Hillsdale Housing Commission
45 N. West Street � Hillsdale, MI  49242
Phone: (517) 439-1210 � Fax: (517) 439-9577 � E-mail: mail@hillsdalehousing.org

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Maintenance Supervisor Job Description

The Executive Director shall provide day to day supervision of the Maintenance Supervisor. Whenever possible, the Maintenance Supervisor shall report to the Executive Director in any of the areas listed below. In the absence of the Executive Director, the Housing Commission or its designee shall supervise the Maintenance Supervisor. Wherever "Executive Director" is listed below, it is intended to mean the Executive Director, his or her designee, or in the absence of the Executive Director or his or her designee, the Housing Commission or the Housing Commission’s designee.

Observe all sections of the Hillsdale Housing Commission’s Maintenance Plan, which is hereby incorporated into this Job Description by reference.

Report major activities and areas of concern to the Executive Director. Provide verbal and/or written reports of activities and areas of concern to the Housing Commission during monthly meetings.

Interview contractors and maintain a list of qualified contractors to provide services. Provide current list of qualified contractors to Executive Director and Alarms Monitor on a timely basis. A "qualified" contractor is defined as follows:

• Contractor must provide proof of current general liability insurance coverage.
• Contractor must provide proof of current Worker’s Compensation coverage when required by law.
• Contractor must provide proof of current license when required by law.
• Contractor must complete IRS form W-3 when required by law.
• Contractor must include HUD Section 3 language in contract or execute the Housing Commission’s Section 3 Contract Rider.
• Contractor must be in good standing with the Housing Commission and able to perform quality services in a timely basis.
• Contractor’s firm may not appear on HUD’s Debarred, Suspended and Excluded Contractor List.

Inspect Commission building, grounds and equipment for required maintenance and schedule and perform repairs as necessary. Make necessary repairs on Housing Commission systems and equipment on a regular basis. Contact licensed contractors for repairs when licensed contractors are necessary. Report major defects to the Executive Director in a timely manner. Report emergency conditions to Executive Director at the earliest possible time.

Supervise Housekeeper and Alarms Monitor; develop work schedules and monitor performance.

Supervise contractor activities during and after repair. Follow up with contractors for additional repairs when necessary.

Assist Housing Commission and Executive Director in the preparation of grant applications and operating budgets.

Prepare vacant units for move-in on a timely basis as specified in the Maintenance Plan.

Maintain Commission lawn and grounds by mowing, trimming, weeding, and applying non-regulated fertilizer when necessary. Supervise tenant landscaping activities and make recommendations for placement of flowers, plants, shrubs, etc.

Clear away ice and snow on the public walks and parking lots on Housing Commission property adjacent to building.

Make purchases and place orders for items necessary to maintain Housing Commission equipment and property. All purchases made will comply with the procedures set forth in the Hillsdale Housing Commission’s Procurement Policy, and dispositions shall only be made as described in the Disposition Policy. Obtain written and/or oral bids for maintenance related products and services as directed by the Housing Commission and/or Executive Director.

Perform normal maintenance as listed on work orders for residents as listed in the Maintenance Plan. Maintenance personnel shall not work on tenants’ personal property during normal working hours without prior authorization from the Executive Director.

Provide building security by periodically checking and replacing, or when required by law, arranging for the replacement of (by a qualified contractor) the following:

• Smoke detectors (clean and make adjustments)
• Fire alarm system, fire extinguishers
• Emergency alarms
• Exterior and interior locks, doors, windows, etc.

Identify health and safety hazards and take necessary steps for their correction. Report health and safety hazards which cannot be corrected in a timely basis to the Executive Director.

Respond to emergencies (as defined in the Maintenance Plan) during normal working hours and after hours as scheduled. Determine when an emergency exists and respond. When necessary, assist in the evacuation of the residents from apartments and/or the building in the event of natural disaster.

Report safety and security incidents to the Executive Director.

From time to time, the Executive Director, his or her designee, members of the Housing Commission, or their designee, may request that Maintenance personnel perform additional duties not listed in this Job Description, provided that: 1.) The request is reasonable in that it would normally be considered to be within the scope of the Maintenance Supervisor’s routine scope of responsibilities; and, 2.) The Maintenance Supervisor shall have the right to refuse such tasks should he or she feel that the request is hazardous, dangerous, unethical, unlawful, and/or discriminatory. Such refusal shall be placed in writing, clearly stating the reason for refusal. If refusal of duties is not resolved to the satisfaction of the Maintenance Supervisor and/or Executive Director, either party shall have the right to request a hearing with the Housing Commission.

Attached Policies Referenced in this Document:

1. Hillsdale Housing Commission Maintenance Plan
2. Hillsdale Housing Commission Procurement Policy
3. Hillsdale Housing Commission Disposition Policy

Approved by the Hillsdale Housing Commission on February 04, 1999.