Maintenance Supervisor

PRIMARY RESPONSIBILITIES: Responsible for the overall supervision and coordination of the Foreman, maintenance staff, janitorial staff, painters staff, and outside third-party vendors or contractors in the delivery of maintenance services to residents. The Maintenance Supervisor provides direct oversight of the Foreman to ensure effective planning, task delegation, quality control, and execution of maintenance operations across all RHA properties. Responsible for coordinating maintenance operations to provide timely and cost-effective services for the Agency, ensuring the progression and completion of a wide variety of unskilled and semi-skilled tasks in the maintenance and upkeep of buildings, apartments, grounds, and equipment. Ensures all work is performed in accordance with HUD standards and general policies and objectives outlined by the Director of Contract Management. These tasks are to be performed at a level that supports the Agency's efforts to achieve the highest rating on HUD's evaluation systems. Regularly inspect sites, physical assets, equipment, and facilities. These tasks will be performed in high-rise, low-rise, family developments, Bridge Rockford units, and the central office. The incumbent will advise and consult with the site manager in all maintenance matters and provide leadership and direction to the Foreman to ensure operational goals and deadlines are consistently met.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

• Periodically reviews RHA policies and procedures on leasing and occupancy with the Physical Assets, Quality Assistance, and Construction Manager for conformity with HUD guidelines and established standards. Recommends changes as needed.
• Monitors development of new departmental programs, as needed or assigned.
• Assists in the development and implementation of risk management practices, policies and procedures, including (not limited to) security operations and protocol.
• Provides direct supervision of the Foreman, ensuring alignment with departmental priorities, appropriate delegation of tasks, timely completion of work orders, and compliance with quality standards.
• May be assigned the responsibility to review, evaluate, and monitor the performance of department subordinate employees. Conduct performance reviews when required. Take or recommend disciplinary action when appropriate.
• Investigate complaints and concerns of residents regarding health and safety issues.
• Develop and maintain a preventative maintenance program for all subsidized and non-profit assets. Provides input for the development of procedures for all routine and non-routine maintenance.
• Oversee and assist in the coordination of all building repairs such as, but not limited to, repairing brickwork, stonework, concrete, doors, screens, locks, floor and ceiling tiles, roofs and minor repairs to walls, floors, cabinets, etc. in cooperation with property management and in collaboration with the Foreman.
• Routinely check conditions of boiler rooms, and repairs on pump valves, heating control panels and exchangers. Ensuring assigned staff and the Foreman conduct preventative maintenance checks and service to all equipment. Report any situations requiring additional work and/or outside contractors to the site manager.
• Inspect and order repair of playground equipment where necessary.
• Ensure the required and necessary trainings of all maintenance trainees and employees in subordinate classifications are met in a timely manner. Give direction to employees assigned to help with particular tasks.
• Requisition parts and equipment as necessary. Responsible for the tracking of all parts and labor used in various tasks and/or projects.
• Ensure compliance with all unit turnaround and work order timelines as outlined in the RHA Standard Operating Procedures (SOP) Manual, consistently meeting or exceeding established performance benchmarks.
• Assist in testing of fire and safety systems and equipment.
• Responsible for knowing work location of all assigned maintenance personnel.
• When contacted, must respond to emergency situations and coordinate handling said situations.
• May be assigned responsibility for development administrative work such as budget preparation and various required reports.
• At the CEO or designee's discretion may represent the department to other departments, resident groups, and outside organizations, including attendance at the Board of Commissioners meetings and various other meetings when necessary to obtain or provide information concerning maintenance operations.
• Will be assigned supervisory responsibilities for programs and staff at the direction and discretion of the CEO or designee.
• Involved with the scheduling and coordination of inspections of RHA properties, including PHAS (Public Housing Assessment System) and PASS (Physical Assessment Subsystem) compliance of Public Housing properties.
• Assist in the development and monitoring of the Capital Fund Program (CFP) and operating budgets.
• Work as part of a team to administer the Capital Fund Program, including long-range planning, internal needs assessments, scheduling of contractors, and progress inspections. Work with architects and engineers to ensure the timely and satisfactory completion of CFP projects.
• Monitor progress of Capital Fund and maintenance projects to ensure payment requests are processed on time and within project payment amounts.
• Utilize computerized systems and software for communication and building systems.
• Assist in the development of specific renovation items that require architectural/engineering contract services, review A/E designs, blueprints, and bid documents for completeness.
• Communicate timely and effectively with all departments, and meet all HUD and Agency deadlines.
• Train applicable staff in the proper use of cleaning products, Safety Data Sheets (SDS), tools, maintenance and cleaning equipment, lawn care equipment, etc.
• Determine the need for maintenance tools, supplies, and equipment, and maintain an inventory system.
• Determine training deemed beneficial or essential to maintain certifications for the maintenance department.
• Makes decisions on whether to repair or replace damaged property. Makes estimates for time and materials needed for a variety of maintenance tasks such as electrical, and gas, water, and sewer lines and the upkeep of community grounds. Ensures procurement protocol is followed and, within established parameters, submits and/or authorizes acquisition of proper equipment, materials, appliances, supplies, and services to meet project and Agency needs in a timely manner.
• May recommend major purchases of materials on based anticipated changes in prices or on unusual availability situations. Balances cash flow considerations against possible price savings.

