Intake Coordinator/Program Specialist

Responsible for intake, eligibility verification, resident coordination, managing tenant relocation, review and approval of invoices, maintenance of files and databases, program outreach and coordination of storage and/or special needs for housing and Community Development Programs. Work is performed under the supervision of the Deputy Development Officer for Housing, Community Development and Neighborhoods. No supervision is exercised over other employees. 

• Responds to public inquiries and questions regarding programs and eligibility.  Maintains program waiting lists.
• Assists property owners, tenants and program applicants to complete program applications and with obtaining documentation necessary for income certification and determination of program eligibility.
• Intakes and qualifies individuals for eligibility for departmental programs, including income certifications in accordance with HUD guidelines, and refers eligible applicants to program manager for implementation.
• Maintains accurate files and databases for each program, applicant, property, and tenant. 
• Assists with tracking accomplishments and preparation of reports necessary for long-term compliance for grant funded projects. Conducts periodic file/database reviews to ensure compliance with program checklists, reporting requirements and assists with monitoring/audit preparation of files. 
• Reviews grantee, subrecipient, and/or vendor invoices and supporting documentation for accuracy, schedules progress inspections, verifies permits, and makes payment recommendations to the Project/Program Manager. Communicates deficiencies and/or additional requirements to grantees necessary for payment approval. 
• Prepares program and/or grant agreements and amendments for departmental programs, including review of all attachments for accuracy. 
• Communicates project updates and progress to property owners and tenants and assists program manager(s) with homeowner and contractor mediations, as necessary
• Assists with temporary relocation notifications and arranges relocation for tenants temporarily displaced by housing rehabilitation, assists in arranging storage for occupants and coordinates response to property owner or tenant regarding special needs.
• Conducts programmatic outreach in coordination with program/project managers, including tabling at community events, facilitating mailings/email blasts, coordinates ad placement and drafts marketing materials. 
• Coordinates purchaser lotteries for new construction projects, including intake and review of applications for eligibility, corresponds with applicants to get necessary documents, maintains queue of buyers, assists with outreach and preparing notifications/communications associated with the lottery, and collects all necessary pre-sale documents in coordination with the purchaser. 
• Maintains contractor databases, including contractor outreach, intake of contractor eligibility documents and annual review of list and correspondence regarding eligibility.
• Coordinates payment sign-off and pick-up with homeowners, tenants, vendors and/or contractors as necessary
• Assists with front office coverage, as necessary
• Performs related work as required.

• Knowledge of how the housing industry operates, including the application of these methods to municipal policies.
• Strong ability to connect and partner with culturally diverse program participants.
• Ability to express oneself clearly and concisely, orally and in writing.
• Strong problem-solving skills.
• Ability to work independently.

• Associates degree in public administration, non-profit administration, social services or a related field and two (2) years of relevant experience; OR any equivalent combination of four (4) years of education and/or relevant experience.
• Bilingual preferred. 

Salary : $51,060 - $66,405