mAINTENANCE MANAGER -- dAKOTA cOUNTY cda
DAKOTA COUNTY CDA
invites applications for the position of:
An Equal Opportunity Employer
$75,000.00 - $90,000.00 Annually
HIRING RANGE: $75,000 - $90,000 (DOQ)
OPENING DATE: 12/05/19
CLOSING DATE: Continuous
LOCATION: Eagan, MN
HOURS PER WEEK: 40
The Dakota County Community Development Agency (CDA) is seeking a dynamic leader to fill the role of Maintenance Manager on the Property Management team which oversees the management and maintenance of 2,900 units of affordable rental housing located throughout Dakota County, Minnesota. The Maintenance Manager supervises a team of 16 maintenance technicians that are assigned to work zones within the county. Maintenance Technicians process over 20,000 work orders annually. The team responds to after-hours emergency work order needs on an on-call rotation schedule. The Maintenance Manager is part of the senior management of the department which includes the Director of Property Management, Assistant Director of Property Management and a Program Manager.
Position: Full-time exempt position
Recruitment Type: This position is open until filled with first round of applications being evaluated on December 18, 2019.
Hiring Range: $75,000 - $90,000
Benefit Package includes: Medical, dental, vision, short-term and long-term disability, life insurance, retirement, 11 paid holidays and paid time off. Vehicle and tools provided.
Job responsibilities include: supervision of maintenance staff; development and implementation of quality control standards and inspection programs to ensure efficiency and consistency of maintenance work; management of the preventative maintenance program; performing planning activities for all maintenance operations; interpreting rules and regulations and updating policies and procedures; technical analysis of work order data; overseeing compliance in contracting, inventory and purchasing activities; and assisting the Property Management Director with special projects as requested. A CDA vehicle and tools are provided.
The Dakota County CDA is a leader in affordable housing with a mission to improve the lives of Dakota County residents and enhance the economic vitality of communities through housing and community development. The CDA's housing portfolio consists of single-family homes, duplexes, fourplexes, townhomes, and apartment buildings serving individuals, families and seniors. For more information about the CDA, visit www.dakotacda.org.
EXAMPLES OF DUTIES:
Supervise and manage Maintenance Technicians (15) and Preventive Maintenance Technician (1).
- Supervise overall staff functions and individual performance and productivity.
- Train staff in department and agency procedures and policies.
- Ensure adequate staff coverage; establish work schedules and assess and adjust staff workloads
- Manage performance; plan for employee development, conduct performance evaluations, and grant merit increases or take disciplinary action, as appropriate.
- Evaluate staffing levels and coordinate coverage during absences.
- Conduct candidate interviews and make hiring recommendations.
- Conduct staff meetings.
- Review and revise job descriptions and performance standards with employee involvement.
- Approve timesheets, mileage claims, leave requests, purchase orders and check requests for direct reports.
- Ensure staff are competent and compliant with HUD and Agency regulations, policies and procedures.
Develop and implement quality control standards and inspection programs to ensure that maintenance work and services are being provided at a consistent level of quality and performance.
- Develop work standards to assess whether work performed by maintenance staff (including turnovers) has been completed in a safe, timely, and satisfactory manner (e.g. develop standards to assess the method and quality of work, appropriate length of time to complete, etc.).
- Develop methods and processes to perform quality control checks in order to ensure that work standards have been met; perform quality control inspections of a representational sample of completed work orders.
- Identify quality control problems and determine appropriate follow-up (e.g. address specific training needs, performance problems, building systems problems, etc.) and make recommendations for corrective action.
- Establish and maintain maintenance operational policies and procedures guides.
Manage the Preventive Maintenance Program and inspection efforts.
- Analyze the effectiveness of the Preventive Maintenance Program and coordinate various inspection efforts to maximize use and application of information gathered.
- Ensure the completion of HUD required REAC inspections for all public housing units.
- Analyze inspection reports and make any needed recommendations for improvement as well as to ensure REAC scores of at least 85%.
- Oversee the scheduling and inspection process with regard to preventive maintenance/inspections of all CDA owned properties, to ensure Housing Quality Standards (HQS) are met.
- Responsible for all preventive maintenance record keeping processes.
- Supervise the work of the Preventive Maintenance Technician to ensure accurate inspections and preventive maintenance work.
Perform centralized planning and administrative activities for all maintenance operations.
- Develop procedures for the completion and processing of work orders to ensure uniformity and accuracy of data, and document maintenance payroll/time charges, materials and contracts.
- Prepare related support documents such as staffing analysis/plans, contract schedules, materials, and budgets requests.
