administration, and report preparation techniques.Ability to ensure compliance Procurement, Human Resource and Safety policies and procedures, Agency Plan performance criteria and other relevant performance measures.Computer proficiency in Windows operating system and MS Office software including Word and Excel. Able to operate Internet applications and email as well as external vendors' and proprietary software programs.Considerable knowledge of Asset Management, Human Resource Management, Information Technology, Landlord/Tenant Laws, Real Estate, Housing Rehabilitation and Resident Services.Ability to: plan, organize, and assign routine work and special projects in order to meet organizational goals; develop and establish effective working relationships with employees, officials, and the public.Supervision ControlsThe Manager of Operations may receive instructions from the Executive Director, or other governing or regulatory agency. The employee routinely works without the direction of the Executive Director and is free to develop methods, deadlines, priorities, and/or objectives. When instructions are received, they are usually specific and detailed because they apply to unusual and rarely occurring situations. Other instructions are usually in the form of the Executive Director's directives or policy statements. Normally the Manager of Operations makes independent decisions pertaining to situations not covered by specific guidelines, but the Executive Director, BOC, or other employees are consulted in serious or unusual circumstances. The Manager of Operation's work is reviewed for progress and achievement of goals as appropriate to the circumstances.

Created: 2025-02-09