Housing Repair Program Manager

Housing Repair Program Manager

Agency

Hilltown Community Development Corporation (Hilltown CDC) is a multi-service nonprofit agency located in Chesterfield, Massachusetts, serving the surrounding Hilltown region. Hilltown CDC's mission is to improve the quality of life of Hilltown residents by addressing their economic, housing, educational, and social needs while preserving the rural character of the area.

Position Summary

The Community Development Block Grant (CDBG) Housing Repair Program Manager is responsible for the day-to-day administration, coordination, and oversight of Hilltown CDC's grant-funded housing repair programs, with a primary focus on the Community Development Block Grant (CDBG) Housing Repair Program.

This is a program administration and project management position with significant responsibility for grant compliance, recordkeeping, financial tracking, contracting, reporting, homeowner and contractor communication, and coordination of individual housing projects.

The position requires a high level of organization and attention to detail. A substantial portion of the work involves clerical and administrative responsibilities, including maintaining electronic and paper files, preparing and reviewing documentation, entering information into state grant management systems, maintaining spreadsheets and databases, processing contracts and invoices, preparing reports, and ensuring that required documentation is complete and accurate.

The Housing Repair Program Manager works closely with the Associate Director, Director of Finance and Administration, Grants Accountant, Housing Rehab Specialist, contractors, consultants, homeowners, municipal officials, and representatives of state and federal funding agencies.

The Housing Repair Program Manager is supervised by the Associate Director.

Essential Responsibilities

CDBG and Grant Program Administration

• Manage the day-to-day administration of Hilltown CDC's CDBG-funded Housing Repair Program and other housing-related grants.
• Ensure that program activities are carried out in accordance with CDBG requirements, applicable federal and state regulations, funding agreements, and Hilltown CDC policies and procedures.
• Monitor project progress, deadlines, budgets, expenditures, and required documentation.
• Maintain accurate and complete grant files and ensure that all required documents are obtained, reviewed, and properly filed.
• Assist with the preparation of CDBG and other grant applications, including budgets, program descriptions, attachments, forms, and supporting documentation.
• Maintain projects and required information in the applicable state grant management system (GMS).
• Prepare and assist with quarterly, annual, and other required reports.
• Serve as a primary point of contact with funders and respond to requests for program information and documentation.
• Monitor program performance and identify potential compliance or administrative issues before they become problems.

Project and Homeowner Administration

• Manage the administrative process for individual housing projects from initial application through project completion and closeout.
• Assist homeowners with applications, required forms, documentation, and other program requirements.
• Review applications and verify household income and eligibility in accordance with the requirements of the applicable funding source, including Section 8 income verification standards where required.
• Schedule and conduct intake meetings to explain program requirements, contracts, lead paint requirements, and other applicable requirements.
• Coordinate with homeowners, Housing Rehab Specialist, contractors, consultants, municipal officials, and other parties throughout the project.
• Schedule walkthroughs, meetings, and other project activities as needed.
• Track the status of each project and maintain accurate project records and schedules.

Bidding and Contract Administration

• Prepare and distribute bid packages to qualified contractors.
• Maintain contractor lists and solicit contractors as needed.
• Document bid openings and maintain required procurement records.
• Review bids in collaboration with the Housing Rehab Specialist and other appropriate staff.
• Communicate bid results and contract awards to homeowners and contractors.
• Prepare and distribute award letters and other correspondence.
• Prepare contracts, Notices to Proceed, change orders, contract extensions, and other project documents.
• Coordinate contract signings and pre-construction meetings.
• Maintain documentation related to mortgages, liens, subordinations, and other legal instruments.
• Monitor contracts for compliance with applicable program requirements and deadlines.

Financial and Budget Administration

• Work closely with the Director of Finance and Administration, Grants Accountant, and Housing Rehab Specialist to ensure accurate and timely processing of project expenses.
• Review invoices and supporting documentation for completeness and program compliance.
• Monitor individual project budgets, per-unit spending limits, program spending caps, and grant budgets.
• Maintain project and program financial tracking spreadsheets.
• Prepare invoices, reimbursement requests, and other financial documentation as required.
• Track project commitments, expenditures, remaining balances, and projected spending.
• Assist with resolving discrepancies in invoices, budgets, and financial records.

Environmental, Historical, and Regulatory Compliance

• Prepare and maintain environmental review and historical review documentation for individual projects.
• Coordinate historical review applications with local historical commissions, the Massachusetts Historical Commission, and other agencies as required.
• Ensure that required environmental, historical, lead paint, and other regulatory documentation is completed and maintained in project files.
• Monitor projects for compliance with applicable program requirements and assist with corrective actions when necessary.

Records, Databases, and Administrative Systems

• Establish and maintain complete and organized electronic and paper project files.
• Maintain and update the Housing Program homeowner database.
• Maintain contractor databases, including licenses, insurance certificates, W-9s, contact information, and other required documentation.
• Maintain lien ledgers and other program tracking systems.
• Process discharges of liens when loans or program requirements have been satisfied or expired.
• Review and process requests for loan subordination as necessary.
• Maintain spreadsheets, tracking logs, calendars, and other administrative tools necessary for effective program management.
• Ensure that records are accurate, current, secure, and readily accessible for monitoring and audit purposes.

Pay: $52,900.00 - $57,200.00 per year

Benefits:

• 401(k)
• Dental insurance
• Flexible schedule
• Flexible spending account
• Health insurance
• Paid time off
• Parental leave
• Retirement plan
• Vision insurance

Work Location: In person

Salary : $52,900 - $57,200