- Develop and implement fleet management plans and services.
- Prepare short and long-range plans to ensure proactive maintenance efforts.
- Establish and maintain maintenance plans and schedules for all CDA properties.
- Develop or secure reports useful to the analysis of the work order process.
- Analyze (statistical) data and identify areas of opportunity for individual and process improvements; implement or recommend actions as necessary.
- Perform technical analysis, development and ongoing management of work order system; determine system capabilities and make recommendations for maximization of software capabilities.
- Determine the capabilities of the current work order system and make recommendations for best utilization as a management analyst tool (e.g. determine types of data to be tracked and methods for extracting information).
Interpret, enforce, and evaluate rules and regulations and internal policies and procedures for the Maintenance team.
- This includes, but is not limited to, HUD regulations and requirements, building codes. Fire Department regulations with regard to health and safety, OSHA, etc.
- Provides technical support consisting of considering and recommending solutions that meet applicable codes and/or established technical standards for the Agency.
- Works with staff to implement Agency policies and procedures, and changes in Agency and HUD regulations.
- Requests for information or deficiency corrections are responded to within required timeframes.
- Accountable for Maintenance required reports; Oversee accuracy and timeliness.
- Ensure OSHA MSDS logs are updated and distributed as needed.
- Ensures Maintenance staff are implementing policies uniformly.
- Decides how and when to document the need for policy changes.
- Develops and revises procedure manuals.
- Ensures staff are trained to implement revisions.
Oversee compliance of contracting, inventory and purchasing activities.
- Review and analyze the procurement of general maintenance supplies/materials, equipment and services; develop and recommend process improvements.
- Assess the effectiveness of outsourcing maintenance work and make appropriate recommendations.
- Ensure that an up-to-date list of outstanding maintenance contracts is maintained, and that files are accurate and orderly.
- Prepare cost benefit analyses; develop and maintain inventory control systems.
- Ensure that Maintenance staff are following purchasing and budget procedures, review procedures with staff as necessary, so there are not audit findings in procurement activities.
- Ensure that all procurement is done in accordance with federal and state regulations (e.g. Davis Bacon regulations) and CDA procurement policy.
Perform special projects as assigned.
- Perform special projects as requested by the Director of Property Management.
- Act as responsible authority for the department in the absence of the Director, Assistant Director and Program Manager, including department supervision.
- Act as a resource to the Director of Property Management and provide advice, technical data or statistical reports as requested.
- Assist the Director of Property Management with the annual budget preparation.
- Provide technical advice to the Housing Development department on proposed plans and specs for CDA properties. Alert Housing Development staff of potential warranty issues on newly constructed buildings. Provide feedback regarding product selection.
- Serve as representative on internal and external committees and attend meetings, informational sessions and workshops related to maintenance and affordable housing.
Act as a positive representative of the CDA.
- Develop and maintain a good working relationship with CDA employees, vendors and contractors working with the CDA.
- Develop and maintain good work relationships with officials from HUD, Dakota County, inspection contractors, etc.
- Handle calls or meetings with irate parties in a professional manner to diffuse the issue/conflict.
- Resolves disputes and mediated conflicts between staff/departments, contractors, and vendors
- Explain repair needs and proposed method of repair, when requested by resident.
- Abide by all CDA Board approved policies, policies prohibiting discrimination and harassment, executive communications, administrative procedures, and safety procedures established by the CDA.
- A combination of related education and/or experience to total 5 years.
- Demonstrated thorough knowledge of maintenance work methods and processes, and knowledge of structural, mechanical, plumbing, heating and electrical systems.
- Experience supervising and leading a team of employees.
- Experience in contracting, inventory and purchasing activities.
- Policy Development
- Supervisory principals including interviewing, training and performance management techniques.
- Contract administration.
- Federal regulations for public housing administration.
- Mathematics, basic accounting, budgeting and business statistics.
- Strategic planning strategies to analyze statistical data, draw sound conclusions, and make valid recommendations.
- Construction methods, procedures and materials/products.
- Microsoft software (Outlook, Word, Excel), housing database software (Yardi) and the ability to create reports.
- Housing inspection techniques, procedures and practices; knowledge of housing quality standards.
- Building materials, residential structures, construction, repair, replacement and cost estimating.
- Local, state and federal building codes.
- Data Privacy Laws, Fair Housing Laws, and Davis-Bacon Labor Standards.
- Effectively initiate work projects, develop procedures and make independent decisions.
- Communicate effectively both orally and in writing.
- Motivate employees, negotiate and resolve conflicts.
