Sr. HAP Operations Manager bei Housing Authority of the City of Los Angeles

About the Department

Characteristics of the Class 

Positions allocable to this classification report directly to the Assistant Director and indirectly to Director. The Sr. HAP Operations Manager position oversees the Contracts and the Vouchers Department. The qualified candidate will be responsible for overseeing the day-to-day administrative and operational activities of the Contracts and the Vouchers Department along with focusing on the external trainings scheduled by E3 Housing. 

Job Description 

Under direction is responsible with ensuring the Contracts and Vouchers Team follow internal policies and procedures and federal regulations are met. The incumbent will keep abreast of Housing and Urban Development (HUD) regulations and work with the department managers to develop needed tools and trainings to ensure all HUD regulations and changes are fully implemented and applied correctly to the department’s processes. The incumbent is also responsible of oversight of the day-to-day administrative and operational activities for the Contracts and the Vouchers Department. The incumbent will be responsible for evaluating the needs and current practices of E3 Housing as well as creating and delivering a training development plan complete with materials, tutorials, instructions, and learning resources such as online modules and guides. The ideal candidate will be a confident public speaker and a devoted educator who is up-to-date on the latest tools and resources needed to improve training and performance. The incumbent will also be responsible for researching and selecting the best platform to deliver and utilize training materials. 

Position Duties

Essential functions, as defined under the Americans with Disabilities Act, may include the following duties and responsibilities, knowledge, skills and other characteristics. This list of duties and responsibilities is illustrative only, and is not a comprehensive listing of all functions and tasks performed by positions in this class. 

NATURE OF WORK & ESSENTIAL FUNCTIONS:

• Review, evaluate and assess workload if needed for the Contracts and the Vouchers Department Managers; 
• Participate in the development and implementation of goals, objectives, policies, procedures, priorities and staffing needs; 
• Review and improv practices within the programs; 
• Hire, supervise and coach management team members; 
• Review and improve applied standards and practices; 
• Reschedule or rearrange tasks and projects as necessary; 
• Manage relations with vendors or partner organizations; 
• Resolve issues to keep program and/or trainings on set schedule; 
• Ensure compliance with all relevant regulations for the Contracts and the Vouchers Team; 
• Prepare reports on the programs’ status or problems; 
• Recommend improvements and present ideas for new procedures; 
• Manage multiple priorities, and deadlines while meeting productivity requirements in the face of changes, obstacles or other unexpected events 
• Responsible for the quality of documents submitted; 
• Other duties as assigned.

Invoice Coordinating/Monthly/Quarterly Duties

• Review and approve Special Claims appeal; 
• Maintain accurate records of IT ITRFs and/or equipment Check-in and/or Check-out; 
• Create and enforce policy Memos; 
• Provide guidance on ISO Trainings;
• As needed perform Manager duties for the Contracts and the Vouchers Departments such as; 
        - Assist in reviewing the monthly Contracts Department Invoice for IBPS 3 and IBPS 14; 
        - Review assigned Contract Specialist documents and reports required for monthly invoice; 
        - Process Contract renewal and/or Rent adjustments executions, as needed; 
        - Process and maintain accurate opt-outs and/or logs; o Track, process and maintain accurate RCS invoices/logs;. 
        - PBCA ACH Activation – Prepare, audit and reconcile the monthly release on the last business day of each month as well as daily incoming releases (pat vouchers,                        expired contracts, on hold, returned items); 
        - Maintain and update ACH spreadsheets. 

