POSITION: Administrator DEPARTMENT: Miles City Housing Authority ACCOUNTABLE TO: Board of Commissioners SUMMARY OF WORK: Position is responsible for grant writing, monitoring of rental units, administrative duties, financial accounting, use of Quick Books and budget preparation of the Miles City Housing Authority. JOB CHARACTERISTICS: Nature of Work: This position performs duties which require accuracy, timeliness and attention to detail. Work is performed in both an office setting and in the field. Position is required to attend meetings concerning the interests of the Miles City Housing Authority which may involve working outside normal business hours. Position explains complex rules and regulations to customers and performs visual inspections of housing units. Travel to housing units, meetings as work dictates. Capable of performing payroll; completing quarterly payroll reports; completing year-end payroll of W2 and W4, reports. Must have strong computer background. Excellent Communication skills. Ability to communicate. Work closely with the Property Management Team. Be able to work independently. Ability to troubleshoot. Work with the board of directors. Must have Leadership skills. General office responsibilities. Personal Contacts: This position involves daily contact with both the public, State and Federal employees. Supervision Received: General supervision received from Board of Commissioners of the Miles City Housing Authority. Supervision Exercised: Weekly supervision of on-site managers of the Foster Building Apartments and The Cornerstone apartments; and maintenance staff. Daily supervision of funded projects. Essential Functions: Position must be able to: visually inspect rental units; assess housing conditions; travel to and from job sites and meetings; move in and out of buildings; handle repairs and cleaning of vacant units; coordinate effort between agencies, follow State and Federal guidelines; communicate effectively orally and in writing; interpret complex rules and regulations; calculate, record and review data; follow schedules. AREAS OF JOB ACCOUNTABILITY AND PERFORMANCE: --Maintain a database of information on funding sources for new housing, rental housing, housing rehabilitation, etc. Attending workshops and training to stay abreast of new developments. --Acts as liaison for the Housing Authority with City and County government, State agencies such as the Department of Commerce, Federal agencies such as HUD and any other government agencies having influence on the Housing Authority. --Screens applicants for assistance from local program funds, establishes feasibility and eligibility of projects, makes recommendations to Board on applicants. --Attends Board meetings; reports to Board on all applications for assistance, results of training sessions, availability of new housing programs; makes recommendations based on training and research, delinquencies on past loans and any other business requiring Board action. --Prepares all written reports, checklists or legal notices required to assure compliance with Federal and State environmental requirements --Conducts contractor meetings and prepares contractor list. --Assures compliance with all applicable civil rights requirements including preparation of an equal opportunity plan and fair housing resolution if applicable. --Is on-site and assists during DOC/HUD monitoring and fiscal audits. --Provides complete administrative materials specifically designed for the Miles City Housing Rehabilitation Programs. --Prepares all required performance reports and closeout documents and assists the City with the determination of applicable audit requirements. --Advertises vacant rental units; receives pre-applications to lease from prospective tenants; reviews their applications and supporting documentation; establishes eligibility, rents vacant units to qualified tenants. --Inspects rental units when vacancies occur using checklist and doc ment damages, cleanliness, etc. --Inspects rental units as allowed in Lease on a periodic basis. --Handles repairs and cleaning of vacant units; handles the use of small hand tools for simple repairs. --Upon tenant moving and deficiencies taken care of before new tenant rent-up, send itemized list of costs with balance of damage/ security deposit to previous tenant as Montana law allows. --Conducts periodic fire drills with the Fire Department with tenants in multi-family units. --Enforces rental lease requirements. --Reviews and/ or updates Rental Lease Agreement, Pre-Application to Lease and Rules and Regulations sheet, etc. --Handles lease renewals. JOB REQUIREMENTS: Skills: This position require skills in the use of computer, and copy machine. Abilities: This position requires the ability to: communicate effectively orally and in writing; follow verbal and written instructions; establish effective working relationships with on-site managers and the public; inspect rental units; assess housing conditions; travel to and from job sites and meetings; handle general maintenance and management of rental units; coordinate efforts between agencies; follow State and Federal guidelines; interpret complex rules and regulations; calculate, record and preview data; follow schedules. EDUCATION AND EXPERIENCE: The above knowledge, skills and abilities are typically acquired through a combination of education and experience equivalent to: -- Bachelors degree in business administration or an equivalent of five years of experience in the administration of public housing and public housing related issues. JOB PERFORMANCE STANDARDS: Evaluation of this position will be based primarily upon performance of the preceding requirements and duties. Examples of job performance criteria include, but are not limited to, the following: --Performs assigned duties. --Maintains accurate and timely records. --Prepares and submits accurate and timely reports. --Deals tactfully and courteously with the public --Observes work hours. --Demonstrates punctuality. --Establishes and maintains effective working relationships with on-site. managers and the public. --Competently implements the Housing Authority's annual budget. --Accurately prepares and sends annual financial tax information for individual loans. --Capably prepares and sends annual recap of rental payments made by tenants. --Accurately maintains all records of Housing Authority. --Maintains confidentiality of sensitive information. --Effectively supervises all loans and rental payments. HOURS: 8:00 am to 11:00 am. 15 hours per week. WAGE: $22.00 per hour Depending on experience.