Occupancy Specialist

OCCUPANCY SPECIALIST (FULL-TIME)

Job Description

Position Summary

The Occupancy Specialist is responsible for processing applicants for the Public Housing (PH), Housing Choice Voucher (HCV), WHEDA, Low-Income Housing Tax Credit (LIHTC), and Project-Based Voucher (PBV) Programs. The position administers applicable waiting lists, determines applicant eligibility, and assists with the placement of eligible families into available housing in accordance with HUD regulations, applicable federal and state requirements, and Sheboygan Housing Authority (SHA) policies and procedures.

The Occupancy Specialist is responsible for ensuring that assigned activities are administered accurately, consistently, fairly, and in accordance with established Agency policies and applicable program requirements. The position contributes to the Agency's compliance with HUD requirements and supports satisfactory performance under applicable HUD assessment and monitoring systems.

Essential Duties and Responsibilities

The duties listed below are representative of the types of work performed in this position. The omission of specific duties does not exclude them from the position when the work is similar, related, or a logical assignment associated with the position. The employee may be required to perform other related duties as assigned.

Applicant Processing and Eligibility

• Distributes, accepts, reviews, and processes applications for applicable housing programs.
• Interviews applicants and explains program requirements, eligibility criteria, application procedures, waiting list processes, and applicable Agency policies.
• Assists applicants with completing required forms and identifying required supporting documentation.
• Reviews applications and supporting documentation for completeness and accuracy.
• Obtains, verifies, and calculates income, assets, and other financial information to determine eligibility in accordance with applicable program requirements.
• Prepares and sends written requests for income and other required verifications.
• Requests additional documentation or verification from applicants, references, employers, financial institutions, other agencies, or other appropriate sources when necessary.
• Ensures required third-party and independent verifications are obtained, documented, and maintained in a timely manner.
• Verifies family composition, preferences, income, citizenship or eligible immigration status, and other applicable eligibility factors.
• Determines applicant eligibility and provides written notification of eligibility or ineligibility in accordance with HUD regulations and Agency policy.
• Identifies circumstances that may indicate a need for a particular unit size, housing type, reasonable accommodation, or other specialized housing consideration and refers the matter to the appropriate staff member when necessary.
• Meets with and counsels applicants and participants regarding program-related questions, concerns, and issues within the scope of the position.
• Handles applicant concerns regarding application processing, waiting list placement, program requirements, and eligibility determinations in a professional, objective, and impartial manner.

Waiting List and Leasing Activities

• Maintains accurate and current applicant information in the appropriate computer systems.
• Administers assigned waiting lists in accordance with HUD regulations and Agency policies and procedures.
• Verifies waiting list preferences and other qualifying factors as applicable.
• Refers eligible applicants to appropriate housing programs and available units based on established procedures, eligibility, bedroom size, preferences, and available vacancies.
• Ensures a fair, consistent, and impartial process for selecting and referring applicants for available units.
• Periodically reviews applicant files and updates applicant information as required.
• Places applicants who fail to respond to required correspondence or requests for information into inactive status in accordance with Agency policy.
• Works with the Maintenance Department and other appropriate staff to monitor vacant unit turnaround times and support timely leasing of available units.
• Conducts move-in inspections as assigned.
• Prepares Housing Choice Voucher briefing packets, conducts voucher briefing meetings, and issues vouchers in accordance with program requirements.

Resident Accounts and Administrative Duties

• Receives rent and other payments from residents, issues receipts, posts transactions, and prepares deposits in accordance with Agency procedures.
• Posts daily transactions, including additional charges, security deposits, and other resident account activity, and verifies that transactions are accurately recorded.
• Prepares and sends correspondence to former tenants regarding outstanding balances owed to the Housing Authority.
• Tracks deadlines related to outstanding tenant balances and enters qualifying past-due accounts into the appropriate tax intercept system.
• Receives and documents routine and emergency maintenance calls and work requests and refers them to the appropriate Maintenance Department personnel.
• Answers telephone calls, screens calls, greets visitors, determines the nature of their business, and directs visitors to the appropriate staff member.
• Responds to general inquiries from applicants, residents, employees, and members of the public and provides information regarding Agency programs and procedures within the scope of the position.
• Refers calls, visitors, and questions to appropriate staff members when necessary.

Housing Specialist Support

• Assists Housing Specialists with annual reexaminations, interim changes, and other occupancy-related activities as needed.
• Provides support with applicant and participant files, documentation, verifications, and other assigned occupancy functions.

Confidentiality, Compliance, and Professional Responsibilities

• Maintains the confidentiality and security of applicant, resident, employee, and Agency information and records.
• Maintains accurate, complete, and timely documentation in accordance with HUD requirements, Agency policies, and applicable record-retention requirements.
• Maintains a high level of professionalism when working with applicants, residents, employees, landlords, service providers, and members of the public.
• Consistently follows Agency policies and procedures and applicable federal, state, and local laws and regulations.
• Uses Agency property, equipment, supplies, records, and other resources responsibly and appropriately.
• Performs other duties and responsibilities as assigned.

Knowledge, Skills, and Abilities

• Working knowledge of federal, state, and local laws, rules, regulations, and Agency policies and procedures applicable to Public Housing, Housing Choice Voucher, WHEDA, Low-Income Housing Tax Credit, and Project-Based Voucher Programs.
• Knowledge of program eligibility requirements and occupancy requirements applicable to assigned programs.
• Knowledge of applicable landlord/tenant laws and requirements.
• Knowledge of interviewing techniques, documentation requirements, and recordkeeping practices.
• Ability to interpret and apply moderately complex regulations, policies, procedures, and written instructions.
• Ability to make routine decisions within established policies, procedures, and regulatory requirements.
• Ability to explain program requirements and procedures clearly, accurately, objectively, and impartially.
• Ability to communicate effectively and courteously with individuals from diverse backgrounds and with varying levels of education, ability, and experience.
• Ability to conduct effective interviews and gather, document, and evaluate information accurately.
• Ability to recognize when information has been misunderstood and adjust communication methods as necessary.
• Ability to maintain accurate records and complete required documentation in a timely manner.
• Ability to perform mathematical calculations necessary to complete assigned duties.
• Ability to prepare clear and concise correspondence, reports, and other written materials.
• Working knowledge of Microsoft Word, Excel, and other applicable computer software and Agency systems.
• Ability to operate standard office equipment, including telephones, computers, copiers, scanners, and fax machines.
• Ability to establish and maintain effective working relationships with applicants, residents, landlords, coworkers, supervisors, and outside agencies.
• Ability to deal effectively with situations requiring patience, tact, diplomacy, and sound judgment.
• Ability to organize, prioritize, and manage multiple responsibilities and deadlines.
• Ability to maintain confidentiality and exercise discretion when handling sensitive information.

Other Requirements

• Must possess a valid driver's license and maintain a satisfactory driving record when driving is required as part of the position.
• Must provide proof of required vehicle insurance.
• Must be available for occasional overnight travel for training, conferences, and other Agency-related activities.
• Must maintain the highest degree of confidentiality regarding applicant, resident, employee, and Agency information.
• Must maintain regular and punctual attendance.

Required Certifications

The following certifications must be obtained within one (1) year of employment, or within another allowable period approved by the Executive Director:

• Effective Interviewing for Program Integrity
• Occupancy Standards
• Rent Calculation
• Fair Housing
• Tax Credit Certification
• Additional training as needed

Pay: From $20.07 per hour

Expected hours: 40.0 per week

Work Location: In person

Salary : $20