What are the responsibilities and job description for the Affordable Housing Eligibility Specialist position at Area Housing Authority of The County of Ventura?
BRIEF SUMMARY OF THE POSITION
Under the general supervision of the Property Management Supervisor, the Affordable Housing Eligibility Specialist performs a wide variety of technical and clerical work involving eligibility determination, application processing and maintenance of waiting lists for client participation in Federal and State Affordable Housing Programs, such as, Agency-Owned and Tax Credit housing programs; while also providing information and assistance to the public regarding housing programs and eligibility status, policies and procedures.
EDUCATIONAL AND EXPERIENCE REQUIREMENTS
Any combination equivalent to sufficient experience, training and/or education to demonstrate the knowledge and abilities listed below. Typically, this would be gained through:
- High school graduate and
- Two years federally-funded housing programs' experience and
- High-level bilingual Spanish/English written and oral skills and
- Possession of a valid Low-Income Housing Tax Credit Compliance Certification. If this certification is not currently held, it must be earned within one year of filling this position.
PREFERRED Education and Experience
- Business Administration or Public Administration; Real estate/Property Management; the Social Sciences/Humanities. Two years of course work in a closely related field may be substituted for one year of experience.
- Knowledge of Microsoft, Property or Office Management, Business Administration or Computer technology.
- Two years’ experience working in a public or private property business management environment having substantial interaction with property managers, maintenance staff and tenants.
- Yardi computer system.
- DHS/USCIS document system verification.
- Community organizations, other referral agencies and assistance resources availability.
ESSENTIAL FUNCTIONS OF THE POSITION (including but not limited to):
The following duties are normal for this position. This is not an all-inclusive list and the omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.
- Assists individuals and families to obtain help and information concerning their housing needs.
- Qualifies applicants and verifies eligible applicants for the AHA Housing Program waiting list for Federally-funded assisted housing, Agency Owned, HOME and Tax Credit communities.
- Maintains accurate records of the AHA Housing Program waiting lists and schedules applicants for interview and information sessions.
- Processes and determines applicant eligibility for housing programs.
- Maintains frequent communication with Site Managers to closely coordinate unit vacancy turnover.
- Maintains frequent communication with the Section 8 Eligibility Department to coordinate applicant processing for Project Based Voucher units.
- Full-time attendance in the assigned office with regular, reliable and predicable attendance.
- Be available during Agency business hours to meet client needs, coordinate with co-workers, attend face-to-face meetings, and handle day-to-day operations necessary for the position.
- Maintain an excellent customer service relationship with clients, vendors, co-workers and the general public.
- Performs a wide variety of general clerical work including the maintenance of accurate and detailed eligibility records, verifies accuracy and updates information, researches and documents discrepancies, and inputs information into a computer system.
- Markets available properties, as necessary.
- Remains up to date with appropriate rent rates for all properties to ensure accurate marketing.
- Accepts, reviews and processes applications; maintains the waiting list status and an adequate pool of qualified applicants for various housing programs.
- Conducts applicant interviews and briefings which include: conducting eligibility interviews with all applicants as they reach the top of numerous waiting lists to ensure they are eligible to participate in various housing assistance programs as well as scheduling orientation presentations to applicants. Presentations may be in a group or individually.
- Remains familiar with and consistently applies current regulations, policies and procedures of applicable housing programs.
- Maintains paper and computer records, reports and files of applicants accurately and confidentially per AHA policies and procedures.
- Calculates income in accordance to the regulations of each housing program.
- Withdraws applications of ineligible applicants from database and waiting lists.
- Files all related correspondence into appropriate client or program files.
- Processes RFTAs or other relevant documentation to ensure timely inspection of vacant units for assisted applicants.
- Corresponds with applicants orally and in writing.
- Creates and monitors monthly statistical reports for applicants in the various programs.
- Monitors period of time that units are vacant to ensure compliance with unit turnover timelines.
- Conducts background/credit checks on potential clients.
- Conducts DHS/USCIS, EIV and Megan’s Law’s verifications and landlord references.
- Assist with preparing for informal settlement meetings, grievance hearing and court cases.
- Perform other duties as assigned.
MARGINAL Functions Representative Tasks
- Serves as primary back-up to Site Management positions, as needed.
- Assists in gathering and finalizing of data for use at informal and formal hearings.
- Occasional assignments at the Public Housing, Agency Owned and Tax Credit properties.
KNOWLEDGE OF:
- Fair housing principles, practices and guidelines of Federal, State, and local agencies, for federally assisted housing management programs.
- General office skills, i.e. filing, accurate record keeping, telephone assistance, etc.
- Microsoft computer programs at intermediate level, particularly Word and Excel.
ABILITY TO:
- Communicate clearly and concisely in oral and written English and Spanish.
- Create documents in Microsoft WORD and Excel.
- Demonstrate excellent oral and written communication skills.
- Demonstrate high organizational skills, attention to detail and time management.
- Drive a vehicle for AHA business.
- Establish and maintain an effective record management system, including storage and retrieval.
- Exercise independent judgment while recognizing and establishing priorities.
- File all assigned documents within five days of receipt.
- Follow strict grant guidelines set forth by the Department of Housing and Urban Development, Internal Revenue Service, Housing and Community Development, local jurisdictions and community partners.
- Gather information, perform analysis; create and interpret reports and other data.
- Interview, evaluate and counsel potential and current program participants.
- Interpret and understand applicable laws, rules and regulations.
- Maintain cooperative working relationships with AHA staff, the general public, various governmental agencies, and contractors.
- Maintain prompt, polite and dependable responsiveness to others.
- Perform work employing the highest ethical standards.
- Present program briefings to individuals and small groups while communicating complex program guidelines to a lay audience.
- Read, understand, and become proficient in Federal and State mandated regulations and programs.
- Research, collect, compile and analyze research data and prepare easily understood and concise reports.
- Screen individuals on the basis of numerous regulations linked to various housing programs.
- Tactfully communicate difficult scenarios to individuals and families.
- Work under pressure, multi-task and meet schedule deadlines with minimal day-to-day supervision.
PHYSICAL WORK ENVIRONMENT
- Must possess and maintain a valid California driver’s license and current automobile insurance in accordance with California law, with a driving record acceptable to the AHA’s insurance Company.
- Travel to AHA properties/locations.
- The working environment will vary depending on the particular property when assisting Residents and Landlords.
- Operate and use mobile device for communications including phone calls and AHA applications.
WORKING ENVIRONMENT:
- Work schedule is Monday-Thursday 7:00 a.m. to 5:00 p.m.
- May need to work after hours, weekends, and holidays as needed
- Off-site property environments differ from location to location.
- Driving environment is contingent on the weather, traffic, road conditions, etc.
- New development/re-modernization projects may consist of new construction requiring the use of personal protective equipment, i.e. hard hats, closed-toe footwear.
- Busy office environment, subject to frequent interruptions
PHYSICAL ABILITIES:
Manual dexterity of hands and fingers to enter data into computer and to operate office equipment; speaking to exchange information; sitting or standing for extended periods of time; pushing, pulling or lift and carry objects up to 30 lbs.; bending and reaching to store and/or retrieve files.
Work schedule is Monday-Thursday 7:00 a.m. to 5:00 p.m.- May need to work after hours, weekends, and holidays as needed
