Lead Maintenance Technician

JOB RESPONSIBILITIES:

In addition to the following, performs other related duties as required.  The primary purpose of this position is to support the Executive Director and Director of Housing Development & Asset Compliance (Managed Housing) in the responsive and preventative maintenance functions of managed properties.

Performs a variety of semi-skilled and skilled building and grounds maintenance activities for the Miami Metropolitan Housing Authority and Miami County Community Action Council. Coordinates with supervisor the activities of:  supply recommendations, ordering, and delivery; inventory and work order management; vendor negotiations, contractor quotes, and supervision of staff and contractors and their work. This role requires a combination of skills, leadership abilities and a commitment to maintaining high standards of service and safety in the managed housing communities; also in the main office facilities.

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

Must have high school diploma or GED, training or practical experience, office computer software fluency, plus five (5) or more years’ experience in the maintenance of buildings and grounds. Ability to direct the work of others in maintenance department and contractors engaged to complete work for the organization. Must have Ohio driver’s license and valid insurance coverage to drive a government motor vehicle.

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LICENSURE OR CERTIFICATION REQUIREMENTS:

Lead Abatement Contractor / Supervisor certification course must be completed and certification earned within 6 months of employment if not already in receipt by incumbent. Must be maintained annually by staff member who is holder of this position.

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ESSENTIAL FUNCTIONS OF THE POSITION:

1. Supervises maintenance technicians by coordinating daily activity, monitoring attendance, and overseeing training and job performance. Receives orders and requests for maintenance; communicates with maintenance staff to assess extent of job; process work orders and assign appropriately to staff; records orders and works in accordance with policy and procedure.
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2. Oversee daily work of maintenance staff and their location and completion of work orders. Train or assure appropriate training and development is accessible to new and existing maintenance staff; assist in implementing ongoing maintenance skill development activities. Periodically inspecting work performed by team members.
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3. Monitor and evaluate maintenance contractors and their work. Responsible for providing current and accurate report of status/progress of their work. Ensure smooth building operations including office building and timely completion.
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4. Develop and implement, with guidance as needed from Executive Management and the Director of Managed Housing, main office facilities operations, to include HVAC, building maintenance, proactive maintenance plan, all building vendors, procedures for managing MMHA/CAC building supplies and equipment.
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          A. Directly responsible for the maintenance and janitorial procedures and inventory management for all MMHA/CAC building and facilities supplies and printing             materials. Lift boxes in support of MMHA/CAC mission; safety belts are required for this specific duty. Safety equipment will be furnished by MMHA.
          B. Assemble furniture as needed (i.e. chairs, tables, etc.).
          C. Maintain the schedule of maintenance on all fleet vehicles.
          D. Manage key inventory for all properties. Responsible for maintaining in an organized manner the key/lock inventory; and distributing keys to residents, vendors and staff.            This can be done in an organized manner such as excel which documents existing keys and when keys are handed out or if the incumbent would like to suggest key            software until digital key systems have been implemented,  the incumbent is welcome to suggest best fit key management systems until all digital key systems have been            implemented.
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5. Utilizing available software and tools, respond to tenant calls to implement the ongoing effective use of work orders and inventory software. Maintain accurate records of maintenance, expenses, and resident interactions. Document all interactions with tenants in order to maintain needed records for the managed housing program.
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6. Research and provide recommendations on resolution of non-routine maintenance-related problems, including solicitation of contractor quotes. Promptly present quotes to Director of Housing Development, Compliance and Managed Housing. Understand and implement procedures according to the agency procurement procedures, purchase order process and contracting procedures that meet all HUD, OMB, AOS, and all other applicable funder and regulatory requirements that are implemented to staff.
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7. Perform a variety of semi-skilled and skilled building and equipment maintenance and installation activities in order to ensure the proper condition and upkeep of managed housing units (e.g., repairs plumbing fixtures; paints units; locates and repairs leaks; repairs windows, doors, doorframes; rewires electric ranges; repairs burner controls; fixes toilets; repairs and installs drywall; etc.).
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8. Repair and maintain mechanical equipment such as mowers, hedge clippers, snow blowers, and other such equipment utilized by the maintenance department (e.g. cleans equipment, checks fluid levels, changes belts, oils moving parts, etc.). Or assign and oversee such work to staff as available and ensure completeness.
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9. Perform a variety of skilled and semi-skilled grounds maintenance activities to ensure the upkeep of agency property (e.g., removes snow and ice, rakes grass and leaves, trims shrubs and trees, clears and disposes of debris, etc.).
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10. Respond to requests for service including after-hours emergency calls. May be required to assist other maintenance staff in emergency calls and to work outside of normal business hours to accompany staff.
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11. Inspect housing units to determine maintenance needs, according to a regular schedule. Oversee special, annual UPCS/NSPIRE and quality control  inspections and resulting work orders. Ensure public/managed housing is maintained in accordance with standard of decent, safe, sanitary and in good repair.
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12. Prepare for regular and required HUD NSPRIRE Inspections. Complete your own annual preventative inspections utilizing HUD NSPIRE standards. The expectation is that NSPIRE inspections will pass with a 80 point score or better. Meet expectation of fewer than 15 points deducted overall in resident units.
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13. Order (in conjunction with other staff in some cases)or pick up materials, supplies, and equipment needed to complete projects and maintain the main office facility with needed supplies for facility maintenance such as cleaning supplies, restroom supplies and supplies needed to maintain the office. Deliver such supplies to appropriate office, storage or department. Ensure compliance with safety and security regulations/procedures.
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14. Demonstrate regular and predictable attendance and documents and submit records of work performed, mileage, time spent, materials utilized, etc.
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15. Meet all job safety requirements and all applicable OSHA safety standards that pertain to essential functions. Assure that vendors, residents and staff are following instructions that pertain to safety standards, especially when there is an active work site.
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16. When a resident moves out, complete a move out inspection; assess damages and submit to the fiscal department or enter in appropriate software for processing.  Create a unit turnover plan (submitted to Department Manager for approval) and subsequent work orders. Ensure that the unit is made ready according to Agency’s standard operating procedures.
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17. Assist with the movement of appliances such as refrigerators, stoves, and other heavy items. Assist the maintenance team to achieve desired outcomes.
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18. Diagnosis operational problems, such as concerns about staff performance, and recommend corrective actions to the supervisor.
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19. Raise and lower US Flag. Maintain the flagpole. Observe special occasions and commemorate times of mourning when applicable.
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20. Performs other related duties as assigned or directed to promote, further, and ensure the effective and efficient operation of the MMHA/CAC.
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21. Create and implement pro-active maintenance plans for all buildings within the organization’s Managed Housing purview including the office building.
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22. Create risk management plans and standard operating procedures with the Department Manager (must be approved by the Managed Housing Director, Executive Director and the Board of Commissioners). Maintain a risk management plan and perspective. Ensure all incidents involving safety, possible insurance claims or any agency risk are documented and shared with the Managed Housing Department Director and Executive Director within 24 hours (if not sooner) on incident reporting form. Encourage activities and training that reduce organizational risk.
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23. Ensure compliance with all HUD regulatory standards, and other federal, state and local standards. Train staff whom you supervise on your knowledge of these issues and encourage continuous training, compliance and knowledge.

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MINIMUM ACCEPTABLE CHARACTERISITCS: (*indicates developed after employment)

Knowledge of agency policies and procedures;* OSHA and common sense safety practices and procedures; building maintenance methods and procedures (heating, plumbing, electrical, carpentry, painting); grounds maintenance methods and procedures; mechanical equipment maintenance and repair.

Skill in:  use or operation of hand, power, and shop tools; use or operation of light motorized equipment (e.g., mower, snow blower, etc.). Use of computer, internet, and maintenance-related software. Ability to work efficiently online to order supplies, receive training online or in person, manage electronic workorders and inventory system software. Ability to utilize computers, tablets, phones, as needed to complete work tasks including the ability to type at a reasonable rate and learn new computing skills.

