Job Posting - Deputy Director for Cleveland Housing Authority TN

DEPUTY DIRECTOR:  Cleveland, TN

APPLICANTS: The Cleveland Housing Authority (CHA) is currently accepting resumes for the position of Deputy Director to assist the Executive Director in the administration of the financial and operational activities of the agency. Resumes should include a cover letter with salary requirements and references. No phone calls. Only qualified resumes will be considered.

SEND RESUME TO:
Paul A. Dellinger
Cleveland Housing Authority
PO Box 2846
Cleveland, TN 37320-2846

OR E-MAIL: paul@clevelandhousingauthority.org

CHA Overview
The Cleveland Housing Authority (CHA), located in Cleveland, TN was established in 1959 and owns and manages 434 apartments as part of HUD’s public housing program. CHA also administers HUD’s Housing Choice Voucher Program for nearly 200 rental assistance vouchers. CHA is pursuing a portfolio wide RAD conversion to HUD multi-family program. CHA is governed by a seven (7) member Board of Commissioners appointed by the Cleveland City Mayor.

Position Overview
The Deputy Director serves as financial controller and Assistant to the Executive Director. Under the direction of the Executive Director, the Deputy Director is responsible for the full-time day to day financial and operational activities of the agency.

Education and Experience
Graduation from an accredited four-year college or university with a Bachelors Degree in Business Administration, Public Administration, Financial Management or closely related field supplemented with additional course work and experience in business and/or public administration (preferably in federally assisted housing programs); thorough supervisory experience, considerable experience writing and administering grant funded initiatives, strong organizational, interpersonal and decision making skills; dedicated attention to detail; or any equivalent combination of education and/or experience that provides the critical knowledge, abilities, and skills required for the position.

Nature of Work
This is very responsible professional, supervisory and administrative work assisting with
planning, organizing and directing all operations and activities of the Cleveland Housing Authority.
The incumbent is responsible for assisting with Board of Commissioner related functions regarding
housing and social service programs, providing assistance to the Executive Director on a variety of
administrative and accounting functions and the development and implementation of policies and
programs required to carry out organizational initiatives. Activities associated with the position
include assisting with the oversight of daily operations and addressing performance issues, ensuring
compliance with governing rules and regulations and maintaining effective relationships with
federal, state and local officials. Additional activities include assisting with the oversight of all
financial operations, ensuring the accurate and timely submission of required program data and
procurement of needed professional services, materials and supplies. Supervision is exercised over a
group of supervisory, administrative and maintenance support personnel who have functional
responsibility over daily Housing Authority operations and functions. Job responsibilities require
strong interpersonal, organizational, analytical and communication skills, thorough knowledge of
federal, state and local regulations pertaining to Public Housing Authority operations and related
programs and considerable experience supervising and directing the activities of support staff. Job
performance is evaluated by the Executive Director and Board of Commissioners through review of
the efficiency and effectiveness of all Housing Authority operations, compliance with governing
regulations, effectiveness in assisting with the supervision of staff and compliance with budgetary
goals and objectives. All job-related duties are also subject to independent and HUD audits and
annual inspection and review of housing properties.

Illustrative Examples of Work

  • Assists the Executive Director with Board of Commissioners related activities and functions of the Cleveland Housing Authority.
  • Assists with the development and implementation of policies and procedures for all Housing Authority operations and ensuring that all employees follow established operational policies and procedures.
  • Assists with the oversight of all accounting functions for the Housing Authority including any grant funded programs, ensuring the accuracy of program budgets and the proper allocation of all funds.
  • Assists with overseeing the development and implementation of the Housing Authority’s five-year plan and ensuring the timely submission to HUD.
  • Assists with the preparation of monthly activity reports and bringing items requiring Board action to the Board’s attention at regularly scheduled Board meetings.
  • Assists with reviewing all correspondence, notices and directives dealing with policies and procedures issued by the Board of Commissioners for clarity and soundness.
  • Represents the Housing Authority and maintains effective relationships with regulatory agencies, local officials, media representatives and community-based organizations in the absence of the Executive Director.
  • Assists with overseeing and reviewing all personnel related decisions to ensure that all personnel policies and procedures are consistently applied and adhered to by staff.
  • Assists with the bidding process, obtaining Board approval and executing contracts for work by others; monitors work in progress to ensure compliance with contractual provisions.
  • Assists with supervising the management and control of the Housing Authority’s payables, receivables, cash and other assets (including investments) associated with operating contracts, insurance administration and all internal and external operations.
  • Assists with supervising subordinates in administering all aspects of the agency’s administrative and accounting functions and maintenance programs.
  • Provides assistance and advice regarding the development, operation and management of all lowrent public housing programs and properties including social service programs.
  • Monitors and inspects new construction and rehabilitation activities in progress and upon completion.
  • Assists with reviewing and ensuring the proper recording of all employee sick and annual leave, hours worked and other payroll functions.
  • Attends Board of Commissioner meetings, taking minutes and preparing and mailing agendas to the Board of Commissioners.
  • Reviews and approves change orders in consultation with the Executive Director as necessary.
  • Assists with the review and implementation of regulations and notices from governmental and regulatory agencies.
  • Maintains communications with resident organizations and periodically attends meetings and functions upon request.
  • Assists with ensuring the proper maintenance and update of all utility allowances and rent reasonableness studies.
  • Assists with overseeing procurement activities subject to the provisions of Federal, State and local laws and formally adopted Board procurement policies.
  • Assists with establishing goals and objectives for housing authority staff in an effort to meet and exceed the provisions set forth under PHAS and SEMAP for a “High Performing” Public Housing Authority.
  • Assists with the oversight of annual budgets for the Housing Authority and related grant funded programs and preparation of budget revisions when required.
  • Ensures the timely preparation and submission of all required reports to HUD in accordance with established reporting guidelines, deadlines and procedures.
  • Attends public meetings, hearings and conferences and handles other public functions in the absence of the Executive Director.
  • Performs related duties as required.

