Housing Specialist, Rapid Re-Housing

DUTIES AND RESPONSIBILITIES (Work assignments may vary depending on the department’s needs and will be communicated to the applicant or incumbent by leadership.) Housing Search, Move-In Coordination & Case Management Maintain an active housing placement caseload and prioritize timely housing placements in accordance with program performance goals. Collaborate with Resource Specialists and participants to identify housing barriers, determine needs, and begin housing search activities as early as possible. Conduct housing searches and identify units that meet participant needs, program requirements, and funding guidelines. Assist participants with housing selection, required documentation, rental applications, and the housing approval process. Coordinate housing viewings and serve as the primary point of contact between participants, landlords, property managers, and program staff throughout the housing placement process. Monitor application status, housing placement timelines, and move-in readiness to support housing placements within thirty (30) days of intake. Assist participants with utility setup, lease expectations, tenant education, and successful tenancy preparation. Coordinate move-in activities, including lease-up requirements, utility activation, key exchanges, and move-in logistics. Maintain regular communication regarding participant progress, housing barriers, inspection outcomes, and anticipated move-in dates. Support participants in overcoming housing barriers using participant-centered, Housing First, and trauma-informed practices. Participate in case staffing meetings and provide housing expertise to support housing placement and stabilization goals. Housing Inspections, Lease-Up & Compliance Serve as the primary staff responsible for conducting, coordinating, documenting, and tracking housing inspections. Conduct housing inspections in accordance with HUD, grant, habitability, safety, and agency requirements. Coordinate inspections with landlords, participants, property managers, and program staff. Complete rent reasonableness determinations and verify Fair Market Rent (FMR) and Utility Allowance compliance. Identify inspection deficiencies, communicate corrective actions, and conduct re-inspections as needed.li> Complete Lead Visual Assessments and ensure compliance with Lead-Based Paint and other required housing regulations. Provide required housing and inspection educational materials to participants. Maintain accurate inspection and lease-up records and ensure all documentation, approvals, and compliance requirements are completed prior to lease execution and participant move-in. Request, review, and maintain lease agreements and lease-up packets while reviewing lease and utility responsibilities with participants. Facilitate timely move-ins and support long-term housing stability. Landlord Relations & Housing Partner Development Conduct Pima County Assessor ownership verification and Arizona Corporation Commission verification when applicable. Develop, maintain, and expand relationships with landlords, property managers, apartment communities, and housing providers to increase housing opportunities and support participant placements. Recruit and engage new landlords and housing partners to expand available housing inventory. Serve as the primary contact for landlord recruitment, engagement, and management of the Rapid Rehousing landlord email account. Educate landlords on program requirements, rental assistance processes, inspections, and housing placement procedures. Maintain professional and solution-focused communication with landlords and housing partners. Collect, review, track, and maintain all required landlord and lease-up documentation prior to participant placement and move-in. Respond to landlord concerns and assist in resolving barriers that may delay housing placement. Documentation, Reporting & Data Management Maintain accurate and timely participant files, HMIS records, case notes, tracking logs, and supporting documentation. Complete case notes by the end of each workday and ensure records accurately reflect services provided throughout program participation. Maintain 99% HMIS data accuracy and 95% case file audit accuracy, correcting identified deficiencies within established timelines. Enter and update housing-related information, inspections, housing search activities, placement milestones, housing outcomes, and services in HMIS and other required databases within established timelines. Maintain and regularly update the apartment Tracker and other housing inventory databases. Research, identify, and document available housing inventory to increase participant housing opportunities. Maintain accurate landlord, inspection, property, and housing placement records. Monitor housing placement timelines and housing performance outcomes. Maintain all housing tracking logs, inspection records, lease-up files, landlord files, and other related program forms. Participate in file reviews, audits, monitoring visits, and quality assurance activities. Complete required weekly, monthly, quarterly, and annual reports accurately and within established deadlines. Support the program’s established goal of 90% of participants exiting to stable housing and not returning to homelessness within 9–12 months of program exit, as measured by available program data. Document and report incidents, grievances, safety concerns, and significant events in accordance with agency policies and reporting procedures. Staff Training, Coaching & Leadership Support Collaborate with the Senior Resource Specialist, Director and Officer on operational decisions, staff support needs, and opportunities to strengthen team performance. Promote a collaborative and accountable team environment through effective communication, professional boundaries, constructive feedback, and leading by example. Support onboarding, orientation, and ongoing staff development through training, job shadowing, field-based coaching, and identifying training needs for staff, interns, volunteers, and other assigned staff. Work alongside Resource Specialists to provide practical hands‑on guidance on program inspection procedures and landlord engagement updates.

