Supportive Housing Program Manager

Supportive Housing Program Manager

Worksite: Housing Choice Voucher Office, 2870 Howe Road, Martinez, 94553

Supervisor: Director of Assisted Housing Programs

The Position: Under the direction of the Director of Assisted Housing Programs, the Supportive Housing Program Manager is responsible for the overall delivery of the Housing Authority of the County of Contra Costa's (HACCC) high quality Housing Assistance programs within an assigned geographic area of the County of Contra Costa. The Supportive Housing Manager is responsible for the day-to-day implementation of Housing Authority policies, procedures, and programs, ensuring the delivery of well managed Housing Assistance program activities within his/her area of assignment and compliance with all established operating policies and regulatory requirements.

Distinguishing Characteristics: This single position management classification is responsible for the implementation of the Authority's Housing Assistance Programs with an emphasis on the delivery of Referral based Housing Assistance programs within an assigned County geographic area. It differs from all other classifications in that it is solely responsible to the Director of Assisted Housing for the effective and efficient administration and operation of the Authority's Housing Assistance program within an assigned geographical area. The duties listed below illustrate 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.

Supervision Received and Exercised: Operates under the direct supervision of the Director of Assisted Housing Programs with significant independence. The Supportive Housing Program Manager exercises direct supervision over assigned technical and clerical employees.

Essential Job Functions: Duties include, but are not limited to, the following:

• Leadership and Supervision
• Supervises and is responsible for the performance of a group of clerical and technical employees in accordance with HACCC's policies and applicable laws and regulations.
• Develops and maintains good team working relationships, provides leadership to inspire the spirit of teamwork, and encourages cooperation among team members.
• Implements performance standards for team members and monitors their progress in achieving the standards to ensure program effectiveness; coaches for improvement; and takes disciplinary action as necessary and authorized.
• Provides technical leadership, coordinates, and provides training, counsels, and advises staff, and ensures that all team members adhere to departmental program standards and policies as well as organization-wide personnel policies & procedures through goal setting, planning and evaluations.
• Completes in a timely manner an annual evaluation for each team member and as appropriate recommends step increases.
• Conducts regular staff meetings including the communication of and training in Authority policies and program changes.
• Coordinates and solves problems relative to the HACCC Housing Assistance Programs.
• Models punctuality and attendance within agreed upon work schedule.
• Participates in the selection of staff.
• Approves leave requests as appropriate to ensure work of unit is accomplished.
• Ensures that staff time records are correct, approved and submitted to payroll services in a timely manner.
• Prepares and/or supervises the preparation of correspondence and monthly activities and status reports.
• Serves as an advisor to the Director regarding management and operations issues and other department-wide matters.
• Assists in the development and implementation of goals, objectives and policies and procedures for the HACCC Housing Assistance Programs.
• Undertakes special studies and assignments as directed by the responsible Director.
• Ensures the timely requisition of material and supplies to support team deliverables.
• Maintains a working knowledge of YARDI system.
• May create and make verbal reports and presentations to the Board of Commissioners and other bodies when requested. Customer Service
• Maintains professional relationships with all prospective and current clients and ensures staff interacts professionally and respectfully with all clients and with each other.
• Ensures staff responds to all client requests or complaints in a timely, efficient, consistent, and courteous manner.
• Establishes and maintains effective working relationships with co-workers and clients and professionally performs essential job functions in an environment that will sometimes include increased levels of work-related stress.
• Facilitates effective client and/or landlord relations.
• Models to staff an understanding of sensitivity to different cultural backgrounds, economic status, those with special needs, and adheres to Equal Employment and Equal Housing Opportunity as well as other state, federal and local requirements, directives, and statutes.
• Provide assistance and direction during after-hours emergencies, as needed.
• May represent the Authority at the local level in public relations and community affairs; and may attend meetings outside regular business hours.
• Policy/Compliance/Reporting
• Ensures regulatory compliance with all Authority and program requirements including annual recertifications, interim recertifications, client port-ins and port outs, and appropriate file documentation ensuring rules are followed and files completed.
• Ensures timely submission of required HUD reports. Prepares regular and special reports as required by Senior Management staff including but not limited to legal actions, reasonable accommodations, and risk management. Writes and prepares program narratives, statistics, and other supporting data.
• Regularly meets and/or communicates with the Director to report on and discuss operational issues.
• Responds to and resolves issues pertaining to area programs. Advise Director in a timely manner on necessary actions, problems, or requirements.
• Review and prepare comments on proposed Federal, State, and local regulations and their prospective impact on department and authority programs. Suggest alternative courses of action, as applicable.
• Implements changes in Federal and State regulations.
• Assist in the development of department policies and procedures implementing Federal, State, and local directives and statutes and, as applicable, procedures for department activities and programs.
• Assists the Director, or other senior staff with special projects, administrative tasks, and other duties as assigned. Oversight of Supportive Housing Programs
• Provide leadership, direction, and oversight of the HACCC "Supportive Housing" programs which include but are not limited to the Continuum of Care Tenant Based and Project Based Rental Assistance Programs, HUD-Veterans Affairs Supportive Housing (VASH), Mainstream Voucher, Housing Opportunities for Persons with AIDS (HOPWA), Family Reunification, and Emergency Housing Vouchers (EHV).
• Facilitate all administrative/management functions, reporting, supervising of staff, contract monitoring, and training for HACCC referral-based Housing Assistance Programs.
• Facilitate case conferences and ensure appropriate supportive services are provided to all consumers referred to HACCC Supportive Housing Programs.
• Provide support and supervision to case managers and Continued Eligibility staff which include performance evaluations, disciplinary action, and other training supports as needed.
• Review and audit client files to ensure documentation and forms are complete and compliant with grant requirements.
• Prepare and submit monthly, quarterly, and semi-annual, and/or annual program service reports for Supportive Housing Program grants (includes Federal, State, and local funding sources).
• Act as a liaison between the Housing Authority of the County of Contra Costa and Contra Costa's Health, Housing and Homeless Services Division and all relevant committees.
• Complete budget monitoring by compiling, analyzing and reviewing financial information on a monthly and yearly basis and ensure data collection mechanisms are collecting correct data on a monthly, semi-annual, and annual basis.
• Manage grant utilization, referral processing and general onboarding and leasing of families referred to HACCC Supportive Housing Programs.
• Manage HMIS data collection, data entry and data reconciliation, to ensure compliance with all relevant grants.
• Prepare, submit, and present application for funds to HUD and the Contra Costa County Continuum of Care and prepare and reconcile data necessary for grant APR's and other required annual reporting.
• Assist with procurement of services necessary for facilitating HACCC Supportive Housing Programs and monitor and manage relevant vendor contracts.
• Other Job Functions
• Perform related duties as assigned.

Requirements to Perform Essential Job Functions: Knowledge of:

• Laws, program and agency rules, regulations, standards and programs, and the local housing market as it relates to HCV/Section 8 program administration.
• Customer service, team leadership, principles and practices of supervision
• Written and verbal communication skills with the ability to interact with all levels of personnel and the general public.
• Report preparation techniques and procedures; demonstrated ability to prepare and analyze professional/technical reports, grant applications and other documents.
• Principles and practices of housing choice voucher administration programs and practices.
• YARDI property management software navigation knowledge