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Employment Opportunity – RCAT Office Manager

Job Title: Project/IT Administrative CoordinatorRegional Capital Assistance Team (RCAT) Revision Date: E.D. Initials April 28, 2016
Department/Group: RCAT-Northeast Region Union Status Non-Union
Location: Middlesex, Essex and Suffolk Counties.  Home Office Location: Chelmsford Housing Authority FSLA Status Exempt
Level/Salary Range: $50,000 – $60,000 Position Type: Full Time
Supervision Received from: NE RCAT Director – Bernie    Kirstein Schedule 37.5 hours per week
Auxiliary Staff receiving support: 4 Project Managers Administrative Host: The Chelmsford Housing Authority (CHA)

Application Instructions:  Please send Cover letter, resume and at least three references to: David J. Hedison, Chelmsford Housing Authority 10 Wilson Street, Chelmsford, MA 01824. This requisition will remain open until filled.

Job Description

Background: To help raise performance standards and broad efficiencies for smaller public housing authorities in areas of development, maintenance and purchasing, the Massachusetts legislature created 3 Regional Capital Assistance Teams (RCATs) to take advantage of programs that could be applied at a regional scale, (over approximately a third of the state in each region) rather than on an individual scale, by some 60 housing authorities in each region.   

 Key Duties and Responsibilities:

The ideal candidate is an experienced professional that will assist the Director and Project Managers with their tasks, managing multiple projects across all project phases from planning through closeout. A strong understanding of information technology, multiple software systems and the ability to coordinate multiple tasks in support of the overall department is necessary.

This candidate will be able to prioritize the needs of the RCAT Director and the Project Managers, in accordance with RCAT specifications and program goals. The Project/IT Administrative Coordinator would be responsible for performing the following duties:

 

  • Processing, tracking and logging all construction related documents including payments, requisitions, Notices to Proceed, Change Orders, Certificates of Substantial Completion, and Certificates of Final Completion.

 

  • Coordinating with LHAs, construction advisors, project managers, and the finance unit to ensure accurate and timely payments of all large project construction payments.

 

  • Overseeing the processing of small project invoices including tracking submissions, approvals, and payments, and reconciling budgets in the state Financial Information System for Housing (FISH)

 

  • Monitoring the state’s Contracts for Financial Assistance documents and coordinating with the Finance Unit on requests for increases when necessary.

 

  • Assisting with the administration of the state House Doctor program by assigning/transmitting the requests for services and work orders to pre-approved consultants and also tracking/monitoring the status of these assignments. Supports the Request for Proposal process to procure consultants.

 

  • Assisting  with the administration of special state capital initiatives by creating new FISH projects (including setting up budgets and schedules) and generating databases and award letters.

 

  • Drafting and transmitting written communication (using mail merge, ) and  one-line communication systems to transmit information and hold meetings with LHAs, contractors, and consultants regarding awards, project close outs, status inquiries, meeting scheduling, and other program-related data.

 

  • Assisting with the Entering, Tracking, and Prioritizing projects in 5-year Capital Improvement Plans using web based software applications.

 

  • Assisting with the Drafting and revising of LHA maintenance plans.

 

  • Assisting with the managing of projects from development of the Work Order/Request for Services through closeout.

 

  • Serving as an on-call resource for LHAs and contractors by answering questions and providing accurate information about payments, requisitions, and other project-related information.

 

  • Creating Access, and other database, queries and designs reports, (including graphical representations of data) as needed to support capital programs.

 

  • Supporting team with all IT issues, assists with creation of spreadsheets and provides assistance with procurement of a wide range of software services and materials,

 

  • Having broad familiarity of data based software systems that can be adapted to the needs of the RCAT program.

 

  • Filing & scanning electronically according to Bureau procedures.

 

  • Other administrative and coordination duties, as assigned.

 

RCAT Project/IT Administrative Coordinator will assist with schedules and budgets for capital improvement projects in their portfolios, coordinating with designers, contractors, LHA staff, and DHCD staff in order to ensure quality outcomes 

 

Supervision

  • The Project/IT Administrative Coordinator of the RCAT will report to the RCAT Director.