Necessary Requirements of Work
Graduation from an accredited four-year college or university with a Bachelors Degree in
Business Administration, Public Administration, Financial Management, Social Work or closely
related field supplemented with additional course work and experience in business and/or public
administration; thorough knowledge and experience in financial management and program
administration (preferably in federally assisted housing programs); thorough supervisory experience;
considerable experience writing and administering grant funded initiatives; strong organizational,
interpersonal and decision making skills; dedicated attention to detail; or any equivalent combination
of education and/or experience to provide the following critical knowledge, abilities and skills:

  • Thorough knowledge of the current regulations governing the management and operation of a Public Housing Authority and related social service programs.
  • Thorough knowledge of the functions, structure and operating policies and procedures of the Cleveland Housing Authority.
  • Thorough knowledge of financial reporting requirements, auditing and review standards and the Public Housing Assessment System (PHAS).
  • Thorough knowledge of the financial reporting requirements, auditing and review standards and the Section Eight Management Assessment Program (SEMAP).
  • Thorough knowledge of applicable laws, regulations, and procedures governing a variety of financial and accounting transactions.
  • Thorough knowledge of GAAP and GASB accounting procedures and HUD accounting practices for capital funding, grants, tenant accounts receivable, performance funding and operating subsidy.
  • Thorough knowledge of employee payroll processes and related financial transactions including taxes, retirement and insurance.
  • Thorough knowledge of proprietary and accounting and word processing software programs including EXCEL and WORD.
  • Thorough knowledge of HUD websites for various programs including PIC, REAC, RAD and EIV.
  • Thorough knowledge of property management methods, techniques and practices.
  • Thorough knowledge of effective supervisory techniques and practices including the selection, evaluation, motivation, training and discipline and/or discharge of staff.
  • Considerable knowledge of current HIPAA regulations pertaining to the storage, use and dissemination of protected health information (PHI).
  • Considerable knowledge of budget preparation, reconciliation and revision techniques and practices.
  • Considerable knowledge of housing construction practices and methods including applicable housing and life safety codes and standards.
  • Ability to establish and maintain effective working relationships with staff members, community leaders, regulatory agency administrators, local officials, residents and the Board of Commissioners.
  • Ability to effectively plan, assign and supervise subordinates engaged in the functional responsibilities of the Housing Authority.
  • Ability to research and compile essential data relating to housing management issues, prepare clear and concise reports and develop and implement effective operational policies and procedures.
  • Ability to establish operational priorities and goals and make appropriate work assignments to accomplish established objectives.
  • Ability to take and maintain detailed minutes of Board meetings and prepare for distribution.
  • Ability to maintain a high degree of personal flexibility and address multiple tasks simultaneously.
  • Ability to develop sound accounting and management systems and programs and make effective, timely and appropriate management decisions.
  • Skill in the use of computer hardware components and software programs including proprietary, word processing, spreadsheet and database management applications.

Necessary Special Requirements

  • Applicants for this position are employed following successful completion of a criminal background check, credit check and EIV review.
  • Possession of a valid Tennessee Driver’s License and the ability to be insured at standard vehicle liability rates.
  • Public Housing Manager (PHM) certification or obtain the certification within six months of employment (preferred).

Physical Requirements

  • This is light to medium work requiring moderate static, explosive, dynamic and trunk strength and requiring the exertion of up to 40 pounds of force occasionally and up to 5 pounds of force frequently to move objects
  • Work requires considerable flexibility, mobility and speed of limb movement
  • Work requires moderate effort and stamina
  • Work requires both gross body equilibrium and coordination for balancing, bending, stooping, kneeling and walking
  • Work requires arm/ hand steadiness and manual and finger dexterity
  • Vocal communication is required for expressing or exchanging ideas by means of the spoken word
  • Hearing is required to perceive information in both quiet and noisy environments and determine the direction of sounds
  • Visual acuity is required for the operation of office equipment, determining the accuracy and thoroughness of work, color differentiation, and observing general surroundings and activities
  • The worker is subject to inside and occasional outside environmental conditions

Cleveland Housing Authority
FLSA – Exempt (Executive)
08/12/2019