The Deputy Executive Director oversees the day-to-day operations of its housing programs. Under the Executive Director/CEO’s direction, the Deputy Executive Director is responsible for the efficient operation and administration of the following programs, including, but not limited to, Public Housing Operations, the Housing Choice Voucher program, Information Technologies, Resident Services and Public Safety.
Work involves highly responsible professional activity involving independent judgment and initiative in developing and maintaining a high-quality effort through the administering and supervising of all activities involved in the management of a large housing authority. Work also involves forming and/or maintaining existing relationships with the residents, participants, and landlords. Maintain and enhance the relationship with the Department of Housing and Urban Development (HUD) and the community.
The Deputy Executive Director must be a self-motivated individual with an exceptional work ethic.
- Coordinates the daily operations of the Authority and assists the Executive Director in planning, developing, organizing, directing, and implementing the Authority’s Housing Programs.
- Works with the Executive Director to assist in the development of the Authority’s strategic and operational plans. Effectively manages the development of organizational structures, and plans and implements internal policies, programs, goals, and priorities, makes recommendations to the Executive Director for changes if needed.
- Establishes reporting systems to monitor and evaluate various aspects of the Authority’s operations on a frequent and continuing basis to establish an overview of conditions, appearance, problems, resolution, accomplishments, and results, while ensuring compliance with Authority policies and procedures, and applicable federal, state, and local regulations.
- Assists in the oversight and provisions for the safekeeping of the Authority’s buildings, grounds, facilities, equipment, supplies, monies, files, records, documents, and reporting
- Supports Succession Planning process, for performance management systems and reporting
- Collaborates with the CFO in the preparation of the administrative and HUD budgets program funds in cooperation other department supervisors.
- Oversees the timely preparation and submission of the Authority’s yearly Capital Improvements 5-Year Plan and annual statement.
- Reviews and analyzes budget requests and expenditures for appropriateness to current resources and plans to ensure division directors are operating within approved financial limitations or that necessary budget revisions are made and authorized by the Executive Director on a timely basis.
- Assists the Executive Director in identifying federal and non-federal funding sources to augment declining subsidy, helping to ensure the viability of housing and associated programs offered by the Authority.
- Supervises management staff, providing ongoing assistance to support a positive and productive working environment.
- Monitor’s staffing levels to ensure capacity to achieve organizational objectives, based on approved budgetary guidelines.
- Monitors, oversees, and/or recommends the recruitment, selection, employment, training, direction, supervision, utilization, evaluation, discipline, and termination of Authority employees to the Executive Director. Makes recommendations to the Executive Director regarding salary ranges, employee benefits, and revisions. Reviews periodic reports on the accomplishment of assigned goals and objectives.
- Attends the Board of Commissioners (BOC) meetings, and assists the Executive Director informing the Board of the status of activities and projects within the Authority, provides information on evaluations of efficiency and effectiveness of Authority operations, and proposes recommendations for improvements. Provides the Executive Director with necessary information to respond promptly to BOC inquiries regarding Authority plans and operations.
- May participate in the negotiations of contracts with outside agencies and companies for major maintenance and management services.
- Serves as alternate Authority 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 Authority. Successfully maintains positive Authority image and working relationships with the community and local, state, and federal government officials.
- Attends professional meetings, seminars, and conferences to keep abreast of new trends, activities, and concepts in affordable housing programs. Supports, assists, and works with other Agencies and affiliated organizations in joint efforts, which are mutually beneficial.
- Participates in community activities and functions relevant to Authority objectives; maintains membership and participates in appropriate community service organization(s) activities.
- Accountable for consistent adherence to strong Authority standards regarding the ethical, responsible, and appropriate use, care, and safeguarding of Authority materials, supplies, resources, and other assets.
Qualifications and Competencies
Job Knowledge: Exhibits requisite knowledge, skills, and abilities to perform the position effectively. Demonstrates knowledge of policies, procedures, goals, objectives, operational entities, requirements, and activities as they apply to the assigned organizational entity of the Authority. Uses appropriate judgment & decision making in accordance with level of responsibility.
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 provided 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.
Initiative: Proactively seeks solutions to resolve unexpected challenges. Actively assists others without formal/informal direction. Possesses the capacity to learn and actively seeks developmental feedback. Applies feedback for continued growth by mastering concepts needed to perform work.
Responsiveness and Accountability: Demonstrates a high level of conscientiousness; holds oneself personally responsible for one’s own work.
Teamwork: Balances team and individual responsibilities; exhibits objectivity and openness to others’ views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; supports everyone’s efforts to succeed.
Leadership: Provides direction by clearly and effectively setting course of action for departments and subordinates; manages performance by providing regular feedback and reinforcement to subordinates.
- Thorough knowledge of the relationship of Public Housing Authorities to other federal, state, and local jurisdictions and their abilities to provide funds or other support to the Authority.
- Thorough knowledge and experience in a housing assistance program or social services field.
- Thorough knowledge of Authority operating policies and procedures, pertinent HUD regulations, and federal, state, and local laws and regulations pertaining to public housing authorities.
- Thorough knowledge of the modern principles, practices, and techniques of personnel management, training, and performance evaluation.
- Good knowledge of procurement regulations and OSHA requirements.
- General knowledge of the modern principles, practices, and techniques of maintenance and other functional areas within the Authority.
- Thorough knowledge of the modern principles, practices, and techniques of budgeting and accounting, and of the function and operation of the construction industry.
- Skill in addressing the public and other bodies and presenting information in a clear, organized, and convincing manner.
- Must be able to establish and maintain effective working relationships with subordinates, co-workers, and persons outside the Authority.
- Ability to manage complexities and competing proprieties. Ability to coordinate information and activities among groups with differing agendas, across multi-functional areas.
- Ability to meet aggressive deadlines and effectively manages multiple priorities.
- Ability to accurately and completely document in writing appropriate events and activities.
- Ability to plan, direct, and supervise the work of others, to delegate responsibility and authority, and to hold subordinates accountable for tasks assigned.
- Ability to read and comprehend complex material.
- Ability to identify operational problems and develop effective solutions.
- Ability to prepare clear and concise narrative and statistical reports and deal effectively with situations requiring tact and diplomacy, yet firmness.
- Must be able to perform essential job functions in an environment that will sometimes include increased levels of work-related stress.
- Must be able to maintain punctuality and attendance as scheduled.
Education and Experience
- Bachelor’s Degree in business administration or related field.
- A Master’s Degree in Public Administration is preferred.
- A minimum of eight (8) years of progressively responsible experience in public administration or a related field; specifically, experience involving a high level of administrative and executive oversight in operations is required.