Assistant Program Manager Description

About Marin Housing Authority / Careers

Date adopted February 24, 2015

Revised on September 2, 2026

Memo from ED Tonia Lediju, Ph.D.


Definition

Under general direction of the Program Manager, plans, organizes, coordinates, monitors and implements the functions of the Housing Choice Voucher (“HCV”) Program.


Supervision Received and Exercised

General supervision is received from the Program Manager, with some tasks supervised by the Director of Housing Operations. In addition, the Assistant Program Manager will provide administrative and strategic support with staff for tasks such as correcting PIC errors, investigating EIV discrepancies, performing timely recertifications and pursuing participants for program violations; and performing programmatic analysis and maintaining program databases such as PIC, EIV and Yardi.


Class Characteristics

This class provides supervisory and administrative functions relating to the HCV program, including but not limited to, compliance, quality control, waitlist management, intake, and annual and interim certification. This class is responsible to assist in the overall management of these activities, day-to-day work assignments, review and technical assistance. Successful performance of the work requires the ability to prioritize and delegate work, communicate with program participants and stakeholders as a representative of the Housing Authority, and provide leadership to the HCV staff in addition to performing technical and administrative work in the management of all aspects of the HCV program.


Class Characteristics

This management level class is responsible for the program operations of the HCV Program. Incumbents in this class work within established state and federal laws, ordinances, policies and guidelines.


Example of Duties (Illustrative Only)

Note: The following duties are performed by employees in this classification; however, employees may perform related duties at an equivalent level. Each individual in the classification does not necessarily perform all duties listed.


  • Assists with the daily operations and management of staff of the HCV program.
  • Represents the Housing Authority with outside agencies and organizations.
  • Assists in monitoring and evaluating programmatic procedures to ensure compliance with HUD rules; monitors compliance with federal regulations and agency policies and procedures.
  • Assists in developing and implementing goals, objectives, policies, procedures and work standards for the HCV Program.
  • Trains staff in work procedures and provides policy and procedural guidance, training and interpretation to staff.
  • Evaluates work performed by staff for accuracy and timeliness; makes recommendations on staff performance evaluations and discipline. Monitors error rate on an on-going basis.
  • Independently resolves operational challenges through meetings and problem-solving techniques.
  • Revises and updates forms, letters, communications as necessary or as directed by the Program Manager.
  • Responds to tenants and owners relating to the transfer or lease termination process.
  • When appropriate, assists in establishing Repayment Agreements for clients and monitors such agreements.
  • Monitors cases involving tenant/owner disputes, potential fraud cases, and lease/program policy violations, and determines the appropriateness and level of MHA involvement with respect to each identified issue.
  • Addresses landlord complaints and landlord-tenant disputes and documents them.
  • Conducts quarterly SEMAP Quality Control reviews for identified SEMAP indicators.
  • Prepares monthly reports of key indicators in the HCV Program.
  • Conducts quarterly review of applicant and tenant files; develops corrective action plans for recurring problems and verifies completion of the corrections. 
  • Investigates program and/or lease violations, prepares reports and documents for grievance hearings and may represent the agency's case at grievance hearings.
  • Assists staff with complex and unusual situations; provides technical guidance; interprets regulations; prepares correspondence of a sensitive nature.
  • Assists in the development of working relationships with appropriate landlord/owner groups, community-based organizations and agencies to identify needs, resolve problems, and improve responsiveness of housing services.
  • Develops and implements policies and procedures relating to quality control including systems, practices and guidelines for conducting file review and prepares various on-going quality control reports.
  • Interviews clients and conducts fact-finding investigations; assesses possible impact of program violation reports submitted by staff in accordance with established guidelines.
  • Monitors specific aspects of the operation at the request of the Executive Director.
  • Performs other related work as assigned.


Qualifications


Knowledge of


  • Principles, practices, methods and techniques of HCV program management, coordination and monitoring.
  • Applicable local, state and federal rules and regulations covering housing assistance programs.
  • Modern office equipment including job-related computer hardware and software applications, and automated data systems, record keeping, policies and procedures relating to the HCV Program, and community resources.
  • Techniques for dealing with a variety of individuals from various socio-economic, cultural and ethnic backgrounds, in person and over the phone.
  • Techniques for facilitating positive, collaborative working relationships and teamwork, and professionally representing the Housing Authority with governing boards and outside agencies.
  • Record keeping principles and practices; computer software related to the work and general office administrative best practices.


Skill in:


  • Interpreting, explaining and applying Marin Housing Authority and HUD rules and regulations and procedures when working with staff, clients, landlords and outside agencies.
  • Analyzing and making recommendations on complex housing problems and related data.
  • Performing accurate detail work in compiling, organizing and maintaining data and records.
  • Handling confidential information and materials with discretion and confidentiality.
  • Training and providing direction to staff regarding Housing Authority rules and regulations, practices and policies.
  • Communicating effectively, both orally and in writing, when working with clients, staff and outside contacts and agencies in the course of work.
  • Preparing reports and maintaining logs to monitor accuracy and timeliness of work.
  • Advising and assisting clients in obtaining and maintaining subsidized low-income housing assistance.
  • Using independent judgment in applying a body of technical information in the performance of an important program function.
  • Establishing and maintaining effective working relationships with those contacted in the course of the work including staff and clients; working collaboratively with human service agencies to assure the provision of comprehensive and coordinated services.
  • Operating standard office equipment, including job-related computer hardware and software applications.


Education and Experience:

Any combination of training and experience that would provide the required knowledge, skills and abilities is qualifying. A typical way to obtain the required qualifications would be:


Equivalent of a four-year degree from an accredited college or university in sociology, public administration, or a closely related field and three years of progressively responsible experience in HCV program management, social services administration, or related field.


License and Certification:

Some assignments may require possession of a valid California class C driver's license and have a satisfactory driving record.


The physical demands and working conditions described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.


Physical Demands:

While performing the duties of this job the employee is frequently required to sit for extended periods of time, talk and hear within standard ranges. The employee is required to walk, use hands to finger, handle, or feel objects, tools, or computer controls; and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.


Working Conditions:

Work is usually performed in a typical office setting with moderate noise and may require evening and weekend work. The noise level in the work environment is usually quiet. May be required to work evenings or weekends to make presentations or during special events and to travel to alternate work locations.


ADA Compliance:

MHA will make reasonable accommodation of the known physical or mental limitations of a qualified applicant with a disability upon request.

A black and white icon of a person in a wheelchair.
A black and white icon of a house with two equal bars on it.

Marin Housing Authority is an equal opportunity, affirmative action employer. Minorities, women and individuals with disabilities are strongly encouraged to apply.  Upon request, reasonable accommodations will be made for persons with disabilities and for religious reasons.