KNOWLEDGE, SKILLS, AND ABILITIES

Ability to work professionally with diverse and sometimes challenging populations; strong interpersonal, problem-solving, negotiation, and conflict-resolution skills. Extensive knowledge of housing navigation, lease‑up processes, housing inspections, landlord engagement, housing stabilization practices, and housing quality standards. Strong knowledge of Housing First, trauma‑informed care, Fair Housing, Arizona Landlord‑Tenant laws, housing assistance programs, and housing stabilization practices. Strong working knowledge of HMIS and the ability to accurately enter, review, update, and maintain participant and housing‑related information. Demonstrated ability to manage a high‑volume caseload while balancing multiple priorities, deadlines, and program performance expectations. Excellent verbal, written, interpersonal, and professional communication skills. Ability to establish and maintain professional working relationships with participants, landlords, property managers, community partners, vendors, and staff. Exceptional attention to detail, strong organizational skills, and the ability to work independently while contributing effectively within a collaborative team environment. Maintain participant confidentiality and safeguard sensitive information in accordance with agency, HUD, CoC, federal, state, and privacy requirements. Collaborate closely with Resource Specialists, Senior Resource Specialists, Program Specialists, Finance staff, landlords, service providers, and community partners to support participant housing outcomes. Proficient computer skills, experience using software including Microsoft Suite with emphasis in Outlook, Word, Excel, and use of database systems. Maintain participant confidentiality and safeguard sensitive information in accordance with agency, HUD, CoC, federal, state, and privacy requirements. Attend required meetings, supervision sessions, trainings, partner/community meetings and professional development activities and maintain current knowledge of RRH, Housing First, progressive engagement, trauma informed practices, Fair Housing, Arizona Landlord‑Tenant requirements, and applicable regulations. Support program goals related to rapid housing placement, housing retention, and reducing returns to homelessness. Assist with special projects, community outreach activities, housing development efforts, and process improvement initiatives. Address, document, and report incidents, grievances, safety concerns, and significant events in accordance with agency policies and reporting procedures. Consistently demonstrate Primavera’s guiding principles of integrity, respect, accountability, compassion, and leadership. Perform other duties and responsibilities as assigned by leadership.

MINIMUM QUALIFICATIONS

Bachelor’s degree in Human Services, Public Administration, Community Development, Social Work, or a related field. Minimum of two (2) years of case management experience working with individuals and families in a shelter, housing, homelessness, social services, and/or trauma‑related setting. Minimum one (1) year of experience using web‑based databases, including Microsoft Excel, SharePoint, HMIS or similar tracking systems. Minimum of one (1) year of experience conducting housing inspections, compliance experience; and ability to obtain certification within six (6) months of hire. Current First Aid and CPR certification, or ability to obtain both within 90 days of employment. Level One Fingerprint Clearance Card, or ability to obtain within 30 days of employment. Mental Health First Aid certification, or ability to obtain within 90 days of employment. Ability to successfully complete required agency, program, safety, and other applicable trainings. Reliable transportation, a valid driver’s license, and proof of current vehicle registration and insurance coverage.

PREFERRED QUALIFICATIONS

Bilingual English/Spanish. Three (3) or more years of case management experience in social work, housing, or related human services. Three (3) or more years of experience working with individuals or families experiencing homelessness. Certified and documented training in HQS, NSPIRE, Lead‑Based Paint compliance, and housing inspections. Minimum of two (2) years of experience using web‑based databases, including HMIS, reviews, or housing quality standards. Experience with Rapid Rehousing, Housing First, Progressive Engagement, or other evidence‑based housing stability models. Experience working with landlords/property managers and coordinating housing placements. Experience providing training, mentoring, or technical assistance related to housing navigation, inspections, landlord engagement, housing compliance, and housing placement activities.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

Work is performed primarily in a shared office environment with moderate noise and activity. Position requires regular interaction with participants in the office, participant homes, community locations, housing sites, and other outdoor environments. May require extended periods of desk and computer work. Requires sufficient visual acuity and hand dexterity to perform computer and documentation duties. May require bending, stooping, climbing, crouching, standing, walking, and lifting up to 40 pounds. Position requires travel throughout the community for participant appointments, housing navigation, inspections, transportation, supply pickups, landlord engagement, outreach, meetings, and other program-related activities. #J-18808-Ljbffr The Primavera Foundation