Chief Administrative Officer

Summary

Under direction of the Executive Director, the Chief Administrative Officer plans, supervises, coordinates and directs a variety of administrative services that are essential to and support the primary functions and objectives of the Authority. The incumbent oversees NHA Development, Strategic Planning, Agency Policy Maintenance and Development, Public Relations and Program Compliance. The Chief Administrative Officer also performs other related duties as required.

Essential Duties and Responsibilities

The below statements are intended to describe the general nature and scope of work being performed by this position. This is not a complete listing of all responsibilities, duties and/or skills required.  Other duties may be assigned.

• Leads the activities of the Strategic Planning & completion processes to ensure that the Authority follows through with the implementation of its strategic plan, and that it keeps in line with its vision, mission, goals and objectives.
• Coordinates with the Authority Chiefs to ensure Compliance and continuous performance monitoring of its programs, and compiles performance reports for submission to the Executive Director.
• Supervises work pertaining to the operation of the business and supportive units of the Authority, and develops suitable work programs and working procedures.
• Gives assignments and instructions to individuals and the heads of several units within the administrative and supportive unit of the Authority.
• Provides individuals with needed equipment, materials and supplies, and supervises the performance of their work.
• Oversees various NHA policies.
• Collaborates with internal and external stakeholders for the purpose of building effective communication, enhancing relationships, and ensuring a high quality of customer service to achieve Authority goals and objectives.
• Coordinates and oversees responses to all public information requests for the purpose of ensuring effective communication practices to meet.
• Appraises the adequacy and efficiency of operating systems, giving advice where needed.
• May install administrative improvements, including work systems, organizational changes and program procedures.
• Prepares reports containing findings, conclusions and recommendations.
• Works closely with the Executive Director and Deputy Executive Director to: analyze the feasibility of all development projects and manage the integration of new properties into the portfolio; assess the property portfolio to determine the highest and best use of each property; analyze the need to recapitalize, reposition or redevelop; monitor the long-term feasibility of each property; and recommend course-corrective actions.
• Works to maintain compliance with applicable Federal, State and Local rules and regulations.
• Supervises consultants and/or service providers in all tasks necessary to successfully implement plans and objectives.
• Promotes and maintains good relationships with neighborhood groups, as well as Federal, State and Local agencies as required for Authority review, approval and submission.
• Performs other related duties as required.

Competencies                                                

To perform the job successfully, an individual should demonstrate the following competencies:

Leadership: Provides direction by clearly and effectively setting course of action for department and subordinates; manages performance by providing regular feedback and reinforcement to subordinates. This skill is characterized by the following types of behaviors:

• Makes expectations clear
• Establishes a manageable workload
• Accomplishes long-term objectives by planning and taking the necessary steps
• Keeps focus on big picture while implementing details
• Provides consistent and continuous feedback of work performance
• Positively reinforces desired outcomes
• Recognizes performance on a timely basis
• Conducts performance reviews on time and provides complete and constructive feedback
• Deals with sub-par performance effectively, sensitively and on a timely basis

Commitment: Sets high standards of performance; pursues aggressive goals and works hard/smart to achieve them; strives for results and success; conveys a sense of urgency and brings issues to closure; persists despite obstacles and opposition. This skill is characterized by the following types of behaviors:

• Takes initiative to make things happen
• Maintains positive “can-do” attitude; successfully meets or exceeds goals
• Demonstrates dedication to and understanding of the mission of the organization
• Contributes to a positive team spirit
• Takes ownership of issues and problems, even when originating in other areas
• Consistently demonstrates effort to meet and exceed internal/external client expectations 
• Overcomes obstacles to complete projects/tasks successfully
• Continuously improves own performance standards and results
• Makes specific changes in work processes to improve performance
• Learns and applies new information quickly

Customer Service: Meets/exceeds the expectations and requirements of internal and external customers; identifies, understands, monitors and measures the needs of both internal and external customers; talks and acts with customers in mind. Recognizes working colleagues as customers.  This skill is characterized by the following types of behaviors:

• Treats customers with courtesy and concern; responds promptly, professionally and politely
• Anticipates what customer wants, and works to provide it
• Initiates action/response to customer complaint/inquiry
• Responds in a timely, effective manner, even if just following-up
• Considers every customer interaction as important
• Always delivers on customer commitments; measures performance
• Translates customer information to others in the organization with a need to know
• Ensures that consultation, products and services delivered address the customer's needs by asking customer for feedback

Effective Communication: Ensures important information is passed to those who need to know; conveys necessary information clearly and effectively orally or in writing.  Demonstrates attention to, and conveys understanding of, the comments and questions of others; listens effectively. This skill is characterized by the following types of behaviors:

• Willingly shares information
• Recognizes important information and ensures that others that need to know are informed.
• Clearly and concisely expresses ideas and concepts orally and in writing
• Listens openly and non-judgmentally
• Expresses disagreement tactfully and sensitively
• Summarizes input, then checks for understanding
• Listens without interrupting
• Uses correct grammar, spelling, and punctuation
• Maintains eye contact when speaking
• Thinks through main ideas that he/she is trying to express
• Ensures information is accurate; stops rumors from spreading

Responsiveness and Accountability: Demonstrates a high level of conscientiousness; holds oneself personally responsible for one's own work; does fair share of work. This skill is characterized by the following types of behaviors:

• Will not ignore a problem, even if it is not one's direct responsibility
• Anticipates and acts to avoid a future problem
• Reacts quickly and positively to customer and co-worker inquiries
• Puts the highest priority on accomplishing objectives
• Demonstrates flexibility in balancing job responsibilities and the ability to deal with change
• Puts success of team above own interests and willingly assists others to succeed or complete tasks when needed
• Demonstrates high-level of adaptability and willingness to help as needed
• Takes responsibility for one's own actions
• Places personal integrity beyond reproach
• Ensures fair share of work is completed
• Appropriately shares credit for work and ideas with co-workers and subordinates
• Understands the importance of timeliness and accuracy in the workplace
• Maintains a satisfactory attendance record and is consistently punctual
• Focuses on work-related activities and acts in ways which support mission and goals of the Authority

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

Master’s degree from an accredited college or university with a degree in business administration, public administration, project management, compliance or related field. Seven (7) years of progressive senior level experience at a Public Housing Authority or related entity. Equivalent combination of education, training and experience will be considered and preference will be given to candidates with Public Housing Authority and/or compliance experience.

Language Skills

Ability to read, analyze, and interpret general business periodicals, professional journals, technical journals, or governmental regulations. Ability to write speeches and articles for publication that conform to prescribed style and format. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

Reasoning Ability

Ability to define problems, collect data, establish facts and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit and talk or hear.  The employee is required to stand and walk.  The employee must occasionally lift and/or move up to 15 pounds.