Director of housing operations

Job Type: Full-time

Pay Range: $55,000-$60,000

Schedule: Monday-Friday, 8:00am-4:30pm

Position Summary

The Housing Operations and Procurement Manager is integral to the Municipal Housing Agency of Council Bluffs, ensuring our housing facilities are well-maintained, secure, and in compliance with all relevant regulations. This role focuses on leading Public Housing facility operations, managing procurement processes, contract compliance and management, and overseeing capital projects prioritized by the Capital Funds Plan. The Housing Operations and Procurement Manager works collaboratively with senior leadership to implement best practices, ensuring that our residents benefit from safe and high-quality housing.

Essential Functions

Team Leadership:

  • Supervise, train, and evaluate team members, setting clear expectations.

  • Coordinate work assignments and staffing scheduling including on-call maintenance rotations.

  • Set and monitor performance goals with teams and individual team members.

  • Conduct regular team and individual team member meetings reviewing performance, goals, plans, and upcoming activities.

  • Provide leadership and guidance that promotes a culture of safety, accountability, and respectful service.

Maintenance Operations:

  • Oversee daily maintenance operations across Municipal Housing Agency Facilities.

  • Develop and manage preventative maintenance schedules and maintenance plans.

  • Coordinate timely, safe, and compliant repairs, unit turnovers, and emergency responses to maintenance related issues.

  • Ensure work orders are documented, prioritised, and completed in accordance with agency and HUD policy as well as federal, state, and local regulation.

  • Track response and completion times and prepare reports on key performance metrics.

  • Oversee inventory management including supply tracking and ordering, purchasing, and inventory of current, acquired, and disposed assets.

  • Develop and monitor maintenance budgets, controlling and reducing costs while maintaining quality.

  • Review vendor performance and approve invoices for accuracy and compliance.

Capital Improvement Projects

  • Manage procurement strategies to ensure cost-effective acquisition of goods and services.

  • Monitor federal program implementation and reporting regulations and ensure agency activities and policies are compliant with current regulations.

  • Prepare and submit and compliance reports related to capital improvement activities.

  • Ensure all capital improvement activities are completed in accordance with HUD regulations and all other federal, state, and local regulations.

Procurement, Vendor, and Contract Management:

  • Manage procurement strategies to ensure cost-effective acquisition of goods and services.

  • Identify and evaluate potential suppliers, negotiate terms and conditions, and secure best value contracts.

  • Oversee the procurement process for all agency contracts from requisition to delivery, ensuring compliance with origanizational policies and relevant regulations.

  • Maintain accurate records of procurement activities and supplier performance.

Compliance and Inspections:

  • Ensure all facilities meet HUD standards and inspection requirements and coordinate all repairs and improvements to units, sites, and buildings in accordance with federal, state, and local regulation.

  • Conduct routine inspections to identify regulatory issues, hazards, deferred maintenance, and needed improvements.

  • Coordinate and participate in facility inspections with appropriate authorities and develop plans to address identified deficiencies.

  • Maintain accurate records of inspections, repairs, and permits according to federal, state, and local regulations.

  • Document and report all findings of non-compliance with federal, local, or state regulations.

Procurement and Contract Management:

  • Manage procurement strategies to ensure cost-effective acquisition of goods and services.

  • Identify and evaluate potential suppliers, negotiate terms and conditions, and secure best value contracts.

  • Oversee the procurement process from requisition to delivery, ensuring compliance with organizational policies and relevant regulations.

  • Maintain accurate records of procurement activities and supplier performance.

Capital Projects Management:

  • Manage Capital Funds Program (CFP) modernization projects prioritized by the Capital Funds Plan to enhance the living conditions for our residents.

  • Ensure all projects comply with contract documents, project specifications, and are completed with high-quality work.

  • Prepare detailed cost estimates and maintain a comprehensive cost database to support informed decision-making.

  • Monitor contract funding and expenditures to ensure projects are completed within budget and align with the agency’s financial goals.

  • Ensure projects are completed with quality work and to specifications, conducting regular inspections and addressing any deficiencies promptly.

  • Maintain the agency’s 5-year rolling Capital Funds Plan, ensuring alignment with strategic goals and regulatory requirements.

  • Regularly update the plan to reflect current and projected needs, funding availability, and project priorities.

  • Collaborate with other departments and stakeholders to ensure comprehensive planning and effective resource allocation.

Administrative and Team Responsibilities:

• Supervise the Public Housing Operations Team and ensure effective and timely completion of maintenance and repair work.

• Develop and implement operational policies and procedures to enhance productivity, compliance, and team morale.

• Regularly assess operational performance to identify areas for improvement and ensure high standards of service.

• Manage technological systems and infrastructure to support operational efficiency and security.

• Coordinate with IT staff or contractors to maintain and upgrade technology systems as needed.

Quality Assurance and Compliance:

• Uphold the highest standards of quality assurance and control, ensuring all work meets or exceeds expectations.

• Monitor project progress and proactively address any construction deficiencies to maintain project integrity.

• Assist in the implementation of the agency's planned/preventive maintenance program.

• Ensure strict adherence to federal standards, including Davis-Bacon wage rates, to maintain compliance and ethical standards.

Behavioral Competencies

• Commitment: Strives for excellence, sets high standards of performance, and pursues goals with dedication.

• Effective Communication: Clearly conveys necessary information, listens actively, and demonstrates understanding.

• Responsiveness and Accountability: Takes responsibility for own work, ensures quality, and responds promptly to needs.

• Teamwork: Balances team and individual responsibilities, welcomes feedback, and fosters a positive team spirit

Knowledge, Skills, Abilities and Professional Attributes:

• Knowledge of local government operations and/or human services programs.

• Knowledge of capital funds program management, contract management, and procurement.

• Ability to build and maintain effective relationships with suppliers, vendors, co-workers, and supervisors.

• Strong verbal and written communication skills.

• Problem-solving and organizational skills with the ability to prioritize tasks.

• Proficiency in Microsoft Office and project management software applications.

• Understanding of relevant laws, regulations, and best practices in capital funds management, security, and technology.

• Ability to work with a diverse population and apply decision-making and conflict resolution skills.

Preferred Education and Experience

• Bachelor’s degree in business administration, project management, or a related field.

• Two years of experience in project management, operations, supervision, facilities management, or a related field.

• Equivalent combinations of education, training, and experience will be considered.

Special Requirements

  • Must possess a valid State Driver’s License and reliable transportation

  • HUD Procurement and CFP Certifications within one year of employment.

• Successful completion of a criminal history background check, education, and work history verification.

•Internal and external applicants may be requested to take and pass drug screening.

•Occasional travel for site visits and industry events.

•Primary activities conducted within a well-lit, climate-controlled office.

•Ability to lift and transport up to 25 pounds occasionally.

Benefits:

The Municipal Housing Agency offers an extensive benefits package which includes:

· Enrollment in the IPERS Iowa Public Employee Retirement System (see ipers.org)

· All federal holidays, plus additional holiday designated by the agency, as paid time off

· Health, dental, and vision insurance; with significant portions of employee and dependent premiums covered by the agency

· Paid vacation and sick leave

· Paid parental leave

· Short and long term disability insurance

· Paid life insurance policy

· Paid training and paid training time off

· One paid day off during the month of the employee's birthday

· One annual floating personal paid day off

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