Occupancy Specialist (DAY SHIFT)

Job Description

Job Description

Occupancy Specialist (DAY SHIFT)

Masonicare at Wesley Heights - Shelton, CT

Day Shift / 40 hrs/week

“We are committed to supporting our employees with competitive pay, comprehensive benefits such as medical insurance, dental insurance, vision insurance, paid time off, tuition reimbursement, matching 401K retirement plan, work-life balance, and career growth opportunities.”

Summary of Position:  The Occupancy Specialist is responsible for the administration and compliance of HUD-assisted housing programs, ensuring all applicant and resident files meet federal, state, and company requirements. This position manages the complete occupancy cycle, including applicant screening, eligibility determination, leasing, certifications and recertifications, waitlist management, resident communication, and regulatory compliance. The Occupancy Specialist serves as the primary point of contact for HUD-related resident matters and plays a critical role in maintaining audit-ready files, ensuring accurate reporting, and supporting successful Management and Occupancy Reviews (MORs).

Essential Duties and Responsibilities:

1. Strives to assure the highest quality of customer service and housing experiences for applicants and residents.
2. Manages applicant intake, conducts interviews, and guides prospective residents through the HUD application and orientation process.
3. Conducts housing tours and provides information regarding apartment availability, eligibility requirements, and HUD program guidelines.
4. Reviews applications for completeness and ensures all required HUD documentation, authorizations, and signatures are obtained prior to processing.
5. Verifies applicant eligibility through review of income, assets, employment verification, and other required supporting documentation in accordance with HUD regulations.
6. Conducts tenant screening activities, including background checks, credit checks, and landlord reference verification consistent with Fair Housing and HUD requirements.
7. Maintains and administers waiting lists in accordance with the HUD-approved Tenant Selection Plan, including waitlist updates and purging activities.
8. Processes move-ins, move-outs, transfers, annual recertifications, interim recertifications, and household changes in compliance with HUD requirements.
9. Calculates resident income, assets, and allowable deductions, including medical expenses, prescription costs, and care attendant expenses when applicable.
10. Accurately enters and maintains occupancy information in RealPage OneSite and other required HUD systems.
11. Ensures all Tenant Rental Assistance Certification System (TRACS) submissions and electronic transmissions are timely, accurate, and free of errors.
12. Maintains access to and utilizes the Enterprise Income Verification (EIV) system to perform required verifications and compliance reviews.
13. Runs, reviews, investigates, and resolves EIV report discrepancies and maintains supporting documentation in accordance with HUD requirements.
14. Serves as the primary point of contact for resident inquiries related to HUD eligibility, recertifications, lease requirements, occupancy compliance, and program participation.
15. Prepares, executes, and maintains HUD-required lease packages and program addenda, including Lead-Based Paint, Violence Against Women Act (VAWA), Pet Rules, and other required disclosures.
16. Maintains organized, complete, and audit-ready resident files while ensuring strict confidentiality of resident information.
17. Prepares resident files and supporting documentation for Management and Occupancy Reviews (MORs) and other regulatory audits.
18. Works with HUD auditors, consultants, and management personnel to provide requested documentation and ensure successful compliance reviews.
19. Maintains and updates the HUD Tenant Selection Plan in accordance with federal regulations and agency guidance.
20. Implements and monitors compliance with new HUD regulatory requirements, including Housing Opportunity Through Modernization Act (HOTMA) provisions.
21. Inputs HUD-approved rent changes into RealPage OneSite according to approved rent schedules and effective dates.
22. Attends educational programs, training sessions, and seminars to maintain knowledge of HUD regulations, affordable housing programs, and industry best practices.
23. Establishes and maintains positive working relationships with residents, families, staff, regulatory agencies, and community partners.
24. Attains and maintains compliance with all applicable federal, state, local, and organizational policies, procedures, and regulations.
25. Attends meetings, serves on committees, and performs special projects and other duties as assigned.

Minimum Qualifications:

Education: High School Diploma or GED required. Associates Degree in Business Administration, Property Management, Public Administration, Human Services, or related field preferred.

Experience: Minimum of two (2) years of experience in affordable housing, HUD property housing, property management, leasing administration, occupancy compliance, or related field preferred. Experience processing HUD certifications and recertifications preferred.

Key Competencies: Must possess strong organizational skills, record keeping and documentation skills; excellent oral, written and interpersonal skills coupled with excellent judgment and strong initiative. Must be able to respond calmly in crisis or emergency situations; have strong facilitation and teamwork skills; possess a thorough understanding of the concept of independent and assisted living and the full continuum of care provided by Masonicare.

Provides care and services that demonstrate behaviors and the principles of person-centered care including affording people dignity, respect and compassion, offering coordinated care, support and treatment and care that is personalized. 

This description of job responsibilities is intended to reflect the essential responsibilities and duties of the job, but is not intended to describe minor duties or other responsibilities as may be assigned from time to time.

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