Central Maintenance & Modernization Specialist

DISTINGUISHING FEATURES OF THE CLASS 

The Maintenance and Modernization Specialist performs a combination of analytical, managerial, and administrative duties in support of a housing authority’s central maintenance and modernization efforts. Under the general supervision of departmental leadership, the analyst conducts assigned studies, reviews pay applications, tracks project budgets, and performs cost analyses to ensure efficient operations. The analyst also supports administrative functions, including work order management, dispatching, and coordinating extermination services. This position is vital to maintaining both project oversight and administrative efficiency. Does related work as required.

This position is an Open-Competitive Onondaga County Civil Service position and if hired, continued employment will be contingent on qualifying for, successfully passing, and reachability off the applicable Onondaga County Civil Service Exam.

After a conditional offer of employment, a favorable background check, verification of education and work history, and illegal drug screening must be completed prior to starting employment. Proof of identity and legal work authorization will also be required.

TYPICAL WORK ACTIVITIES

• Reviews contractor pay applications for accuracy and compliance with contractual agreements.
• Tracks project budgets and payments, ensuring that expenditures align with approved budgets.
• Conducts cost analyses and provides recommendations based on financial reviews.
• Schedules and coordinates meetings related to maintenance and modernization projects; records and distributes meeting minutes.
• Assists with procurement activities, including research, bidding, and tracking contract deliverables.
• Analyzes data and prepares reports related to project progress, budget utilization, and performance metrics.
• Supports work order management, including dispatching tasks to field teams and monitoring completion.
• Coordinates the extermination needs of all housing authority properties, communicating schedules to residents and staff.
• Maintains contract files and organizes project documentation, ensuring easy access to important records.
• Conducts research, drafts reports, and provides regular updates to management on project and operational progress.
• Coordinates with vendors and contractors to ensure timely completion of work and compliance with regulatory standards.
• Prepares and submits periodic reports for review by departmental leadership and other stakeholders.
• Responds to public inquiries, records complaints, and directs them to appropriate personnel.
• Dispatches field personnel and communicates work orders via radio, telephone, or electronic systems.
• Records and tracks communication between field units and department supervisors, ensuring clear transmission of information.
• Manages administrative files, including complaint forms, work logs, and project records.
• Prepares "before and after" documentation for project oversight and ensures compliance with City of Syracuse code.
• Recommends modifications to procedures or contracts based on ongoing evaluations and feedback.
• Coordinates on-site meetings with city officials, contractors, and SHA representatives to detail necessary corrections.

FULL PERFORMANCE KNOWLEDGES, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS

• Working knowledge of effective organizational and management principles and practices.
• Ability to review pay applications, analyze project budgets, and conduct cost-benefit analysis.
• Strong proficiency in managing administrative tasks such as work order management and dispatching.
• Familiarity with municipal code and regulatory standards governing housing authorities.
• Excellent communication skills, both oral and written, with the ability to present information to stakeholders.
• Ability to gather and organize relevant data for analysis and reporting.
• Ability to manage and prioritize multiple tasks effectively in a fast-paced environment.
• Proficiency in office software, including word processing, spreadsheets, and database management.
• Attention to detail in managing contracts, files, and administrative tasks.

MINIMUM QUALIFICATIONS

Open Competitive:

A. Graduation from a regionally accredited college or university with a baccalaureate degree in business administration, public administration, or a related field; or,

B. Four (4) years of paraprofessional or professional-level work experience in project management, data analysis, or administrative support, or its part-time equivalent; or,

C. An equivalent combination of training and experience as defined by the limits of (A) and (B).