SUMMARY OF RESPONSIBILITIES:

This is a fiscal and office management support position responsible for providing office management activities. This includes housing applicant face-to-face pre-screenings and income verifications processes, managing housing records, operating and coordinating the management information system, maintaining accounting and budgeting records; program expenditures, and providing welcoming receptionist activities, including taking calls and coordinating communication; facilitating office and facility supply inventories and ordering; developing and maintaining tracking systems and data analysis and completes associated monthly reports. Is responsible for organizing, coordinating, and monitoring all housing operations.

MINIMUM QUALIFICATIONS:

Bachelor’s Degree from an accredited college or university with a degree in business or public administration, sociology or related field and a minimum of one year experience in housing program administration or in the provision of housing support services or one year of experience working in basic accounting. The ability to demonstrate knowledge of HUD and Fair Housing business practices to include income verification, certification and re-certifications procedures and issues may be substituted for education requirements. Substitution: Four years of experience may substitute for the education requirement, of which two years may be general administrative experience and two years must be responsible technical experience in housing administration or a related field. Proficient PC user, familiar with a variety of software processing, Excel, Outlook, data bases and other MIS Office software.

ESSENTIAL DUTIES/RESPONSIBILITES:

• Provides training to team members on fiscal process, requirements, expectations and policy and procedures.
• Notifies supervisor of difficulties with fiscal process compliance.
• Coordinates the purchase and payment of supplies and services, reviews all purchase orders and payment authorizations for accuracy.
• Serves as back-up to other support service areas as directed by supervisor.
• Demonstrates knowledge of computer software programs (Word, Excel, and Power Point) with the ability to produce professional documents.
• Assures completion of required forms for service delivery (not limited to Consent for Treatment, Release of Information, Individual Handbook, Agent Agreements, Assessments, grievance acknowledgment, Treatment Plans, etc.).
• Routinely and effectively obtains information to update individual record as needed.
• Effectively manages company funds per policies and procedures when covering for Program Assistant.
• Reviews all referrals and communicates with referral source in a respectful and professional manner.
• Interview referrals during pre-screening to clarify and validate financial data to verify income.
• Evaluates information to determine eligibility for placement in extremely low-income housing in accordance with federal, state, and local requirements.
• Interviews applicants to clarify and validate financial data to determine income verification for initial or continuing eligibility. (On occasion, interviews may be conducted off-site.)
• Assist individuals in completing the Housing Application.
• Coordinates, administrates, the scheduling of the Application Sessions following pre-screenings to determine eligibility.
• Verifies through third party sources the authenticity of income, medical, disability/handicapped status, citizenship, homelessness or other asset verifications.
• Completes re-certifications at least annually or when tenant income has changed.
• Maintains individual financial records and files.
• Ensures accurate representation of the financial condition of the enhancement funds.
• Performs day-to-day bookkeeping functions such as preparing accounts payable, maintaining the individual specific ledgers, and making deposits.
• Prepares correspondence, memorandums, reports and statistics.
• Prepares financial reports and documentation for the yearly audit.
• Provides administrative staff support to the Advisory Committee on Housing.
• Attends meetings, develops agendas, drafts meeting minutes and correspondence which request specific information or statistics.
• Researches and compiles statistical data used to update the annual Housing Assistance Plan (HAP) for HUD.
• Provides team monthly update on Income Verifications and expenditures and provides team members with alternative financial assistance resources to assist in reducing enhancement expenditures.
• Tracks all SALs and ensures notification of those delinquent, if applicable and continued tracking until received.
• Establishes and maintains the data processing capabilities to accomplish the program and organizational budget objectives and county/state reporting requirements.
• Completed benefits applications within State and Federal guidelines.
• Tracks program required outcomes and maintains internal spreadsheets or database on program goals and process towards meet such
• Develops, recommends and implements improved operating procedures, forms and work processes.
• Performs housing outreach functions.
• Routinely engages in contacts with community businesses (realtors, social service assistance agencies, etc.) and other organizations to obtain or relay information concerning fiscal matters and available resources to the team and Program Supervisor.
• Coordination of efforts with various County Departments and local community services agencies.
• Resolves problems and responds to inquiries in a professional manner with considerable knowledge of program policies and procedures.
• Assists individuals in a professional manner, appropriately and as needed.
• Interacts with co-workers, individuals and agencies in a professional and ethical manner.
• Maintains inter- and intradepartmental workflow by fostering a spirit of cooperation.
• Adheres to the Lightshare Mission and Pillars: Compassion (show empathy and genuine care for the well-being of our colleagues, the people we serve and our community); Acceptance (create an environment where everyone feels valued and included; foster creativity through the richness of our differences); Respect (treat every individual with dignity, courtesy and consideration; value the opinions and contributions of others); Empowerment (take ownership of your work, seek growth opportunities to reach your full potential and actively contribute to our success); Stewardship (responsibly manage the resources and assets entrusted to us).
• Maintains a professional working relationship with all persons served including a demonstrated commitment to person centered care and recovery-oriented approaches to care.
• Completes all other duties and special projects as assigned.

CORE COMPETENCIES

Demonstrates Dependability:

• Arrives to work on time according to agency policies
• Uses leave time according to agency policies
• Completes documentation/paperwork and projects within deadlines

Demonstrates Flexibility & Initiative:

• Assumes additional responsibilities and a willingness to assist colleagues
• Works different shifts when necessary
• Recommends program changes and improvements

Demonstrates Teamwork:

• Maintains an overall work attitude of cooperation and professionalism in all interactions with agency staff and community professionals
• Attends and participates in required staff meetings and agency-wide committees
• Receptive to direction and feedback from supervisor

Demonstrates Professionalism:

• Conducts self in professional manner with colleagues, peers, and persons served
• Recognizes the rights of clients; and will protect privacy of persons served at all times by following agency, State, and Federal mandated privacy procedures and regulations
• Adheres to agency Code of Ethics at all times
• Complies with all agency policies and procedures, laws and regulations under which the agency operates