Administrative Services Committee Meeting

Administrative Services Committee Meeting Committee Room- 11/9/2009- 1:00 PM ADMINISTRATIVE SERVICES 1. Create compliance staff positions for 2010 budget year. Attachments 2. Discuss allowing the Housing and Community Development Department to Attachments re-classify the Housing Programs Coordinator I position from paygrade 45 to paygrade 47. www.augustaga.gov  Administrative Services Committee Meeting 11/9/2009 1:00 PM Augusta-Richmond County Compliance Personnel Requirement Department: Caption: Create compliance staff positions for 2010 budget year. Background: Augusta-Richmond County has a need for compliance personnel to assist with federal and state grant, contracting and financial oversight and compliance requirements. Due to changes in federal law such as Sarbanes Oxley, the stringent ARRA and other stimulus funding requirements compliance personnel is needed in Augusta-Richmond County. Recommended are compliance attorney(s), compliance managers and a public information officer. Analysis: Additional support staff is need to monitor the application, receipt and distribution of feeral and state grant funds and the correct advertising and publication of information relating to public contracting and construction projects. Likewise, the NERA study and audit reports recommend the additional of compliance personnel. Financial Impact: General Fund unknonwn as none were provided to finance - dbw Alternatives: Decline supplemental staff request and risk the loss of federal and state grant funding and increased litigation. Recommendation: Create compliance staff positions for 2010 budget year. Funds are Available in the Following General Fund. none have been identified - dbw Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Cover Memo Item # 1  Administrative Services Committee Meeting 11/9/2009 1:00 PM Re-Classify Housing Programs Coordinator I Paygrade Department: Housing and Community Developemnt Caption: Discuss allowing the Housing and Community Development Department to re-classify the Housing Programs Coordinator I position from paygrade 45 to paygrade 47. Background: This position was filled until the untimely demise of a fellow team member earlier this year. This position remains unfilled. Currently, all HOME Investment Partnership Program Department activites are currently being performed by the Housing Manager to include providing technical assistance to the local Community Housing and Development Organizations (CHDO's) as well as the preparation and submission of reports and accounting documentation required by federal, state and local authorities without the assistance of additional staff. Analysis: Housing and Community Development recommends to fill this position in order to assist the Housing Manager. The Housing Programs Coordinator will assist the Housing Manager with all work including financial management tasks and all activities required to administer and monitor the Augusta-Richmond County housing and development programs including the HOME Investment Partnership Program. Because of the added financial management responsibility for this position, the Department is seeking to re- classify this position from a paygrade 45 to a 47. Financial Impact: This position is funded and is in the Department's current budget. Alternatives: None. Recommendation: Accept our recommendation to re-classify the position from a paygrade 45 to 47. Funds are Available in the Following 221-07-3110-5111110 Accounts: REVIEWED AND APPROVED BY: Cover Memo Finance. Item # 2 Human Resources. Law. Administrator. Clerk of Commission Cover Memo Item # 2  Attachment number 1 Page 1 of 2 Augusta-Richmond County Job Description Approved Title: Housing Programs Coordinator I Job Code: FLSA Classification: Exempt Working Job Title: Housing Development Project Coordinator I Pay Grade: 47 Date Revised: 08/24/2009 Department: Augusta Housing and Community Development Original Date Prepared: 08/24/2009 Reports to: Housing Manager Does the Position Have Direct Reports? Yes No If Yes, What is the Title of the Position that Reports to this Position: _________________N/A________________________ Is this Position Safety Sensitive? Yes No GENERAL SUMMARY: Under the direction of the Housing Manager, performs a wide variety of professional level work involving projects, and activities related to the implementation and administration of Augusta-Richmond County’s housing and development programs; prepares reports required by federal, state, and local authorities; and serves as staff liaison and provides expert professional assistance to staff, the general public and private organizations on community-wide housing and redevelopment initiatives. Performs responsible technical support work of a financial nature involving disbursements, variety of accounting, budgeting-related tasks to ensure all payments are made within time constraints allotted. KEY RESPONSIBILITIES AND PERFORMANCE STANDARDS Percentages Describe the duties and responsibilities of the position in the spaces provided below and assign percentage of time spent on each area on the left column space. 