Job description of the head of the housing and communal services department

Sample job description for HOA manager

Basic provisions

1. The HOA manager is hired and fired by decree of the chairman of the HOA board.
2. The manager reports to the chairman of the HOA board.
3. The HOA manager must meet the following requirements:
   completed secondary (higher) education;
4. work experience in the field of operation of an apartment building for at least two years;
5. also meet other criteria established in current legislation.
6. In case of temporary absence of the manager (treatment, business trip, etc.), his functions, by order of the chairman of the HOA board, are transferred to another person.
7. The manager is subordinate to the operation service employees (cleaner, electrician and others, according to the established staffing table).
8. The HOA manager must understand the following issues:
   provisions of the Housing Code of the Russian Federation and other norms defining the procedure for the activities of the HOA;
9. features of managing an apartment building and interaction with its residents;
10. rules for document management in HOAs;
11. features of the location of the HOA;
12. characteristics of the infrastructure and interior of the house;
13. rules for working with specialized technical documentation;
14. principles of representing the interests of the HOA in communication with third parties;
15. criteria for assessing the performance of subordinates;
16. sanitary standards, labor protection rules, and safety standards relevant to HOAs;
17. basics of economic functioning of HOAs.
18. The HOA manager is guided by:
    sections of the Housing Code of the Russian Federation, as well as other relevant laws and regulations;
19. HOA documentation, including the Charter;
20. current administrative acts;
21. provisions of this instruction.

Functions

The HOA manager is responsible for:

1. Conducting preventive inspections of the HOA territory.
2. Interaction with members of the HOA within the limits of their competence.
3. Monitoring current meter readings (water, electricity, etc.), as well as monitoring the condition of seals on devices.
4. Informing the HOA board on the current state and prospects of infrastructure and other components of the house.
5. Maintain documentation within the scope of your responsibility.
6. Signing contracts on behalf of the HOA within its powers.
7. Guidance of subordinates in matters of carrying out work in the house and in the surrounding area.
8. Procurement of materials and tools necessary for the activities of subordinates.
9. Selection of third-party organizations to carry out work necessary for the HOA.
10. Monitoring the maintenance of sanitation, fire and technical safety parameters on the HOA territory, as well as taking measures to eliminate detected deficiencies.
11. Participation in the activities of HOA commissions.
12. Providing residents with up-to-date information on the activities of the HOA.
13. Monitoring the activities of third-party organizations (garbage removal, routine repairs, etc.).
14. Current accounting of resources consumed by the HOA.

Responsibility

The HOA manager can be held liable for:

1. Damage incurred by the HOA due to its activities is in accordance with the current provisions of the regulatory framework.
2. Disclosure of internal information to third parties - within the limits specified in the relevant sections of the law.
3. Failure to perform one’s professional functions as enshrined in this instruction is within the limits specified in labor legislation.
4. Violations of laws and regulations committed during the performance of work duties - in accordance with the provisions of the current regulatory framework.

Rights

The HOA manager is vested with the following powers:

1. Represent the HOA (including by proxy) in relations with third-party organizations.
2. Demand assistance in the performance of labor functions from HOA employees within their competence.
3. Participate in HOA board meetings on aspects of current activities.
4. Receive data necessary for work from the HOA board.
5. Propose to the board measures for punishment, reward and personnel transfers in relation to subordinates.
6. Suspend subordinates from work for a certain period of time if they violate parameters in the field of labor discipline, compliance with sanitary standards and safety rules.
7. Manage the resources of the HOA within its competence.
8. Receive compensation from the HOA for expenses, in a pre-agreed amount, incurred in the performance of its functions.
9. Have access to a special room with the necessary office equipment and materials used in their work.
10. Exercise other powers established in the employment contract and current legislation.

Employee rights

The head of the housing maintenance department has the right:

3.1. Request and receive the necessary information and documents related to the issues of its activities.

3.2. Make proposals to the immediate supervisor to improve work related to the responsibilities provided for in this job description.

3.3. Give orders to subordinate employees and monitor their execution.

3.4. Report to your immediate supervisor any violations identified during the work process and make proposals for their elimination.

3.5. Make proposals for the hiring, dismissal and relocation of employees.

3.6. Require the management of the enterprise to provide assistance in the performance of their professional duties and the exercise of rights.

3.7. For all social guarantees provided for by law.

3.8. Other rights provided for by labor legislation.

Aspects of the job description

The structure and other parameters of the job description are not enshrined in current legislation, so employers rely on standard document samples and office work principles. In accordance with them, instructions can be created in two types: standard and extended.

Standard instruction format:

• General section.
• Profile functions.
• Official powers.
• Parameters of possible liability.

This document format is most popular in medium and small organizations, as well as for describing the characteristics of mass professions.

In large organizations with numerous employees with varied tasks, the extended format is popular. It can add to the four standard sections:

• Features of the work.
• Performance evaluation criteria (KPI).
• Parameters for changing instructions.
• Prohibition on certain actions.

The extended option allows you to document many aspects of work activity, but reduces the flexibility of employees and their bosses.

