SUMMARY:

This position is primarily responsible for performing a variety of administrative, clerical, and data entry functions related to the tenants’ participation in the Housing Authority’s rental assistance programs, in accordance with local and federal policies and procedures by performing the following duties.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Core duties and responsibilities include the following. Other duties may be assigned.

• Schedules intake interviews with portable voucher holders and explains program regulations. Maintains portability files and computer database.
• Review initial applications for housing assistance and interview applicants to determine eligibility for voucher programs. Obtain and update information on household income and family status.
• Advises applicants of eligibility or explains reasons for non-eligibility and procedures for appealing determinations.
• Creates and maintains paper and electronic files for all applicants. Maintains digitally scanned records required to track program participants, and to generate housing assistance payments.
• Prepares briefing packets, assists with client briefings, and issues Housing Vouchers.
• Negotiates rent, approves leases and prepares contracts for initial lease-ups.
• Requests inspections of newly assisted voucher units; distributes annual recertification inspection reports to inspectors for scheduling.
• Manages contacts with rental property owners on behalf of the Authority and applicant to obtain information on rental fees and utility costs; negotiations for lease and contract terms; and fair market rent determinations.
• Completes preparation, types, and distributes letters, leases, contracts, forms, and reports related to program administrative activities. For the Voucher Program, manages the preparation of the addendums to owner's lease; reviews and approves subsidy payments to owners; manages the preparation of Housing Assistance Payment Contracts between property owners and Authority; and manages scheduling of new contracts for payment.
• Prepares related correspondence and follows up to ensure landlords return information and documents required.
• Assists with briefings and voucher issuance.
• Advises participants of program requirements.
• Determines participant’s continued eligibility and calculates family rent contributions for annual re-certification and interim income changes reported by program participants.
• Generates amendments and other related correspondence to landlords and participants. Ensures that clients complete and sign required documents and forms.
• Explains procedures for appealing determinations.
• Refers questionable cases to superior for disposition.
• Tracks the contract renewal status of participants involved in annual recertification, so that contract renewal is finalized, or Manager of Tenant & Landlord Services is aware of contract status, by the time of check issuance.
• Generates correspondence to landlords and participants, reminds them of renewal requirements and deadlines; and specifies consequences of non-compliance.
• Initiates contract termination procedure when applicable.
• Responds to participant and landlord inquiries, complaints, or problems and provides standard information on housing assistance program requirements and procedures.
• Refers non-standard questions and unresolved complaints and problems to superiors for disposition.
• Responds to inquiries from program participants regarding moving, including transfers to other housing authorities, and initiates the administrative processes for moves and transfers that occur.
• Maintains tenant participant files, includes documentation of conversations and actions taken.
• Serves as receptionist for the Authority in the absence of regular receptionist. Performs clerical tasks as required. These include greeting the public, answering Authority telephones at the front desk, managing incoming and outgoing mail, sorting and distributing incoming mail.

SUPERVISORY RESPONSIBILITIES:

This job has no supervisory responsibilities.

COMPETENCIES:

To perform the job successfully, an individual should demonstrate the following competencies:

• Technical Skills - Assesses own strengths and weaknesses.
• Customer Service needs, manages difficult or emotional customer situations; responds promptly to customer needs; responds to requests for service and assistance; meets commitments.
• Interpersonal Skills - Focuses on solving conflict, not blaming; maintains confidentiality; listens to others without interrupting; keeps emotions under control. Oral Communication - Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; responds well to questions. Serves with empathy and respect.
• Written Communication - Writes clearly and informatively; edits work for spelling and grammar; varies writing style to meet needs.
• Teamwork - Contributes to building a positive team spirit.
• Diversity - Shows respect and sensitivity for cultural differences.
• Ethics - Treats people with respect; keeps commitments.
• Organizational support - Follows policies and procedures; completes administrative tasks correctly and on time.
• Planning/Organizing - Prioritizes and plans work activities; uses time efficiently.
• Professionalism - Approaches others in a tactful manner; reacts well under pressure; treats others with respect and consideration regardless of their status or position; accepts responsibility for own actions.
• Quality - Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality.
• Quantity - Meets productivity standards; completes work in a timely manner; strives to increase productivity; works quickly.
• Adaptability - Adapts to changes in the work environment.
• Attendance/Punctuality - Consistently at work and on time; ensures work responsibilities are covered when absent.
• Dependability - Follows instructions, responds to management direction; takes responsibility for own actions.

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION AND/OR EXPERIENCE:

One year certificate from college or technical school; or three to six months related experience and/or training; or equivalent combination of education and experience.

LANGUAGE SKILLS:

Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.

MATHEMATICAL SKILLS:

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

REASONING ABILITY:

Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.

COMPUTER SKILLS:

To perform this job successfully, an individual should have knowledge of: Database Software (Access); Internet Software; Spreadsheet Software (Excel); Word Processing Software (Word); and Electronic Mail Software (Outlook).

OTHER SKILLS, ABILITIES, AND QUALIFICATIONS:

• Ability to effectively communicate complex requirements to clients and to obtain personal, detailed information affecting the participant’s eligibility.
• Ability to establish and maintain effective working relationships.
• Ability to complete and maintain detailed program records and to perform basic math calculations with considerable accuracy.
• Considerable typing and computer data entry skills.
• General knowledge of housing program regulations and administrative procedures.
• Ability to speak/understand conversational Spanish preferred but not required.

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.

While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee is frequently required to use hands to finger, handle, or feel. The employee is occasionally required to stand; reach with hands and arms; stoop, kneel, crouch, or crawl; and walk.

The employee must occasionally lift and/or move up to 10 pounds.

Specific vision abilities required by this job include close vision.

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.

The noise level in the work environment is usually moderate.

Job Type: Full-time

Pay: $42,800.00 - $53,500.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Experience level:

• 1 year
• 2 years

Schedule:

• Monday to Friday

Education:

• High school or equivalent (Required)

Work Location: In person