Operations Coordinator

Summary 

The primary purpose of this position is to manage the administration functions of the Operations department and provide Executive support to the Chief Operations Officer. The incumbent will perform various departmental administrative works, prepare reports, complete special projects, maintain filing and scheduling, and oversee HACP’s mailing operations. 

All activities must support the Housing Authority of the City of Pittsburgh (“HACP” or “Authority”) mission, strategic goals and objectives. 

Essential Duties and Responsibilities 

The position duties and responsibilities listed below describe the general nature and scope of work. Other responsibilities, duties and skills may be required and assigned, as needed. 

• Manages the work of the Mail Clerk including: assigning, planning, and reviewing work, evaluating work performance and completing performance evaluations, coordinating activities, maintaining standards, training, acting on employee problems, and recommending and implementing discipline. 

• Performs administrative functions for the Operations department, including: collecting, verifying, and submitting payroll, verifying and submitting invoices for approval, and other clerical work. 

• Executes the asset requisition process by completing all required steps for purchase ordering. 

• Tracks modifications to the Operations budget, including the execution of transfers of funds; communicates with the Finance department to ensure that budget numbers are accurately updated; discusses budgetary matters with supervisors as needed. 

• Receives and handles complaints related to Operations department, aiming to solve the issue rather than escalating. In the event that escalation is necessary, directs complaint to the proper staff member and assists in facilitating the issue. 

• Serves as a liaison between Operations department and other departments. 

• Compiles data for the monthly activity report, to be submitted to the board. 

• Tracks the community service requirement for public housing residents; compiles tracking list of community service; verifies fulfillment of requirement; composes and send letters notifying residents if they have not fulfilled the requirement. 

• Reviews, processes, and tracks damage claims submitted by residents of the Low Income Public Housing Program. 

• Maintains working knowledge of all processes and policies relating to the mail system; manages Pitney Bowles and postal service accounts; implements postal service policy changes (i.e. cost changes, new bar codes, etc); ensures that mail activities are in compliance with federal, state, and local regulations; consults with other departments and housing sites in regards to mass mailings; troubleshoots postage meter. 

• Performs ad hoc projects, including: managing data; responding to HUD proposals; drafting resolutions to send to the Board; simplifies HUD communications in order to post on HACP website; 

• Provide contract management and tracking support on centralized support contracts including records management, and other contracts as assigned. 

• Responsible for maintaining electronic and paper filing systems for the department. 

• Assists the Asset Manager in tracking compliance with PIC (HUD Public and Indian Housing Information Center) submission requirements. 

• Provides executive support to the COO including scheduling, preparing correspondence, coordinating meetings and communications, preparing reports, maintains critical tasks lists. 

• Performs other duties as assigned. 

Education and/or Experience 

Candidate must have a Bachelor’s Degree in business administration or related field from an accredited college or university supplemented by two (2) years’ experience in project management or other administrative experience or an equivalent combination of education, training and experience may be considered. Must possess a valid Pennsylvania driver’s license and be insurable under the Authority’s plan. 

Technical Skills 

To perform this job successfully, and individual must have knowledge of postal rules, regulations, and procedures. In addition, the employee should have strong computer skills (MS Word, Excel, and Outlook). Familiarity with meter scales and labeling machines is preferred. Must have the ability to learn other computer software programs as required by assigned tasks. 

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. To perform this job successfully, the employee is frequently required to remain in a stationary position. 

Daily movements include sitting; standing; operating computers and other office equipment; moving about the office; and attending onsite and offsite meetings. The employee must be able to communicate via email and verbally via telephone. The employee must occasionally transport up to 25 pounds. 

Work Environment 

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. 

Office environment. The noise level in the work environment is usually moderate. 

The Housing Authority of the City of Pittsburgh (HACP) provides equal employment opportunities (EEO) to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.