OPEN & PROMOTIONAL EXAMINATION - ONE-YEAR PROBATIONARY PERIODUnder general supervision, this management classification performs duties related to affordable housing projects and programs.
Essential functions of the job include, but are not limited to, the following:Ensures Department services are provided with exceptional customer service and the highest level of ethical standards.Administers the compliance monitoring program for the City's affordable housing portfolio, conducting annual monitoring cycles for multifamily rental (MFR) and City-assisted development (Dev) projects including property inspections, tenant file audits, tenant income certifications, and review of occupancy reports for rent and income compliance.
Conducts annual compliance monitoring for Single Family Rehabilitation (SFR) and First Time Homebuyer (FTHB) loan programs, including property title review, verification of owner occupancy, insurance verification, and assessment of title changes affecting the City's lien position.
Calculates and distributes updated rent and income limits for all funding sources (HOME, LMIHAF, PLHA, and other applicable programs) on an annual basis; prepares and issues timely notification to borrowers of new limits applicable to their projects.
Reviews income and asset documentation for applicants to affordable units; ensures compliance with affirmative marketing requirements for HOME-assisted projects; coordinates with property management on vacancy notifications and marketing.
Tracks, requests, receives, reviews, and files quarterly reports and annual budgets for City-assisted development projects; monitors insurance policy expirations for all Dev and MFR projects and coordinates timely renewals.
Maintains compliance tracking systems and property files; manages document filing and record retention for regulatory agreements, loan documents, and monitoring correspondence.
Ensures Department services are provided with exceptional customer service and the highest level of ethical standards.
Performs detailed special projects and research assignments. Collaborates with various staff and departments in completing special projects and reports.
Explains and interprets Divisional policies, procedures and regulations to the public.
Inputs housing data and prepares statistical charts, graphs, organizational and work flow charts, procedural manuals and reports using a variety of computer applications.
Evaluates community needs by working with citizen groups and acting as liaison between Division and community.
May prepare and process claims, purchase orders and/or vouchers by entering pertinent information into the computer and distributing and/or filing supporting documents.
Receives and screens visitors and telephone calls, providing general and specialized housing information regarding assigned function that requires the use of judgment, tact and sensitivity and the interpretation of policies, rules and procedures.
Composes and drafts housing correspondence, staff reports, specialized forms, technical and statistical material and confidential documents from drafts, notes or brief instructions; independently responds to correspondence and inquiries; proofreads and checks typed and other materials for accuracy and completeness and for compliance with policies and regulations.
Attends meetings and takes minutes.
Assists in the planning, developing and implementation of Division programs and procedures; directs and/or participates in conducting studies to evaluate existing and proposed programs, procedures and policies; directs and/or participates in the Division’s liaison activities.
Establishes and maintains a variety of filing and tracking systems.
Researches, investigates and analyzes divisional and interdivisional operations and administrative issues, including functions, organization structures, record procedures involving forms, documents and payrolls, work output and workload, expense control, layout and equipment.
Prepares organization and work flow charts, spreadsheets, policy and procedural manuals and written reports using automated equipment and a variety of computer software packages.
Researches public and private grant programs and assists in preparation of grant applications.
Assists in negotiating and preparing contracts between the City and community service providers.
Monitors contract compliance.
Attends workshops and seminars and presents information to appropriate personnel for follow-up action.
Serves as Division liaison with other departments or outside agencies.
Plans and coordinates projects with other divisions.
Confers with City officials and employees on matters of administration, finance, and operation.
Assists in special projects undertaken for purposes of standardization, efficiency, and economy.
Assists in development and design of programs based on need.
Assists in the preparation of division or program budget, and monitors expenditures.
May drive on City business as necessary.
Assumes responsibility for ensuring the duties of the position are performed in a safe efficient manner.
Performs other related duties as assigned or as the situation requires.
An equivalent combination of experience and education sufficient to perform the essential job functions and provide the required knowledge and abilities is qualifying.
ExperienceThree years of recent experience in affordable housing related program and/or project development, and administrative duties including multi-funded affordable housing budgets is required.
Education/TrainingBachelor's Degree in Public Administration, Business Administration, Urban Planning, or a related field is required. Master’s Degree in same fields is highly desirable.
