Housing Occupancy Specialist

Basic Function:

Process Initial/Applicant Recertifications, Annual Recertifications and Interim Recertifications.  Complete and submit required Recertification documentation to WHEDA and HUD. Complete work within the scope dictated by HUD, WHEDA, and Housing Authority.  Responsible for all functions necessary for computing tenant rent and maintaining tenant files.  The Executive Director supervises the position.  

Duties and Responsibilities:

1.     Provide support for housing program applications.  Support includes:

a.      Process applications according to LCHA; Resident Selection & ACOP Policies

b.     General Marketing of programs, which may include providing program information to the public, distribution of blank applications, assistance to applicants to complete forms, and refer specific property questions to the Property Manager.

c.      Maintenance of application waiting list and updates to applicable Forms

2.     Complete all required Certifications/Recertifications accurately 

a.      Set up schedule with perspective Move-In applicants.  Notify tenants that Recertifications are due

b.     Interview tenants to obtain information on income, assets, family composition and allowances, and Social Security numbers of all family members,interview process includes securing all required documentation signatures.

c.      Verify tenant’s income, assets and allowances

d.     Complete Form HUD-50059 and applicable HUD-worksheets, HUD 50058 and TrackPro forms.  Secure tenant signatures and submit to applicable agency.

e.      Notify tenant of any rent increase/decrease resulting from the Recertification.

f.      Develop and maintain system to efficiently complete Recertifications.

g.     Provide research and resources to answer questions any other staff member may have regarding Recertifications.

3.     Move-In Certifications

a.      Set up schedule to begin process of Certification for Move-In applicants provided by the Property Manager.

b.     Complete Certification process and produce “Move-In” packet for Property Manager.

4.     HUD/WHEDA reports to be completed as required by the applicable agency. 

a.      Provide support to the Administrative Accountant by completing reports in a timely manner.

b.     Produce “Tickler Lists” for Recertifications

c.      Develop and maintain written procedures for completing reports  

5.     Provide tracking relating to Certification/Recertification, examples may include 

a.      Program income tracking 30%, 50%, 60% of County Median Income.

b.     HUD, WHEDA, and LCHA program eligibility of family income at Move-in.

6.      Communication

a.      Build, develop, and maintain working relationships with local agencies, which may include, City Housing Authority, Social Services, and Homeless coalition, etc. 

b.     Build, develop, and maintain working relationships with prospective and current tenants.  

c.      Contribute to the Housing Authority Newsletter on a regular basis, which will provide Recertification information to the tenants, staff, and Board

7.     Maintain Tenant Files

a.      Maintain Tenant Files in a standardized format, Tenant File Order

b.     Produce and maintain written procedures for the Tenant File Order.

Knowledge, Abilities, Skills

1.     Conceptual Skills:

a.      The capacity to systematically understand the workings, strategies, problems, and solutions for completing Recertifications and related reporting.

b.     Must be a self-starter with excellent communication and decision-making skills

c.      Must have the ability to work with minimal supervision

d.     Knowledge of rental operations and public housing.

e.      Must have ability to research all available sources for clarification of Federal Regulations

f.      Ability to provide own transportation, mileage reimbursement provided as needed.

g.     Knowledge of federal, state, and local housing or social service agencies, and support services

h.     Considerable ability to be organized, and manage time effectively.

2.     Human Skills

a.      Be able to work with a diverse range of cultures; elderly, ethnic minorities, and persons with disabilities

b.     Have effective experience in written and oral communication.

c.      Ability to work with persons who are socially, and economically disadvantaged.

d.     Ability to work under pressure, and maintain a non-judgmental, and tactful attitude toward residents, public, and other employees.

e.      Be able to participate and operate in a team building work environment.

3.     Technical Skills – Be adapt in use of office equipment, including 

a.      Telephone and FAX, calculator, and copy & postage machine.

b.     Proficient with a computer, including Microsoft 365 Office Products.

Education and Experience

1.     A 2-year administrative, business, accounting degree, or experience equivalent.

2.     Must be a Certified Occupancy Specialist or have the ability to attain certification within 12 months.

3.     Experience working with the public using positive communication skills.

4.     Experience in team building participation is a plus.

I, ____________________________, have read, and understand the description of my job responsibilities.  Due to the nature of my job having a master key to Resident’s homes, I authorize the LCHA to do a criminal background check on me. 

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Occupancy Specialist                                                 Date

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Executive Director                                                     Date