Customer Service 

• Follow up with questions and tasks received from HUD Account Executives; 
• Provides conflict resolution for owners, agents, HUD and other customer representatives when the department Managers are unable to resolve such conflict. Personnel • Perform 2nd interviews and recommend qualified applicants for entry level positions; 
• Perform employee evaluations, work performance issues and disciplinary measures in accordance with Personnel Policies; provide recommendations for promotions or other employee status changes for management; 
• Assist department Managers with resolution of employee complaints; 
• Approve leave requests, reviews time sheets, for management team; 
• Supervise daily operations to ensure department goals and standards are met; 
• Responsible for accurate and timely reporting to all departmental, organizational, and external entities; 
• Able to understand and interpret HUD policies, procedures, and regulations; 
• Responsible for staying up-to-date with the current policies and procedures referenced in HUD Handbooks, the Section 8 Renewal Guide, Local and Federal HUD/HUB protocols and procedures, and any updates released by HUD; 
• Able to retain a high volume of knowledge and apply program information in making decisions and providing information to others; 
• Manage multiple priorities, deadlines and schedules and meet productivity requirements in the face of changes, obstacles or other unexpected events; 
• Resolve complex processing issues; 
• Evaluate tools needed for team to complete their duties efficiently and accurately; provide recommendations when changes in tools or supplies are needed; 
• Prepare and lead Management department meetings; 
• Ensure Management staff is meeting or exceeding required job responsibilities; 
• Meet with Management staff to review common and/or file specific findings.

Training

• Maintain ongoing training for department when changes are implemented or as need arises; 
• Assist in updating, training and implementation of administrative policies and procedures; 
• Provide daily assistance with questions regarding processing, procedures, HUD guidance, and eligibility requirements; 
• Consult with other trainers, managers, and leadership; 
• Communicate training needs and online resources; 
• Create training strategies, initiatives, and materials; 
• Contact and utilize outside customers and resources for instructional needs; 
• Test and review created materials; 
• Assist managers create database of all training materials for external clients and employee training/onboarding; 
• Conduct training through new materials; 
• Design effective training programs; 
• Conduct seminars, workshops, individual training sessions etc.; 
• Prepare educational material such as module summaries, videos etc. 

Knowledge, Skills and Abilities 

• Knowledge of the policies and procedures for the Contacts, Vouchers and E3 process; 
• Analytical and problem solving skills, ability to exercises sound judgment and make decisions; 
• Ability to review and correct documents and communications created by others; 
• Ability to exercise discretion and independent judgment; 
• Ability to develop, mentor and motivate staff with tact and diplomacy; exhibit professionalism and lead by example; 
• Ability to compare possible options and make determinations after considering the various possibilities; 
• Must be detail oriented and possess strong organizational skills; excellent verbal and written business communication skills in order to compose professional documents/correspondence; 
• Ability to understand, interpret and implement HUD policies, procedures, regulations and other legal documents; 
• Must be competent with Microsoft Office products including of a variety of data processing and spreadsheet software as well as web browsers and basic office machinery; 
• Experience with technologies and best practices for instructional manuals and teaching platforms 
• Ability to compose professional quality documents, letters, and memos; 
• Maintain confidentiality of all information gathered; 
• Understand effective teaching methodologies and tools; 
• Willingness to keep abreast of new techniques in corporate teaching; 
• Phenomenal communication, presentation and public speaking skills; 
• Organizational and time management abilities; 
• Strong project management skills with the ability to supervise multiple projects; 
• Good interpersonal skills and communication with all levels of management; 
• Excellent leadership, team building, and management skills; 
• Able to analyze problems and strategize for better solutions.

Authorities 

• Waive QC findings or non-conformities; 
• Enforce disciplinary procedures in accordance with Employee Handbook; 
• Assist managers set departmental performance goals and implement quarterly rewards.

Minimum Qualifications

Minimum Qualifications

Bachelor’s degree from an accredited college or university with major course work in public administration or related field and at least one (1) year of supervisory experience in PBCA, property management, or other related field; or 

Four (4) years of PBCA, property management, escrow/real estate or related field will be considered. Knowledge of HUD Section 8 multi-family or similar program a plus. Current or recent Certified Occupancy Specialist (COS) certification is required. Valid California driver’s license required. Occasional travel may be required. 

Other Qualifications

We are an Equal Opportunity/Affirmative Action Employer.

Candidates who require a reasonable accommodation in any portion of the selection process should state their need in writing when submitting an application.

NOTE: The provisions of this announcement do not constitute an expressed or implied contract and any provisions contained in this announcement may be modified or revoked without notice.

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