Occupancy Specialist

Job Description

Job Description

SUMMARY

The purpose of this position is to provide direct support to the Real Estate Management Department by ensuring that the admissions and eligibility process is administered and managed in accordance with DHC's Admissions and Continued Occupancy Policy (ACOP), the Housing and Urban Development (HUD) guidelines, and the 0MB A 133-Audit guidelines. The Specialist will be directly and indirectly responsible for all aspects related to waiting list functionality in DHC's Yardi database. The Specialist, will conduct eligibility and leasing for the AMPs as required. Likewise, the Specialist will develop and maintain site specific marketing strategies that are designed to ensure high occupancy rates.

EDUCATIONAL REQUIREMENTS

Bachelor’s degree in business administration, public administration, sociology, social work, or a closely related field is preferred.

EXPERIENCE REQUIREMENTS

• More than five (5) years of progressively responsible work experience in subsidized rental property management, including three (3) years with a public housing agency, is required.
• An equivalent combination of relevant education, training, and experience that provides the required knowledge, skills, and abilities will be considered.Fluency in a second language (e.g. Spanish, Vietnamese) is desirable but not required.

OTHER REQUIREMENTS

• Perform related duties and responsibilities as required

KNOWLEDGE

• Thorough knowledge of Interviewing and negotiating skills and techniques.
• Knowledge of Low-Income Public Housing programs' regulations, guidelines, procedures, and requirements including HUD regulations and guidelines relating to program eligibility and participation, income determination, rent reasonableness, payment standards, etc.; State and Local building and occupancy laws or regulations; and DHC's ACOP and related policies and procedures.
• Knowledge of organization’s structure, policies and procedures
• Knowledge of standard office procedures, filing, and standard office equipment, including computer, fax, copier, telephone system
• Knowledge of the principles and practices of automated information systems, and data processing
• Knowledge of the operation of commission and HUD computer system and software.
• Knowledge of basic office practices, procedures, and equipment
• Knowledge of principles and practices of urban development and housing management
• Knowledge of principles and practices of community programs and organizations
• Knowledge of the agencies that provide assistance and services to residents, including eligibility requirements
• Knowledge of principles and practices of community programs and organizations
• Knowledge of report preparation techniques
• Knowledge of organizational structure, workflow, and institutional procedures
• Knowledge of strategic planning and organizational development techniques

REQUIRED ABILITIES

• Act independently
• Analyze situations
• Attend to details
• Effectively Communicate
• Concentrate
• Empathize
• Identify problems
• Initiate
• Manage pressure
• Motivate
• Multi-task
• Organize
• Problem solve
• Think creatively
• Mitigate Conflict

REQUIRED SKILLS

• Analyze and report data to understand effectively make decisions
• Analyze situations, review available actions, and determine the best course of action
• Anticipate potential issues to develop preventative actions
• Attend to detailed work accurately and efficiently
• Calculate, compute, summate and/or tabulate data and information, and present effectively
• Communicate effectively orally or in writing with relevant stakeholders, internal and external, from a variety of backgrounds
• Communicate technical ideas clearly and effectively
• Earn the confidence and cooperation of peers
• Exercise judgment, decisiveness and creativity in situations involving evaluation of information against verifiable criteria
• Exercise sound judgment in analyzing situations and identifying potential problems within scope of responsibility
• Initiate and manage work projects
• Manage multiple priorities and demands within established requirements
• Operate standard office equipment
• Plan, organize, complete or assign work and special projects in order to meet organizational goals
• Provide high level, quality customer service both internally and externally
• Read and understand department specific documentation, and policies and procedures
• Research issues using a variety of sources to obtain data and information
• Use sound judgment when implementing decisions
• Actively listen to fully understand circumstances
• Assess training needs and determine method for obtaining training
• Communicate ideas, thoughts, knowledge and information to foster clarity and engage others
• Implement decisions in accordance with established requirements
• Interact effectively in a complex, dynamic environment

SUPERVISORY RESPONSIBILITIES

None

REPORTS TO

Director of Real Estate Management

ESSENTIAL JOB FUNCTIONS

[The fundamental job duties the individual must be able to perform, with or without accommodation; removal of these functions would fundamentally change the job]

Establish controls to ensure that the waiting lists are updated at least monthly to facilitate tenant selections for public housing units.

• Implement controls to ensure that complete and accurate records are maintained to leave a clear audit trail demonstrating the proper selection of future applicants for public housing units from the waiting lists.
• Establish controls to ensure that the tenant files contain all required eligibility and suitability information including evidence that all tenant-provided information is properly verified.
• Implement controls to ensure that criminal background checks are maintained separately from the tenant files so that only authorized persons have access to the records and the records are destroyed once an admission decision has been made.
• Implement controls to ensure that an EIV income report is generated within 120 days of each family's admission into the low-rent housing program to confirm the accuracy of the income reported.
• Ensure that all move-in certifications are accurately recorded in Yardi and timely submitted to PIC. If errors are noted, you are responsible for correcting and re-submitting them to PIC.
• In conjunction with management, ensure that the site is prepared for visits and audits by investors and regulators, and when necessary be in attendance for the site visits and audits.
• Perform related duties and responsibilities as required.

SUPPLEMENTAL FUNCTIONS

[These are job duties the individual must be able to perform, with or without accommodation; removal of these functions would NOT fundamentally change the job]

Participate in the preparation and submission of the Public Housing Agency Plan

• All other duties as assigned

PHYSICAL ACTIVITIES AND DEMANDS

• Lifting
• Carrying
• Pushing
• Pulling
• Sitting
• Standing
• Walking
• Ascending/descending stairs
• Reaching
• Bending
• Kneeling
• Crouching
• Grasping/ finger manipulation
• Discerning colors
• Visual acuity
• Various work hours

EQUIPMENT

• Phones
• Computer/laptop
• Copiers/printers
• Scanners
• Monitors
• Communication systems

WORK ENVIRONMENT

• The incumbent typically performs work in an office environment.
• Exposed to continual, multiple distractions

SOFTWARE

• Internet software
• Financial systems
• Payroll/human resources
• Spreadsheet software
• Word processing software
• Contract management