Grants Coordinator

Description

Position Grade: 4

Starting Hourly Range: $26.69 - $28.04

Full Hourly Range: $26.69 - $38.65

FLSA: Non-Exempt (hourly)

Non-Union

Purpose of Grants Coordinator

Under the direct supervision of a Grants Supervisor, the Grants Coordinator performs a variety of essential day-to-day functions supporting the Housing Assistance Programs (HAP) Department. This position is responsible for receiving approved client referrals for short-term and emergency housing assistance, gathering and verifying required documentation, and communicating with applicants, landlords/property owners, and grantors to finalize eligibility. The position schedules initial and extended hotel stays, reviews and modifies submitted payment requests, and ensures timely and accurate submission to Finance for processing. Additional duties include maintaining organized documentation for audit and compliance purposes, tracking invoices and reconciling purchase card transactions for reimbursement.

Essential Functions

Program Administration and Regulatory Compliance

• Contribute to achieving the SHA mission, compliance, and the effective and efficient administration of rental assistance programs, in accordance with applicable federal, state, local, and agency regulations, rules, laws, and procedures.
• Perform work involving applicant and landlord/property owner documentation, eligibility status, leasing, and case management, including:
• Gathering documentation from applicants and/or landlord/owners and verify all eligibility criteria.
• Make the final determination as to eligibility for state-wide rental assistance programs in accordance with applicable established program regulations and procedures identified in the grant contract.
• Sends applicant correspondence including eligibility and payment status in accordance with the established grant contract procedures.
• Verify client and landlord data into the SHA’s database program(s) and keep legible records on each individual client. Document and report all issues Supervisor and/or grantor.
• Verify and update approved payments and payment schedules with documentation and gathers additional approvals from grantor when necessary.
• Identify and recover overpayments of assistance due to participant’s or landlord/owner’s non-compliance with program regulations and policies.
• Terminate assistance in accordance with program guidelines and notify grantor of change in client status.
• Retain all documentation in accordance with records retention policy.

Language Access and Customer Support

• Coordinate interpreters when translation services are needed for applicants, participants or landlords/property owners that may have Limited English Proficiency (LEP).
• Coordinate and maintain communication with landlords/housing providers for referred clients eligible under statewide programs.

Process Improvement and Professional Development

• Assist in researching, developing, maintaining and revising department forms, procedures, and control systems as needed.
• Attend training, read appropriate publications, and confer with others in this field to stay knowledgeable of the changing federal regulations and policies.

Collaboration and Interdepartmental Coordination

• Attend regular meetings to discuss new approaches to better serve our clients and review new and current policies and procedures.
• Establish and maintain good rapport with public, grantors, participants and landlords/owners; promulgate and maintain Authority policies, rules, and regulations.
• Educate, network, and coordinate with previous, current and potential property landlords/owners and participants, grantors, and a variety of social service and governmental agencies to resolve a wide range of issues and ensure excellent customer service.
• Participate in cross-training with other Housing Assistance Program and Housing Stability and Client Success staff to ensure seamless coverage and support for various department duties as needed.
• Coordinate activities and exchange information with other departments, including Administration, Finance, and Asset Management.

Teamwork and Community Engagement

• Attend training sessions that pertain to housing as required to meet the ever-changing needs of the job requirements.
• Work closely and professionally with other public agencies and organizations that may be available for the betterment of our communities.
• Assist other staff with assignments as necessary.

Requirements

Competency Requirements

Technical and Administrative Knowledge

• Various computer systems and programs, data entry and database interactions, Microsoft Office products, and spread sheeting programs.

Regulatory and Program Knowledge

• A variety of laws, regulations and agency policies, including:
• Program contract and regulations as they pertain to applicant/participant eligibility and rental subsidy.
• Washington State Landlord-Tenant Act.
• State, Federal and Local Fair Housing Laws.
• Local human service resources and services.

Customer Service and Communication Abilities

• Effectively serve very low-income, vulnerable citizens with special needs, persons with disabilities and persons with Limited English Proficiency (LEP).
• Identify and communicate customer rights and mitigating circumstances and oral translation services for persons with limited English proficiency.
• Remain calm, open-minded, helpful, tactful, and professional under stressful and emotionally charged conditions.
• Establish and maintain effective relationships with fellow employees, participants, landlords/owners and various service providers/advocacy organizations.
• Make oral presentations to groups.
• Effectively communicate program rules and regulations to participants, landlord/owners, grantors, and the greater community.

Work Execution and Professional Judgment

• Use general office equipment, such as copiers, faxes, multi-line phones, and scanners.
• Perform data entry and keyboarding tasks for extended amounts of time.
• Perform detailed processes, accurate data entry, and file management functions.
• Effectively organize work and understand systematic procedures.
• Work independently with limited supervision, remain flexible, and exercise sound judgment.
• Respect privacy and confidentiality of applicant/participant files and information.
• Read, write, and understand English.

Acceptable Experience and Training

Education and Experience

• High school diploma or GED equivalency with one year of general office experience is required.
• Preference is given towards those with an associate’s degree in a relevant field, or at least two years of experience with a housing authority or case management.
• Any equivalent combination of experience and training which provides the knowledge and abilities necessary to perform the work of an Eligibility Specialist.

Licenses and Background Requirements

• Must have an acceptable credit history, and have and maintain a valid driver's license, reliable transportation, satisfactory driving record, and adequate insurance coverage according the SHA’s policy and insurer.

Required Workplace Standards

• Contributes to achieving the SHA mission, compliance, and the effective and efficient administration of programs, in accordance with applicable federal, state, local, and agency regulations, rules, laws, and procedures.
• Attendance must be punctual and consistent.
• Works an agreed-upon schedule.
• Works effectively, cooperatively, and respectfully with co-workers, clients, and other contacts.
• Establishes and maintains good rapport with the public, program participants, and landlords.
• Promulgates and maintains SHA policies, rules, and regulations.
• Follows all SHA Safety Policies and Procedures.
• Follows all SHA Personnel Policies and Procedures.
• Performs other duties as assigned.

Essential Physical Abilities

• Physical demands include using hands to finger, handle or feel and talk or hear.
• The employee is frequently required to stand, walk or sit.
• The employee is occasionally required to reach, climb or balance, stoop, kneel, crouch, crawl or lift.
• The employee must occasionally lift and/or move up to 20 pounds.
• Specific vision abilities required by this job include close vision, and distance vision.
• The use of computer and adding machine is essential to job performance.
• Sufficient clarity of speech and hearing or other communication capabilities, with or without reasonable accommodation, which permits the employee to discern verbal instructions and to communicate effectively in person and on a telephone.
• Work is primarily sedentary in nature. The work environment noise level is usually moderate. The employee can be exposed to outside weather conditions.
• Must be able to fully function in a drug-free environment: history free criminal/drug felony convictions.