 

Qualifications and Education Requirements

Minimum Requirements

      • Associate degree in Information Technology or computer science related area.
      • Experience with computer networks and of computer hardware/software systems.
      • Ability to troubleshoot computer programs and hardware to ensure proper operations.
      • Ability to type 60 wpm.
      • Competency in operating computers, printers, and general office equipment, and other CHA office equipment including multi-line telephone and fax.
      • Strong oral and written communication skills.
      • Significant experience using Microsoft Office (Word, Excel, Access, Outlook, PowerPoint, Project).
      • Ability to assist with the management of multiple projects, while helping keep them on schedule.
      • Ability to work independently and to set and prioritize workload.
      • Knowledge of procurement and ability to draft/update request for proposals.
      • Ability to exercise discretion in handling confidential information.
      • Excellent interpersonal skills.

Preferred Qualifications

      • BS in Computer Science or similar field.
      • Massachusetts Certified Public Purchasing Official (MCPPO) Designation highly desirable.
      • Ability to read technical architectural and engineering drawings and specifications.
      • Experience in construction contracting process.
      • Knowledge of construction methods, local permit practices, and job costing/budgeting highly preferred.
      • Ability to generate and modify progress schedules.
      • Experience with change order generation and management. .
      • Experience using custom web-based project management and planning software applications.

Experience:

      • 3 years of experience in an administrative role utilizing software systems supporting multiple team members.
      • Experience in construction/modernization processes a plus.
      • Proficiency in use of CIMS and CPS is desirable.

 Working Environment

      • Project/IT Administrative Coordinator may be expected to work extended hours.

 Physical Abilities

      • Ability to work within an office environment, sitting most of the time, but may involve walking or standing for brief periods of time.
      • Ability to lift 20 pounds occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move an object.
      • Chelmsford Housing Authority’s pre-employment process includes, but is not limited to criminal background check and employment verification. It is the policy of the Chelmsford Housing Authority to give preference of employment to Section 3 eligible individuals.

Hillside Gardens Homeownership Opportunity

The Chelmsford Housing Authority is accepting applications on a first-come, first-served basis to purchase an affordable 2-bedroom home at the Hillside Gardens development in Chelmsford. The price of the homes are $140,000 with a monthly condo fee of $115.

Income and asset limits apply.

Hillside Gardens Information Package and Application               Universal Deed Rider

 

Employment Opportunity – RCAT Project Manager

Job Title: Project Manager of Regional Capital Assistance Team (RCAT) Revision Date:E.D. Initials February 23, 2016
Department/Group: RCAT-Northeast Region Union Status Non-Union
Location: Middlesex, Essex and Suffolk Counties.  Home Office Location: Chelmsford Housing Authority FSLA Status Exempt
Level/Salary Range: $75,000.00- $85,000.00 Position Type: Full Time
    Schedule 40 hours per week
    Shift Day
    Number of Openings 4
Application Instructions:  Please send Cover letter, resume and at least three references to:David J. Hedison, Chelmsford Housing Authority 10 Wilson Street, Chelmsford, MA 01824 This requisition will remain open until filled; however, first consideration will be given to those applicants that apply within the first 14 days.
Job Description
Background:  In August 2014, Chapter 235 of the Acts of 2014, An Act Relative to Housing Authorities (“the Legislation”) was signed into law. The Legislation mandated a series of new performance management and capacity building actions to improve the management of state public housing in Massachusetts. Of these actions, Section 26C of the Legislation called for creation of 3 Regional Capital Assistance Teams (RCATs) to help all Local Housing Authorities (LHAs) in executing capital and maintenance plans and projects.  All LHAs may participate in the program, but LHAs with 500 or fewer state-aided units are required to participate, unless the LHA is granted a waiver. Major program objectives are summarized as follows:1: Increase the technical capacity available for smaller LHAs and, as a result, maximize the utility of the MA Department of Housing & Community Development’s capital programs that currently disburses $90 million per year for the preservation, modernization, and development of state-aided public housing; and 2: Facilitate collaboration across LHAs in order to capture economies of scale through bulk purchasing, bulk procurements, and other innovations. Through a contract with the Massachusetts Department of Housing and Community Development (DCHD), the Chelmsford Housing Authority will be acting as one of 3 HostHousing Authorities (HHAs) for the RCAT program. The Chelmsford-based RCAT will provide services to approximately 59-65 LHAs located in the Middlesex, Essex and Suffolk counties of the Commonwealth of Massachusetts.  The service area covers approximately 8,900 units of public housing across 400 developments.  The HHA shall employ one RCAT director, plus project management and other support staff as needed for each region to effectively implement the program.Key Duties and Responsibilities:The Chelmsford Housing Authority seeks qualified applicants for the position of RCAT Project Manager within the Northeast RCAT Region.  Our ideal candidate is an experienced professional with excellent interpersonal & negotiation skills, knowledge and experience in building design and building construction technology including materials, methods and techniques, and experience managing multiple projects across all project phases from planning through closeout.The Project Manager will be the primary contact between the RCAT Director and 15 to 20 Local Housing Authorities (LHAs). The Project Manager will be responsible for a portfolio up to 2,500 units dispersed across 87 developments. For his/her portfolio, the Project Manger would be responsible for performing the following duties: 

