Housing Specialist

PURPOSE OF CLASSIFICATION :

The purpose of this classification is to assist the Community Improvement Manager with the administration and coordination of housing programs and related activities under the Community Development Block Grant (CDBG) and State Housing Initiatives Partnership (SHIP) Program. The position also ensures compliance with federal, state, and local regulations governing affordable housing rehabilitation and community development activities.

The following duties are normal for this position. 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.

Program Housing Administration:

• Assists the Community Improvement Manager with program activities and communication with contractors, applicants, members of the general public, and City staff.

• Meets with applicants to review and verify housing program applications.

• Prepares and maintains case files, financial records, and project documentation for applicant files.

• Processes program applications, verifies information, and calculates household income to produce an Income Certification.

• Prepares and issues correspondence requesting updated or missing documentation for applicant files.

• Attends training (webinars/in-person) to stay current with housing program regulations and procedures.

Construction Administration:

• Requests Lead-Paint Inspections for pre-1978 properties receiving eligible improvements.

• Coordinates property inspections with homeowners and Home Inspection vendors/providers.

• Prepares and issues bid packages, reviews contractor bids, and tabulates costs.

• Prepares Contractor and Case Recommendation Memos for the Community Improvement Manager.

• Prepares construction and loan documents, including agreements, notices, mortgages, and conference reports.

• Conducts the Pre-Construction Conference and ensures all documents are executed, notarized, and distributed.

• Records mortgages, requests expedited permit reviews, and processes change orders.

• Acts as a liaison between the homeowner and contractor.

• Reviews contractors', vendors', and title companies' pay requests, verifies inspections, collects releases, and processes payments.

• Maintains a database on contractors with current licenses, certifications, exemptions, and other required documentation.

• Reviews and processes purchase and rehabilitation documentation.

• Communicates with first-time homebuyers, realtors, lenders, home inspectors, insurers, surveyors, and title companies, explaining program guidelines and requirements.

• Reviews purchase contracts, requests inspections, and other construction-related documents.

• Prepares Purchase Assistance Mortgage and closing documents.

• Reviews Closing Statements and ensures all required documents are received and recorded.

• Monitors cases for mortgage maturity, payoffs, subordinations, and satisfaction.

• Reviews payoff and subordination requests and provides recommendations to the Community Improvement Manager.

• Assists with the procurement process and verifies the accuracy of bids, invoices, and payment requests.

• Assists with HUD Environmental Reviews, Section 3, Davis Bacon, onsite monitoring, and audits.

• Maintains program tracking sheets and reports.

• Provides information to stakeholders related to the division’s housing programs and records.

• Performs general clerical tasks, which may include answering telephone calls, greeting visitors, making copies, and other duties as assigned.
• Carries out all responsibilities in accordance with the City’s policies and applicable federal and state laws and regulations. 
• Performs other related duties as required.

• Bachelor’s degree from an accredited college or university with major coursework in business administration, public administration, or a related field.

• Two (2) years of progressive experience and/or training in CDBG or SHIP grants, banking, or a related field.

• Knowledge of the construction sector is desirable.

• Possession and maintenance of a valid Florida driver’s license and a clean driving record.

PREFERRED QUALIFICATIONS

• Experience administering federal or state housing programs, including CDBG and SHIP, beyond the minimum requirement.

• Certification in housing rehabilitation, grant management, or related program administration.

• Familiarity with construction cost estimating, residential building codes, or project inspection processes.

• Proficiency with housing program software, grant management systems, or database reporting tools.

• Strong knowledge of federal, state, and local regulations related to housing, community development, and affordable housing programs.
  

COMMUNICATION COMPETENCIES

• Clearly communicates Department and City goals, policies, strategic plans, and key information to employees, peers, and the public using various platforms, including email, social media, and in-person interactions.

• Effectively interacts with supervisors, employees, other departments, contractors, engineers, utility companies, vendors, outside agencies, and the public to coordinate work activities, review project status, exchange information, and resolve issues.

• Accurately receives, interprets, and delivers messages and information promptly to the appropriate individuals.

• Prepares clear, accurate, and thorough written records, reports, and correspondence.

• Understands and follows oral and written instructions, completing assigned tasks with minimal supervision.

• Quickly and accurately interprets and acts on brief oral and written instructions on moderately complex matters.

• Establishes and maintains professional, cooperative, and effective working relationships with supervisors, coworkers, customers, other departments, government and regulatory agencies, and the public.

• Demonstrates active listening, diplomacy, and adaptability in all forms of communication to promote understanding and positive outcomes.

KNOWLEDGE, SKILLS AND ABILITIES (K.S.A.'s)

• Knowledge of Florida public records laws, office procedures, and administrative practices.
• Skill in data entry, computer applications, and the operation of standard office equipment.
• Strong analytical, organizational, and problem-solving skills.
• Effective verbal and written communication skills, including basic mathematical competency.
• Ability to work independently and collaboratively while managing multiple tasks and meeting deadlines.
• Ability to demonstrate professionalism, respect, and a positive attitude in high-pressure or challenging situations.
• Ability to follow instructions and maintain effective working relationships with staff, contractors, and the public.
• Ability to understand investment accounts and related distributions.
• Detail-oriented, patient, and compassionate in interactions and task execution.

PHYSICAL AND SENSORY REQUIREMENTS Physical Ability: 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, talk, hear, and use hands to finger, handle, or feel. The employee is frequently required to walk and reach with hands and arms. The employee is occasionally required to stand, stoop, kneel, or crouch. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.

The employee may also be required to:

• Conduct on-site visits to residential properties and community development project locations.
• Walk on uneven terrain or access areas with limited mobility during field inspections.
• Operate a motor vehicle for local travel to meetings, inspections, or program-related activities.

Sensory Requirements: Some tasks require the ability to perceive and discriminate colors or shades of colors, sounds, and visual cues or signals. Some tasks require the ability to communicate orally.

If interested, please apply here: https://www.governmentjobs.com/careers/boyntonbeachfl/jobs/5153050/housing-specialist