30% Creates, updates and maintains department’s housing accounting databases and spreadsheets related to housing development project. Prepares and verifies summary reports related to housing development. 25% Works to provide to the Manager data, reports, and other information needed by HUD, the department, and the Community. Participate in the preparation of assigned budget; monitor expenditures and income. 20% Assist in evaluating, assessing, and monitoring the effectiveness of housing programs and recommends improvements. Conducts site visits of residential and commercial properties to ensure compliance with program requirements. Assist in monitoring and administering the HOME Investment Partnership Program. 15% Assist the Housing Manager with developing, implementing, and maintaining systems for the HOME program. Assist with the procurement of design professionals and contractors needed to implement housing and related Programs. Tracks and maintains all HOME contracts. 10% Undertakes accounting measures to ensure that all payments are made in a timely/accurate manner and that all receipts are properly balanced and accounted for. Organize and establish detailed project files; maintain statistical information for assigned programs 100% Total: 100 This section’s percentage must total 100%. REQUIRED MINIMUM QUALIFICATIONS: Education: BA/BS in Accounting, Finance, Real Estate Finance, Business Administration or other related field of study, or Experience: Minimum 5 years solid experience in housing (preferably HUD programs), municipal planning, redevelopment, or public administration work sufficient to perform principal duties and responsibilities of the position. Knowledge/Skills/Abilities: • Thorough knowledge of principles, practices, and programs related to community development/redevelopment. • Knowledge of federal, state, and local laws, codes and regulations including those relating to the acquisition and disposition of land in a redevelopment environment as well as those affecting the administration of redevelopment and Housing programs and projects. • Ability to give oral presentations in small and large group settings or meetings; effectively present information and respond to questions along with the ability to prepare clear and concise technical, administrative, and financial reports, statements, and correspondence. Able to participate in the development and implementation goals, objectives, policies, procedures, work standards and internal controls. Exercise sound independent within policy guidelines. • Ability to analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals. Excellent computer skills including Microsoft Word, Excel, PowerPoint, Outlook and Access. Certification: Possession of an appropriate, Georgia valid driver’s license. 1|P a g e Item # 2  Attachment number 1 Page 2 of 2 OTHER: Does this position require staff call up in an emergency situation? Yes No Is travel from office to other locations required of this position? Yes No If yes, what is the percentage of travel involved? Less than 50%? Yes No More than 50%? Yes No PHYSICAL REQUIREMENTS: Please indicate a yes or no as applicable below Occasional lifting of light objects less than 75lbs. Yes No Intermittent sitting Yes No Standing Yes No Stooping Yes No Crouching Yes No Walking Yes No Reaching Yes No Pulling Yes No Fingering Yes No Grasping Yes No Feeling Yes No Talking Yes No Hearing Yes No Seeing Yes No Repetitive Motions Yes No Is work performed in an office setting? Yes No FINANCIAL RESPONSIBILITY: Is this position involved in a budgetary or financial approval responsibility? Yes No If yes, please indicate size of budget or financial approval responsibility in annual dollar amount: $0_________ TRAINING & SUPERVISORY RESPONSIBILITY: How many people are being supervised or trained? None One staff Yes No Two to five staff Yes No Six to ten staff Yes No More than ten staff Yes No The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to this job. REVIEW/APPROVALS ______________________________________________________ ______________________ Employee Date ______________________________________________________ ______________________ Line or Staff Management Date ______________________________________________________ ______________________ Department Director Date ______________________________________________________ ______________________ Compensation Administration Staff Date ______________________________________________________ ______________________ ______________________________________________________ ______________________ HR Director Date 2|P a g e Item # 2