COMPENTICIES

• Leadership
• Project Management.
• Communication Proficiency.
• Collaborates and coordinates with other operating units.
• Diversity and Inclusion.
• Personal Effectiveness/Credibility.

QUALIFICATION REQUIREMENTS: 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.

. Working knowledge of plumbing, heating and electrical processes as well as a working knowledge of hand, power, lawn care and other tools.

• Must have working knowledge of materials and equipment used in building and grounds maintenance.
• May be required to lift heavy objects.
• Must be able to read blueprints, specification lists and engineering drawings and translate into practical applications.
• Ability to prepare detailed reports and record-keeping. Ability to express ideas effectively orally and in writing.
• Working knowledge of housing authority policies and procedures regarding housing management. As well as a working knowledge of management and administrative principles and practices.
• Ability to maintain effective work relations with other employees, other departments, outside contractors, Housing Authority tenants, and federal, state and local government representatives and the general public.
• Ability to effectively supervise people as well as the ability to plan and ensure time and project management.
• Must possess a valid driver's license, be insurable by RHA, and able to provide personal transportation as needed to perform duties (reimbursement will be made per RHA Travel Policy). A copy of the current driver's license must be on file in Human Resources. A copy of personal vehicle liability insurance must be on file in Human Resources if operating a personal vehicle while on RHA business.

KNOWLEDGE, SKILLS, and ABILITIES

• Knowledge of HUD regulations and procurement guidelines, and National Standards for the Physical Inspection of Real Estate (NSPIRE) and Uniform Physical Condition Standards (UPCS)
• Knowledge of applicable building and property compliance codes and experience in building systems, structural, mechanical, plumbing, HVAC, and electrical.
• Ability to initiate work projects and make independent decisions.
• Comprehensive knowledge of computer software and information systems, such as Microsoft Office & maintenance management systems.
• Ability to organize and systemize department procedures and effectively supervise staff.

EDUCATION and/or EXPERIENCE: High School diploma or equivalency with a minimum of four (4) years of successful related work experience in building and property maintenance and one (l) year supervisory experience. Any satisfactory equivalent combination of experience and training which ensures the ability to perform the work may be substituted, at the discretion of the CEO, for the required experience.

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 accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to stand; walk; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms. The employee frequently is required to sit, climb or balance, stoop, kneel, crouch, or crawl, and talk or hear. The employee is occasionally required to taste or smell.

The employee must regularly lift and/or move up to 10 pounds, frequently lift and/or move up to 25 pounds, and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing 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 frequently works in outside weather conditions. The employee occasionally works near moving mechanical parts and in high, precarious places and is occasionally exposed to wet and/or humid conditions, fumes or airborne particles, toxic or caustic chemicals, body fluids, extreme heat, risk of electrical shock, and vibration. The noise level in the work environment is moderate to loud.

SCOPE OF AUTHORITY: Contract and project management for selected agencies, contractors, and projects.

COMMUNICATION: All communication will follow the guidelines set forth in the current Rockford Housing Authority's communication plan.

OTHER DUTIES: Please note, this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Related duties, responsibilities and activities may change at any time with or without notice.

EEO POLICY: The Rockford Housing Authority does not discriminate against employees or applicants for employment on account of race, creed, color, national origin, sex, age, political or union affiliation nor any type of unlawful discrimination prohibited by applicable State and Federal laws. It is the policy of the Employer to take affirmative action to encourage and foster employment of minorities, women, and disabled persons.

All positions with the Rockford Housing Authority require a valid State of Illinois driver's license. If you are relocating from another state, a valid driver's license from your current state will be accepted temporarily. However, in accordance with Illinois state law, you must obtain a valid Illinois driver's license within 90 days of establishing residency.