License(s)/Certification(s)Valid Class C California driver's license is required.
Knowledge, Skills & AbilitiesKnowledge of:
Affordable housing programs services.
Applicable, Federal, State and local ordinances, codes, laws, mandates, etc.
Basic mathematical operations such as addition, subtraction, multiplication, and division.
Budgetary processes and procedures.
English grammar usage, spelling, punctuation, and business vocabulary.
Internal departmental policies and procedures.
Office administrative practices and procedures, such as business letter writing and the operation of standard office equipment.
Record keeping, report preparation, filing methods and records management techniques.
Contract management and principles.
Grant administration requirements and practices
Principles of management, supervision and training.
Skill in:
Advanced computer skills with experience in financial and housing software.
Analyzing data.
Applying logical thinking to solve problems or accomplish tasks.
Conducting detailed and thorough research.
Effective oral communications, both on a one-on-one and a group basis.
Making independent judgments and decisions based on standard policy or procedure.
Organizing work, setting priorities, meeting critical deadlines, and following up on assignments with minimum direction.
Public contact techniques.
Use of word processing, spreadsheet and other computer software programs and applications.
Ability to:
Provide exceptional customer service to all employees and vendors.Communicate effectively in English, both orally and in writing.
Communicate with co-workers and clients.
Conduct housing research and analyze data.
Conduct moderate mathematical calculations.
Design and implement housing work flow systems.
Effectively train and supervise subordinates.
Establish and maintain effective working relationships with the public, co-workers, other departments, subordinates and supervisors and resolve interpersonal conflicts.
Foster a teamwork environment.
Follow detailed regulatory procedures.
Follow oral and written instructions.
Efficiently organize and manage multiple ongoing projects with a high degree of accuracy.
Handle confidential information with discretion.
Interpret, apply, explain and reach sound decisions in accordance with laws, regulations, rules and policies.
Lead, coach, instruct and motivate employees.
Learn through observation and hands on experience.
Maintain a filing system.
Model and practice the highest level of ethical conduct.
Prioritize workload and adapt to frequently changing deadlines in a fast paced environment.
Provide clear work instructions.
Provide exceptional customer service to the public and internal City employees.
Review and evaluate employees’ job performance and effectively recommend appropriate personnel action.
Understand, interpret and communicate complicated policies, procedures and protocols.
Other CharacteristicsWillingness to:Assume responsibility for maintaining a safe working environment.
Work the necessary hours and times to accomplish goals, objectives, and required tasks.
Promotional EligibilityAny City of Glendale employee who meets the minimum qualifications for this position, has completed probation or six months of City employment, and is occupying a permanent full-time classification on file in the Human Resources Department. Hourly City employees may be considered, provided that they furnish proof of continuous employment immediately preceding the final filing date, which would equal a minimum of six months of full-time service or 1040 part-time hours. (Civil Service Rule VIII 4-E).
Exceptional Customer Service Policy
The City of Glendale values quality customer service and takes pride in the exceptional service provided by every employee. As a part of the Glendale team, we are dedicated to delivering courteous, considerate, and personalized attention to our diverse community and to one another.
Please click on the link to read the Exceptional Customer Service Policy.
ORAL INTERVIEW: (Weight: 100%) To evaluate the applicant's experience, education, and general background for the position.
Candidates must pass the exam with a minimum score of 70.00% in order to be placed on the eligible list.
TIME AND PLACE OF THE EXAMINATION WILL BE ANNOUNCED. Evaluations will be based on the candidate's education and experience relevant to the position. Examinations will assess evaluate the candidate's education, experience, knowledge and skills related to the job. The City of Glendale reserves the right to modify the examination components or their weighting. If changes are necessary, candidates will be informed of the specific examination components and their weight before the examination is administered. The selected candidate will undergo a background check, including Livescan fingerprinting. The City of Glendale complies with state and federal obligations to provide reasonable accommodations for applicants and employees with disabilities. Applicants with special needs are encouraged to inform the Human Resources Department at least five days before the first examination to ensure reasonable accommodations can be arranged. The provisions of this bulletin do not constitute an express or implied contract.
