Public Housing Specialist

Position Summary Responsible for performing general clerical work and assigned duties pertaining to, and in accordance with, the Agency's Public Housing leasing and occupancy policies and procedures and HUD, federal, local and other applicable laws, rules, policies and procedures. Performs a variety of tasks related to assisting in the admission and occupancy of Public low-income units as appropriate within level of expertise. Responsible for the Agency receiving at least a satisfactory rating concerning HUD agency scoring systems such as Public Housing Assessment System (PHAS) and other future HUD required evaluation systems. The duties listed below are illustrations of the various types of work that may be performed. The omission of specific statements regarding duties does not exclude them from the position if the work is similar, related, or a logical assignment in association with this position. Responsibilities Undertakes and performs the following and all other work-related duties as assigned. 1. Answers incoming calls with regards to occupancy, assists callers with requests and/or directs to the appropriate person or agency. Answers resident inquiries and mediates difficulties between tenants. 1. Answers inquiries concerning policies and practices associated with the application and/or re-examination processes in a courteous and professional manner or routes/directs inquiries to appropriate staff. 1. Assists in taking and completing work orders on an as needed basis and keeps the Programs Coordinator informed of accurate information on work order issues. 4. Provides orientation to new residents by explaining the lease provisions clearly, quoting correct rent and other charges, explaining provisions of resident handbook and other Agency polices; coordinates with maintenance department for the inspection of units with perspective tenants. Orientations should be provided on initial move-in and also during annual reexaminations periods. Draws up and executes lease agreements and other agreements with residents. 1. Oversees and reviews verification, substantiation, and research regarding a variety of eligibility data supplied by current or prospective residents including income, legal status, and social services assistance. Obtains background checks through submissions to Agency's approved third-party investigative service to obtain and/or verify background information on an as needed basis. 1. Prepares and reviews lease documents for accuracy and completeness prior to execution of lease/lease addendums for perspective residents and/or current residents. 1. Prepares and assists in distribution of notices of rent violations and assists the Programs Coordinator with lease enforcement. Completes monthly Pay or Quit notices and prepares necessary documentation to proceed with evictions as needed. 1. Ensures appropriate annual recertification of residents and calculation of interim adjustments and entry of data into computer database. Monitors, prepares, and distributes annual recertification and interim adjustment notices. 1. Explains rent calculation to tenants and assists with completion of recertification materials as assigned. Prepares and sends appropriate notices of rent adjustments in accordance with HUD regulations. 1. Schedules and conducts re-examination interviews with tenants, following proper verification methods/processing for each re-examination in accordance with HUD and Agency policies and procedures. Conducts examination and resolution of income discrepancies, as necessary. 1. Participates in review and discussion regarding non-compliant tenant issues with the Programs Coordinator to ensure clients are provided with reasonable opportunity to meet requirements to remain in compliance. 1. Accurately, enters move-in and move-out data into system, as needed. 1. Processes cor espondence associated with the leasing/occupancy process in an accurate and timely manner, and maintains files as necessary. 1. Maintains account information such as present rent and other fees due, late payment notification, and reconciliation of rent and other charges collected throughout the month with appropriate personnel. 1. Maintains case records regarding terminated leases and assistance or reduction in amounts of assistance and accurately updates system on all cases and HUD forms in accordance with HUD regulations and Agency policy. 1. Reviews resident/applicant files/folders and verification forms for accuracy and completeness and accurately inputs data into computer in a timely manner. 1. Assists with rent collection, security deposit, and maintenance charges, issues receipts, as needed and maintains accurate records in accordance with Agency policy. Computes rent correctly and accurately verifying all income sources such as assets, net cash, asset income and wages. 1. May compile statistical data and prepare reports related to Public Housing completed recertification, applicant folders, occupancy, and residents within level of expertise. Attends monthly Management meeting to present information regarding occupancy, move in and move out status. 1. Prepares and completes monthly PIC uploads. Retrieves required monthly EIV reports and reviews. 1. Searches files for information required by department staff as requested. Ensures privacy and maintains security of confidential materials. 1. Prepares dispositions for all vacated tenants, and closes out the tenant account. 1. Reviews community service for compliant/non-compliant members. 1. Attends monthly Child Protection and/or Adult Protective Service meetings 24. Accountable for consistent adherence to strong Agency standards regarding the ethical, responsible, and appropriate use, care, and safeguarding of Agency materials, supplies, resources, and other assets. 25. Administers and monitors the Clean Living and Housekeeping policy. This would include communicating and coordinating with the maintenance department, and notification of the tenants. 26. Schedules and maintains log for Annual Inspections, assuring that all inspections are on schedule and within the appropriate times frames. 27. Supervises staff, providing ongoing assistance to support a positive and productive working environment. Makes recommendations for the selection, employment, training, direction, supervision, utilization, discipline, and termination of department employees and other personnel-related activities. Sets standards, frameworks, performance indicators and protocols, identifying necessary responses to overcome performance issues and take appropriate action where required. 28. Assists staff and/or participates in informal hearings for applicants who have been denied housing assistance who are contesting actions which are alleged to adversely affect rates and/or agreements and renders decisions based on HUD and Agency rules, procedures, and guidelines. 29. Perform other duties as assigned. Education and Experience High school diploma or GED equivalence required. Associate Degree in Public Service or Business Administration from an accredited college or university is desired. Experience in the housing or social services field desirable. The following Certifications must be obtained within one (1) year of employment or other allowable period of hire as authorized by the Executive Director or his/her designee: § Occupancy Standards § Rent Calculation § Enterprise Income Verification System (EIV) § Fair Housing ** ** Knowledge and Skills 1. Ability to learn federal, state, and local laws, rules, and regulations and Agency policies and procedures pertaining to public housing as appropriate to position.