Owner Services Supervisor

AKRON METROPOLITAN HOUSING AUTHORITY

 

Job Title:                                 Owner Services Supervisor

Reports to:                              HCVP Manager

Department:                          HCVP

Date:                                        April 2023

FLSA Status:                        Exempt

Minimum:  $53,700

General Purpose:

The purpose of this position is to supervise the contract and lease operations of the Housing Choice Voucher Program (HCVP), and to ensure that the National Standards for the Physical Inspection of Real Estate (NSPIRE) inspections of the Akron Metropolitan Housing Authority (“AMHA” or “Agency”) are conducted in accordance with all applicable regulations for the Akron Metropolitan Housing Authority (“AMHA” or “Agency”). This position is responsible for ensuring compliance with lead-based paint requirements, the reasonableness of rental rates, and the proper execution of contracts and leases in compliance with federal, state and local regulations, policies and procedures, including U.S. Department of Housing and Urban Development (HUD) directives. Incumbent oversees the issuance of new vouchers, maintains utilization and income targeting data, annual, special, emergency and quality control inspections and supervises subordinate staff.  All activities must support AMHA's mission, strategic goals and objectives.

Essential Duties and Responsibilities:

The below statements are intended to describe the general nature and scope of work being performed by this position.  This is not a complete listing of all responsibilities, duties and/or skills required. Other duties may be assigned.

Ensures that rent rates are appropriate and in accordance with HUD requirements; analyzes rates proposed by landlords and determines reasonableness of landlord rates; communicates with landlords and negotiates modified rates as required; approves proposed rental rates and establishes the recommended Housing Assistance Payment (HAP) and contract rental rate; establishes contracts with landlords in accordance with Agency procedures; approves proposed rental rates for requested rent increases.

Ensures that subordinate staff members prepare accurate contracts and leases in accordance with HUD requirements; ensures that rents are accurately calculated, income and assets are accurately calculated, and all logs and documentation are properly completed in a timely manner; ensures that a high level of customer service is provided to applicants and landlords at all times. 

Provides expert assistance and support to staff members; assists with difficult or unusual cases, and offers technical assistance; ensures quality of department work product by monitoring work results and daily production reports; reviews audit findings with individual staff members, and ensures that employee is re-directed and provided with assistance to make any required improvements. 

Prepares monthly report of audit findings, as well as production and quality reports; ensures that department performance measures are maintained in accordance with SEMAP rating goals.

Supervises the activities of HCVP’s contracting and leasing staff members; ensures that department and Agency objectives are met through the coordinated efforts of department personnel; ensures that work is prioritized and appropriately assigned; sets clear expectations and goals, provides timely feedback, and completes coaching sessions on a timely basis; provides appropriate training to staff members, and assures that staff has appropriate tools and resources to achieve their objectives; ensures that positions are filled with individuals who meet the skills, abilities, experience levels and competencies required by the position; ensures that staff work activities and management actions are in compliance with applicable union contracts; ensures that subordinate employees are trained in and follow appropriate safe work practices at all times; manages communication channels between subordinate staff and other departments within the Agency.

Conducts briefings with applicants and landlords on the features of the HCVP programs; represents AMHA in a professional and courteous manner at all times.

Supervises and/or coordinates the work of the HCVP inspections staff, including inspectors and schedulers as assigned; establishes meaningful job objectives for subordinate staff and monitors the accomplishment of those objectives; motivates staff to work together in an efficient manner; participates in hiring and training staff, establishes performance standards, conducts regular coaching sessions, delivers or recommends disciplinary action up to and including suspensions and terminations, conducts staff meetings, approves timesheets and annual and sick leave, and monitors absences; complies with applicable bargaining unit agreements.

Provides and/or coordinates appropriate training for subordinate staff; ensures that staff is aware of HCVP regulations, Agency procedures and appropriate inspection methods; ensures that employees are trained in and follow appropriate safe work practices at all times.

Incumbent is responsible for ensuring accuracy and completion of the Section 8 Management Assessment Program (SEMAP) indicators 2, 3, 5, 6, 7, 10, 11, 12, 13 and 15

Ensures that subordinate staff has the appropriate tools and resources to achieve its objectives.

Supervises the NSPIRE inspection process for all HCVP/Section 8 housing programs; oversees initial, annual, biennial and special inspections; ensures that all inspections are scheduled in a timely manner and conducted in accordance with all applicable regulations; ensures all inspections are downloaded/uploaded in a timely manner

 

Ensures that HCVP participants and landlords are properly notified; ensures that follow-up inspections on failed and abated units are conducted in a timely manner.

