Admissions and Continued Occupancy Assistant

Under the supervision of the Admissions and Continued Occupancy Director, this individual is responsible for coverage of the reception area and the review and processing of all completed applications, including data entry into the computer system. The Admissions Department Assistant answers all incoming calls and greets and directs the public entering the reception area.

Principle duties:

1. Responsible for forwarding incoming telephone calls to the applicable department/persons.

2. Greets all visitors and refers them to proper department/persons.

3. Responsible for sorting and distribution of incoming mail, receipt of packages and supplies, and processing of overnight deliveries, Fed Ex, etc.

4. Receive and review incoming applications. Assist applicant, if necessary, in completing application.

5. Responsible for mailing notification to tenants who have submitted an incomplete application.

6. Responsible for entering complete application data into the computer system.

7. Submit requests for third party verifications such as credit/landlord/utility checks, CORI's etc.

8. Interpret and translate as needed for the Authority.

9. Assist Admission Specialists as needed.

10. Work Closely with Director of Admissions and Occupancy and Lead to implement departmental goals.

11. Responsible for compiling all data associated with the Federal/State application process and entering data into computer system.

12. Analyze applications and review to determine prospective applicant's eligibility.

13. Maintains applicant files, filing updated information in a timely manner.

14. Review documentation and third-party verifications (landlord, utility, credit checks, CORI, law enforcement, social service agencies) relative to acceptance or rejection of applicants. Documentation is maintained in the applicant/tenant file indicating date, source, name/title, of individual contacted, and summary of information received.

15. Prepares ineligibility letters for rejected applicants. Schedules and conducts meetings and hearings to resolve differences between housing authority and applicant(s) (including court appearances when necessary).

16. Maintains records of MRVP, AHVP MOD, RAD, PBV and other special programs, working closely with applicable landlords through the lease-up process.

17. Assign control numbers to new applications. Record in applicable Federal/State control ledgers. Update control ledger for move-ins, move-outs, transfers, withdrawals and maintain for review by Federal/State auditors.

18. Maintain, update, and monitor Public Housing, Section 8, MOD, MRVP, MRVP Mobile waiting lists. Make all applicable changes regarding family composition, change of address, etc. Compile monthly printed list and maintain ledger for auditors.

19. Responsible for annual updates of applicant data including annual/biennial recertifications, interims, monitoring information received and making applicable changes to the applicant file and computer system data.

20. Assist in preparing necessary forms or documents enabling applicants to take full advantage of all services and programs afforded to public housing tenants.

21. Responsible for informing tenants of programs available and make necessary referrals to private and public agencies and organizations.

22. Prepare eligible applicant for smooth transition into public housing.

23. Prepare leases, calculate rents and conduct initial lease up process for tenants.

24. Prepare all documentation for housing court.

25. Responsible for providing director daily with updated information regarding vacancy report.

26. Apply new Federal/State regulations to daily operations. Assist in mass mailing to inform applicants if regulations apply directly to them.

27. Maintain an active caseload for clients of Public Housing or other state and federal programs.

28. Perform other related duties as required.

Knowledge, skills, and abilities needed

1. Proven experience as a receptionist or in a similar role.

2. Excellent verbal and written communications skills.

3. Strong organizational and multitasking abilities.

4. Proficiency in Microsoft Office Productivity Suite especially Word, Excel and Poweroint.

5. Proficiency in Windows operating system and Windows File Management.

6. Professional and friendly demeanor.

7. Ability to handle sensitive and confidential information with discretion.

8. Ability to work effectively with other members of the Housing Authority.

9. Ability to work under pressure and maintain composure in stressfull situations.

10. Self-Starter: Inspired to perform with outside help.

11. Ability and skills to conduct conference /hearings in person or electronically.

12. Ability to comprehend and present various housing programs available to prospective clients.

13. Ability and skills to conduct conferences/hearings in person or electronically.

14. General knowledge of social, economic and health problems of public housing applicants and tenants, to include various community service programs and agencies furnishing same.

15. Ability to operate a motor vehicle and be in possession of a valid driver's license and registsration.

Experience and Training:

High School education or equivalent and three years experience in Public Housing or related field or Associate Degree and one year experience in Public Housing or related field. Bilingual preferred.

Job Type: Full-time

Pay: From $49,970.00 per year

Benefits:

• 401(k)
• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Referral program
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to Relocate:

• Holyoke, MA 01040: Relocate before starting work (Required)

Work Location: In person