Attention! The provisions of the instructions should not conflict with the parameters of the employment contract, which is considered the defining document for official relationships.

Main section

Main tasks of the section:

• Describe the general parameters of the employee’s activities.
• Fix the requirements for the qualifications of the applicant for the position, which will allow you to select employees of the appropriate level.

If the position provides for any specific requirements (medical examination, license, need for instruction on labor protection, etc.), then they are given in this part.

Functions

The manager's responsibilities specified in this section may vary slightly depending on the characteristics of the organization where he works. But this applies only to auxiliary duties - core duties remain unchanged. Management of subordinates, representation of the employer in contacts with other organizations and other similar characteristics are prescribed in any instructions for top managers.

The functions of compliance with fire safety rules, labor protection standards, document flow standards are separately specified - they are mandatory for almost any profession.

Attention! The characteristics of many professions are given in the relevant professional standards and sections of qualification reference books. Thus, the main parameters for the management of an HOA can be taken from professional standard 16.018, which describes the activities of the manager of an apartment building.

Responsibility

The process of bringing a manager to justice can take place in an administrative (within the organization) or judicial format, with the involvement of witnesses, lawyers, etc. In both options, the penalty is determined on the basis of the current regulatory framework, which has a significant scope and complexity. This circumstance prevents its full inclusion in the job description, therefore, in the section, potential responsibility is stated in a general form, with a small number of details.

Rights

Managers manage material resources, represent the organization in relations with third parties, and manage subordinates. All these powers, in the most comprehensive form possible, are described in this section. If the manager is provided with additional benefits (compensation for cellular communications, transportation costs, etc.), then they can also be described in this part.

Persons in managerial positions, such as the manager of an HOA, not only manage the activities of their subordinates, but also manage significant amounts of resources. Their illiterate actions can not only lead to damage to the organization, but also lead to its liquidation. A well-drafted job description, with its requirements for the qualifications and level of the manager, helps reduce personnel risks. To do this, it must go through a certain approval procedure. First of all, it is checked for:

• compliance with legal standards, in particular the provisions of labor legislation;
• absence of contradictions with internal rules and documents of the organization;
• compliance with the professional characteristics of a particular specialty.

The verification process includes consultations with a lawyer, the head of the HR department, and deputy heads of the organization. After the approval of the instructions has been successfully completed, the collection of signatures begins, taking place in accordance with the rules of internal records management. The final signature is placed by the employee for whom the instructions were created, agreeing with its provisions.

Job responsibilities of the employee

The head of the housing maintenance department is obliged to:

2.1. Ensure the maintenance of the housing stock entrusted to him in technically sound condition in accordance with the rules and technical operation of the housing stock.

2.2. Ensure the proper and uninterrupted operation of engineering devices and equipment of residential buildings, compliance with sanitary and fire safety rules, performance of work necessary for the normal operation and safety of the housing stock.

2.3. Ensure timely preparation of residential buildings for the heating season.

2.4. Organize and regularly conduct technical inspections of residential and non-residential buildings and premises in the housing stock entrusted to him.

2.5. Organize work to ensure timely payment of rent by the population.

2.6. Reception of the population on established days and hours.

2.7. Ensure the preparation, preparation and timely submission of reports.

2.8. Ensure timely preparation of calculation-based requests for material and technical supplies.

2.9. Ensure timely receipt, organization of storage and rational use of equipment, inventory, construction and other materials, etc.

2.10. Organize regular inspections and scheduled preventative repairs of housing stock, elimination of malfunctions and accidents of home equipment. Determine the scope of work, the need for material, technical and labor resources, and the cost of work.

2.11. Ensure the implementation of economic and financial plans.

2.12. Inform the head of the enterprise about all vacated residential and non-residential premises and do not allow the occupancy of these premises without a lease agreement.

2.13. Ensure proper maintenance of external landscaping elements, cleaning and cleaning of buildings and territories of households, involve the population in landscaping, landscaping and sanitary maintenance of courtyards and adjacent areas assigned to the housing maintenance site.

2.14. Monitor the improvement of territories and their sanitary cleaning, cleaning of common areas in buildings, control over the preservation of green spaces.

2.15. Ensure periodic inventory of property located in residential buildings.

2.16. Provide your immediate supervisor with information about possible disruptions to planned targets and situations that could worsen performance.

2.17. Respond in a timely manner to complaints, statements and appeals from citizens living in the serviced housing stock, ensure compliance with their legal requirements regarding the maintenance and operation of the housing stock.

2.18. Take measures prohibiting citizens living in serviced housing stock from remodeling residential premises and equipping them with additional appliances without the appropriate permits and approvals.

2.19. Conduct explanatory work among citizens living in serviced housing stock on the correct technical operation of the housing stock.

2.20. Monitor compliance by employees with labor discipline and compliance with labor safety rules.

2.21. Make proposals to encourage department employees, assign them qualification categories, as well as impose penalties on violators of labor discipline.

2.22. Organize work to improve the qualifications of department employees.

2.23. [Other responsibilities].