Careers

Occupancy Specialist

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Occupancy Specialist (Full-Time) - Job Description

Department/Division: PH & S8
Reports to Executive Director
FLSA Status: Non-Exempt
Employment Status: Full-Time

Position Summary:
Responsible for processing applicants for the Public Housing (PH) and Section 8 Housing Choice Voucher (HCV) Programs, administering the waiting lists, and determining eligibility of low-income families for placement in vacancies in compliance with HUD regulations, and ensures, wherever possible, that all discretionary activities are administered in conformance with Agency policy. Responsible for the Agency receiving at least a satisfactory rating concerning HUD agency scoring systems such as Public Housing Assessment System (PHAS), Section 8 Management Assessment Program (SEMAP), Uniform Physical Conditions Standards (UPCS) and other future HUD required evaluation systems.

Responsibilities:
The duties listed below illustrate 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. Undertakes and performs the following and all other work-related duties as assigned.

Distributes, accepts, and processes applications.
Answers telephone, screens calls, and greets visitors in a courteous, professional manner, ascertains nature of their business and conducts guests to meet with appropriate person. Answers general inquiries from other employees and the public, in person and over the phone. Refers calls and/or visitors to other employees or departments as appropriate. Secures and transmits routine information on Agency programs as directed.
Collects payments for rent and other services from residents and issues receipts. Posts transactions and prepares and makes deposits.
Maintains an accurate cash drawer and balances daily.
Posts various daily transactions including rent adjustments, miscellaneous charges, security deposits and move-outs to resident accounts and makes sure items are posted accurately.
Processes and maintains resident vacated accounts and monitoring, restoring, and posting fees for utility disconnects.
Receives incoming maintenance calls/notices concerning needed maintenance repairs of routine or emergency nature and responds in a courteous manner. Responds to process requests in a timely manner.
Determines nature of work orders and separates emergency, urgent, and general/routine work orders by category and creates the maintenance schedules for each day.
Accurately enters all work orders into the system and provides work order notification and tracking number to maintenance personnel as appropriate to the situation.
Dispatches Maintenance staff work orders and follows up on work progress, as necessary.
Runs reports on a daily basis for outstanding balances, deposits, adjustments and documents the adjustments with proper documentation. Assures that everything balances before running the end of day report.
Interviews applicants on a scheduled basis and explains PH and HCV programs and eligibility requirements. Addresses applicant concerns regarding programs, application processing, waiting list placement, and explains decisions if application denied.
Assists applicants in completion of forms and identification of required documents.
Reviews applications and documentation for completeness, logs applications, and accurately inputs data into computer.
Prepares and sends written requests for income verification. Obtains, verifies, and calculates all sources of income and resources to determine financial eligibility of applicants.
Processes criminal background checks, reviews and evaluates criminal offender record information.
Determines whether applicants meet program eligibility requirements. Contacts and interviews references to determine whether applicants meet the Agency's suitability standards and ranks applications according to successful compliance with eligibility requirements and established policies.
Requests additional documentation from the applicant and/or references and/or makes field visits and/or visits to the applicant's place of residence when appropriate. Ensures that all requirements for written independent verification of information are met in an appropriate and timely manner.
Notifies applicants in writing of eligibility determination in accordance with HUD regulations and Agency policy.
Based upon a review of all information assembled, identifies factors that indicate a particular type of residential complex or unit may be required to meet specialized individual needs.
Verifies preferences (if applicable), family size, and income and citizenship status.
Verifies preferences for waiting list applicants and refers to suitable housing programs. Forwards adequate number of updated and completed applicant files to the PH and HCV Departments as appropriate based on vacancies.
Confers with PH and HCV Departments to determine and track vacant unit turnaround time and to ensure the Agency meets or exceeds HUD standards.
Accurately enters waiting list application information into appropriate system, keeping information up-to-date, and ensuring correct coding. Ensures a fair and impartial process of placement of referred waiting list candidates into available vacant units.
Periodically reviews applicant files and updates information on prospective tenants and places non-respondents in inactive files.
Issues vouchers to all new waiting list, transfers, and Portables.
Processes rent reasonableness, rent increases, HAP contracts and Request for Tenancy Approval inspections as appropriate.
May be required to perform home visits to elderly and/or disabled clients when they are not able to appear at the office for an appointment.
Conducts quarterly health and safety inspections.
Conducts move-in/move-out and housekeeping inspections.
Ensures privacy and maintains security of confidential materials.
Processes interims, annual recertifications, and conducts briefings.
Meets and counsel applicants or participants with issues that may arise.
Utilizes management and social service skills to work with difficult families.
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.

Education and Experience:

Associate degree in Business, Social Work, Human Services, Public Administration, or a closely related field from an accredited college or university and three (3) or more years of experience in property management or low-income housing, community services, social services, or an equivalent combination of education and experience sufficient to fulfill essential position functions.