  • Conducting thorough onsite facility condition assessments at all buildings and sites;
  • Identifying deficiencies and then defining, scoping, budgeting, cost-estimating, prioritizing and   scheduling projects to address the deficient conditions;
  • Entering, Tracking, and Prioritizing projects in  5-year Capital Improvement Plans using web based software applications (15-20 plans due each year, spread across 4 quarters);
  • Drafting and revising  LHA maintenance plans (15-20 each year); and
  • Implementing and managing projects from development of the Work Order/Request for Services through closeout (about 75 project starts per year, 30 of which the Project Manager will be heavily involved).

RCAT Project Managers will oversee schedules and budgets for capital improvement projects in their portfolios, coordinating with designers, contractors, LHA staff, and DHCD staff in order to ensure quality outcomes. RCAT Project Managers will also assist LHAs in securing additional leveraged funds for projects as these opportunities are present and assist the RCAT director with coordination of group training events. In hiring RCAT Project Managers, the Chelmsford Housing Authority will require that at least one of the Project Managers within the department have strong knowledge and experience in capital planning, including but not limited to the tasks outlined in the bullets above.

 

Supervision

The Project Manager of the RCAT will report to the RCAT Director.

Qualifications and Education Requirements

Minimum Requirements

  • (A) 6 years of experience in construction management or capital/maintenance project oversight, preferably in the affordable/subsidized housing sector; or (B) 4 years of experience in this area with a Bachelor’s or higher degree in Real Estate Development, Architecture, Engineering, or Construction Management, or a related field.
  • Knowledge and experience in building design and building construction technology including materials, methods and techniques, preferably in the affordable/subsidized housing sector.
  • Ability to read and interpret technical architectural and engineering drawings and specifications.
  • Ability to manage multiple projects, while keeping them on schedule and within budget.
  • Ability to work independently and to set and prioritize workload.

Preferred Qualifications

  • Massachusetts Certified Public Purchasing Official (MCPPO) Designation highly desirable.
  • Current Massachusetts Construction Supervisor, Architect, or Engineer License
  • Experience in construction contracting process
  • Experience with management of projects involving mechanical, electrical and plumbing systems
  • Advanced project management skills highly preferred.
  • Advanced estimating capability in all construction trades.
  • Knowledge of construction methods, local permit practices, and job costing/budgeting highly preferred.
  • Proven ability to accurately interpret contracts and all construction trade specifications and plans.
  • Ability to generate and modify progress schedules.
  • Experience with change order generation and management.
  • Excellent interpersonal and negotiation skills.
  • Knowledge and experience using Microsoft Office (Word, Excel, Outlook, PowerPoint, Project).
  • Experience using custom web-based project management and planning software applications.

 

 

Working Environment

While performing the duties of this classification, incumbents frequently visit work sites and construction sites and are frequently exposed to moving mechanical parts, vibration causing tools or equipment, fumes, airborne particles or toxic or caustic chemicals. Incumbents may be exposed to high or precarious places, outside weather conditions and risk of electrical shock. The noise level in the work environment is usually moderate but may be noisy. When traveling, incumbents may be exposed to traffic and other roadway or travel-related hazards and may be required to work extended hours.

 

Physical Abilities

While performing the duties of this classification, incumbents are regularly required to stand and walk for long periods of time, bend, handle materials and tools or equipment, and reach with hands and/or arms. The employee is occasionally required to sit, climb, balance, stoop, kneel, crouch or crawl. Incumbents must occasionally lift, carry, push, or pull up to 50 pounds with or without assistance and with or without the use of devices and/or equipment to assist in the lifting effort. Work assignments may be performed with or without reasonable accommodation to a known disability.

 

Chelmsford Housing Authority’s pre-employment process includes, but is not limited to criminal background check and employment verification. It is the policy of the Chelmsford Housing Authority to give preference of employment to Section 3 eligible individuals.