Conducts or designates quality control (QC) re-inspections in accordance with NSPIRE guidelines.

Assists with the development and implementation of effective policies and procedures related to NSPIRE inspections.

Ensures compliance with lead-based paint (LBP) standards under the Environmental Protection Agency (EPA), the U.S. Department of Housing and Urban Development (HUD) and the Ohio Department of Health (ODH) regulations; provides education and awareness of LBP issues to landlords and participants, and develops innovative methods to increase awareness of LBP issues; tracks and approves LBP laboratory testing results; actively pursues opportunities to increase the percentage of passing tests.

Monitors the NSPIRE abatement process; initiates or approves proposed abatements; ensures abatements are conducted timely and in accordance with applicable regulations. Documents efforts to bring properties into compliance and conducts follow-up re-inspections to ensure that work is completed

Prepares accurate and timely statistical and narrative reports on the status of the inspection scheduling process, condition of units, quality control inspections, and LBP testing and training efforts; ensures staff provides accurate reports and data as required.

Provides prompt and accurate advice and assistance to participants, landlords and Agency staff regarding inspections and abatements; ensures excellence in customer service.

      Miscellaneous

Devotes appropriate attention to AMHA Strategic Plan objectives as assigned, ensuring that such goals are met or exceeded.

Maintains a record of acceptable attendance and punctuality.

Other duties as assigned.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Behavioral Competencies:  This position requires incumbents to exhibit the following behavioral skills:

Commitment: Sets high standards of performance; pursues aggressive goals and works hard/smart to achieve them; strives for results and success; conveys a sense of urgency and brings issues to closure; persists despite obstacles and opposition. 

Customer Service: Meets/exceeds the expectations and requirements of internal and external customers; identifies, understands, monitors and measures the needs of both internal and external customers; talks and acts with customers in mind.  Recognizes work colleagues as customers.

Effective Communication:  Ensures important information is passed to those who need to know; conveys necessary information clearly and effectively orally or in writing. Demonstrates attention to, and conveys understanding of, the comments and questions of others; listens effectively. 

Responsiveness and Accountability:  Demonstrates a high level of conscientiousness; holds oneself personally responsible for one's own work; does fair share of work. 

Leadership:  Provides direction by clearly and effectively setting course of action for department and subordinates; manages performance by providing regular feedback and reinforcement to subordinates. 

Job Competencies:

Extensive knowledge of federal, state and local regulations, including HUD directives, with regard to the Housing Choice Voucher Program and lease activities; knowledge of NSPIRE inspections and Lead-based paint; knowledge of local housing codes; knowledge of housing inspection techniques and procedures; knowledge of lead-based paint testing and abatement protocols; knowledge of hazardous material safety practices; understanding of AMHA’s strategic goals and structure; basic knowledge of landlord-tenant laws; knowledge of Summit County housing market and ability to research and determine reasonable rental rates; skills in multi-tasking, prioritization and problem resolution; familiarity with Authority employment policies and union agreements.

Education, Experience and Certifications:

Bachelor’s degree and a minimum of three (3) years’ experience working in a Housing Choice Voucher Program or related area; or an equivalent combination of education and experience. Prior supervisory experience is required.

Computer Skills:

To perform this job successfully, an individual should be competent in the usage of e-mail, internet, spreadsheet and word processing software. Employee must be capable of using common office equipment such as copiers, fax machines and scanners. Must be able to learn other computer software programs as required by assigned tasks.

Physical Requirements: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job:

While performing the duties of this job, the employee is frequently required to maintain a stationary position, operate computers and other office equipment, move about the office, attend onsite and offsite meetings, and communicate. The employee must be able to accurately exchange information in person, in writing and via e-mail and telephone. The employee must occasionally transport up to 10 pounds.

Working Conditions: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job:

Office environment. Employee must be able to work extra hours as needed. Moderate noise level.

 

AMHA offers a culture committed to diversity, equity and inclusion; comprehensive compensation and benefits program including, but not limited to: Competitive salary; Participation in the Ohio Public Employees Retirement System; Excellent medical, free dental and vision plans with minimal out of pocket cost; Basic Life insurance; Fourteen paid holidays; Paid vacation, personal and sick plans.