- Coordinate details, organize and systemize procedures, prioritize work and maintain schedules.
- Prepare clear and concise reports and memos.
- Interpret laws, rules and regulations.
- Respond to emergencies.
- Interface with contractors, agencies and regulatory officials.
- Prepare and present reports.
- Communicate with coworkers, supervisors and the general public in a professional manner.
Assigned tasks are generally carried out while seated at a desk in an office environment or in the field. Fieldwork includes conducting inspections of CDA owned or managed properties. During inspections a certain amount of physical dexterity is required which may require climbing ladders or entering attics, basements and other confined spaces.
Additionally, candidates must pass a criminal history check, driving check, and a physical examination prior to employment.
APPLICATIONS MAY BE FILED ONLINE AT:
OUR OFFICE IS LOCATED AT:
1228 Town Centre Dr.
Eagan, MN 55123
Housing Programs Specialist -- mINNESOTA hOUSING
Minnesota Housing is hiring! We’re a mission-focused financial institution looking for a Housing Programs Manager to lead the continuous improvement of our Rehabilitation Loan Program and Emergency & Accessibility Loan Programs (RLP/ELP)! The RLP/ELP programs provide loans to the lowest income homeowners to make repairs to their homes to ensure they are safe and habitable.
The Housing Program Manager will accomplish this through program analysis and program development to ensure that the programs continue to meet Agency strategic priorities and state statute and rule changes. The Housing Programs Manager will also participate in day to day administration of the programs, including collaborating with lenders, working with other staff across the division and agency, and recruiting new lenders.
Essential Job Duties
· Complete ongoing analysis of the programs and recommend changes to improve them.
· Ensure that program policies and goals meet Agency strategic priorities and state statutes and rules through recommending changes to the program to align with Agency strategic priorities and state statutes and rules.
· Lead the implementation of program changes.
· Provide training and technical assistance to program lenders.
· Conduct outreach and engagement to recruit new lenders.
· Collaborate with lenders to resolve issues as needed.
- 3 years of program management experience related to affordable housing and/or community development. 3 years of program analysis and program development experience. A Bachelor's degree in business administration, finance, accounting, housing, real estate, community development/planning, or a closely related field may substitute for one year of the experience requirement.
- Ability to develop a thorough understanding of State policies and procedures.
- Demonstrated excellent written and verbal communications skills.
- Technical skills and proficiency in the Microsoft Office suite (Excel, Word, PowerPoint and Outlook).
- Demonstrated organizational, time management, interpersonal skills and dependability.
· Experience in or knowledge of Minnesota Housing's single family housing programs, including the Rehabilitation Loan Program and Emergency & Accessibility Loan Program.
· Experience in administering single family owner-occupied rehabilitation programs.
· Experience in or knowledge of residential real estate financing.
· Commitment to and experience with diversity, inclusion and equity.
Annual Salary Range
$54,163 - $79,950
This position requires successful completion of the following:
· Reference Checks.
· Job related background checks.
Requires occasionally lifting and/or carrying such articles as file folders, ledgers, and small tools. A certain amount of walking and standing is often necessary in carrying out job duties.
External candidates should click here to apply or copy and paste this text into your browser: https://careers.mn.gov/psp/hcm92apc/MNCAREERS/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&FOCUS=Applicant&SiteId=1001&JobOpeningId=37253&PostingSeq=1&languageCd=ENG
Internal candidates should go to Employee Self Service > Careers and search for Job ID 37253
Why Choose Minnesota Housing?
Our culture consists of passionate, mission-driven employees focused on delivering the best programs possible to help Minnesotans access safe, affordable housing. We invest in our employees’ futures by providing a variety of professional development opportunities. We’re committed to providing employees with work-life balance by offering many work schedule options, flexible schedules and limited overtime. That’s why our average employee tenure is 11 years.
At Minnesota Housing, we know that affordable housing is an essential part of Minnesota’s infrastructure. When you work here, you’re helping to build stronger communities. We also have a national reputation as one of the finest housing finance agencies in the country.
Our top notch benefits include extremely inexpensive health insurance for employees and dependents, generous vacation and sick leave plans, eleven holidays per year, and tuition assistance. We offer a defined benefit pension plan with a guaranteed, life-long benefit based on tenure plus pre-tax and ROTH options to supplement the pension. For more information, visit our website at www.mnhousing.gov.
Affirmative Action/ Equal Opportunity Employer
This information can be made available in alternative formats to individuals with disabilities by calling (651) 259.3637 or (651) 282.2699 (TTY).
Application Deadline is December 11th, 2019