Ability to:  recognize unusual or threatening conditions and take appropriate action; exercise independent judgment and discretion; determine material and equipment needs; prepare accurate documentation; respond to routine inquiries from the public and/or officials; communicate effectively; develop and maintain effective working relationships; ensure a safe working environment and training for the maintenance team in operational and safety procedures.

EQUIPMENT OPERATED: The following are examples only and are not intended to be all inclusive:

Motor vehicles, hand, power, and shop tools, light motorized equipment; computers, tablets, phones, and etc.

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OTHER DUTIES AND RESPONSIBILITIES:

MINIMUM ACCEPTABLE CHARACTERISTICS: (*indicates developed after employment)

For successful company culture integration, all employees must demonstrate the following competencies.

Communication -Speaks clearly and persuasively in positive or negative situations; Writes clearly and informatively; Varies writing style to meet needs.

Customer Service -Displays courtesy and sensitivity; Manages difficult or emotional customer situations; Meets commitments; Responds promptly to customer needs and solicits customer feedback to improve service. Addresses concerns and maintains positive community engagement. Follow Fair Housing Guidance to ensure agency compliance with all federal regulations.

Innovation -Displays original thinking and creativity; Meets challenges with resourcefulness; Generates suggestions for improving work; Develops innovative approaches and ideas; Present ideas to supervisor or agency leadership when appropriate.

Judgment -Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people indecision-making process; Makes timely decisions.

Motivation - Sets and achieves challenging goals; Demonstrates persistence and overcomes obstacles; Measures self against standard of excellence.

Planning/Organization- Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Develops realistic action plans; Request appropriate decision-making assistance when decision-making is beyond my authority.

Professionalism -Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.

Problem Solving -Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.

Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; participates in larger organizational events; puts success of team above own interests.

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LANGUAGE SKILLS

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization about organizational operations. Ability to understand and compare similar quotes and proposals; create a cover document about received bids and document why one bidder is being chosen over another.

MATHEMATICAL SKILLS

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, and percentages.  Ability to understand and compare similar quotes and proposals and choose the appropriate bidder based on multiple criteria.

REASONING ABILITY

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.  Ability to deal with problems involving several concrete variables in standardized situations.

EQUIPMENT OPERATED

The following are examples only and are not intended to be all inclusive. To perform this job successfully, an individual should have considerable knowledge of tools of the trade, such as, mowers, hedge clippers, ice/snow salt spinners, snowblowers/blades, and other such equipment and tools utilized by the maintenance department. In addition, computers, office software, such as Microsoft Office suite; copier, scanner and other standard business office equipment.

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 regularly required to use hands to finger, handle, or feel and talk or hear. The employee is frequently required to walk, climb steps/ladders, exert 20 to 50 pounds of force occasionally and/or 10 to 25 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects. Must travel to and gain access to work sites.

Specific vision abilities required by this job include close vision, color vision and ability to adjust focus.

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INHERENTLY HAZARDOUS OR PHYSICALLY DEMANDING WORKING CONDITIONS

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.

The noise level in the work environment is usually moderate; however, employee may be exposed to loud equipment/heavy machinery on work sites. Employee will maintain for themself and their staff appropriate personal protection equipment when the situation demands it by utilizing agency resources.  The employee is exposed to chemicals commonly found in an office environment (e.g., toner, correction fluid, etc.) and in a maintenance shop as well as environmental toxins commonly found in housing. When known to the agency, the agency will provide personal protective equipment, measurement tools and any additional resources to assist employees in reducing exposure to environmental exposures.  Exposure to chemicals, including pesticides and herbicides, fumes, dirt and dust is expected. Exposure to adverse weather and unsanitary conditions is expected. Incumbent should further expect to find at times some irate or emotionally distraught individuals who are residents and must be engaged with to complete the job.

Note: In accordance with the U.S. department of Labor physical demands strength ratings, this is considered medium duty work.

This position description in no manner states or implies that these are the only duties and responsibilities to be performed by the position incumbent.  My signature below signifies that I have reviewed and understand the contents of my position description.

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