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:

Accredited Residential Manager
Occupancy Standards
Rent Calculation
Fair Housing
Uniform Physical Condition Standard (UPCS)
Enterprise Income Verification System (EIV)

Knowledge and Skills:

Working knowledge of federal, state, and local laws, rules, and regulations and Agency policies and procedures pertaining to Public Housing and Section 8 Housing Choice Voucher Programs eligibility requirements and the substance of applicable programs.
Working knowledge of state and local building codes and HUD's UPCS. Ability to understand and facilitate Agency compliance with Uniform Physical Conditions Standards (UPCS) for REAC inspections.
Knowledge of community resources available to low-income residents.
Knowledge of rules and regulations governing the landlord/tenant relationship.
Principles and practices of handling tenant contract obligations.
Thorough knowledge of interviewing techniques and record maintenance.
Ability to meet and deal tactfully and courteously with the public.
Ability to understand and follow moderately complex written and oral instructions, communicate and relate to persons of diverse backgrounds and abilities.
Ability to make routine decisions in accordance with established administrative rules, regulations, and policies, to explain the re-examination process to tenants in an objective and impartial manner.
Working knowledge of the operation of the Agency's computer system (i.e., Microsoft Word, Excel, PowerPoint, etc.) and applicable software.
Knowledge of mathematics sufficient to perform calculation required for the position.
Ability to effectively interview and gather, record, and correctly evaluate data.
Ability to understand and ensure Agency compliance with Uniform Physical Conditions Standards (UPCS) for REAC inspections.
Ability to prepare clear, concise reports and make appropriate recommendations within scope of responsibility.
Ability to use basic office equipment such as telephone, fax, copier, and computer.
Ability to communicate clearly, concisely, verbally and in writing.
Skilled in communicating on the level of the listener, recognizing when information has been misunderstood, and determining how to remedy the misunderstanding as needed to explain policies and procedures and to provide and exchange information to persons with varying levels of education, cultural backgrounds, and ages.
Ability to establish and maintain an effective working relationship with other employees.
Ability to deal effectively with situations requiring patience, tact, and diplomacy.

Supervision Controls:
The employee receives instructions from the Executive Director. Normally, the employee plans and carries out routine work activities with minimal supervision and independently resolves problems that arise. The employee receives specific instructions when complaints are brought to the attention of the supervisor, and when the supervisor is contacted by the employee for direction. The employee's work is reviewed regularly for quality control purposes, conformity to organizational policies, and attainment of objectives. The employee has no supervisory duties.

Guidelines:
The employee performs routine duties by following established HUD and Agency policies and procedures. These guidelines cover most job-related situations, and the employee may use independent judgment in making decisions within established parameters and area of expertise. If guidelines do not cover a situation, the employee normally consults the supervisor. Guidelines are generally specific and clear.

Complexity:
The employee performs a variety of related, routine, and generally repetitive tasks. The course of action is determined by the supervisor and by established procedures. The employee may coordinate, integrate, and/or prioritize tasks.

Scope and Effect:
The employee's work affects resident families, other agencies, and other Agency personnel. The employee's efforts can enhance the Agency's continuing efforts to provide adequate low-rent housing to families on a timely basis and at reasonable rates.

Personal Contacts:
Personal contacts are with all of the above persons and groups. The purpose of such contacts is to obtain and provide information and verify, document and record information submitted by residents, and other Agency activities.

Physical Requirements:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work is principally sedentary, but may involve some physical exertion, such as kneeling, crouching, or lifting to obtain files, records, and office supplies, and eyestrain from working with computers and other office equipment.
Must be able to sit and/or stand for up to eight (8) hours at a time while performing work duties.
Must be able to bend, stoop, push, and pull in the performance of office related duties.
Must be able to use fingers bilaterally and unilaterally to operate office equipment.
Must be able to establish and maintain effective working relationships, co-workers, residents, and persons outside the Agency.
Must be able to perform essential job functions in an environment that will sometimes include increased levels of work-related stress.
Must have vision and hearing corrected as required to be able to fulfill essential job functions.
Must maintain punctuality and attendance as scheduled.
An employee may request a reasonable accommodation to mitigate any of the physical requirements listed above.

Medicinal and Recreational Marijuana:
Marijuana is a Schedule I controlled substance and is illegal under federal law. The Agency observes the common rule of the Federal Marijuana Law of the Controlled Substances Act (CSA) (21 U.S.C. § 811), which does not recognize the difference between medical and recreational use of marijuana and has established the required Drug Free Workplace Policy. Employees are NOT permitted to use or possess any form of marijuana for medical or recreational purposes. Any applicant for employment who tests positive for marijuana during a pre-employment drug screening shall be ineligible for employment with the Agency. Any applicant for employment who advises the Agency that he/she uses any form of marijuana will be ineligible for employment. The Agency is unable to grant a request for a reasonable accommodation to use marijuana under any circumstance.

Work Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work involves the normal risks or discomfort associated with an office environment and is usually in an area that is adequately cooled, heated, lighted, and ventilated.

Other Requirements:

Must possess a valid license and maintain a good driving record if required.
Must be available for occasional overnight travel for training.
Must pass employment drug screening and criminal background check if required.
Must work with the highest degree of confidentiality.

Disclaimers:

The Dickson Housing Authority is an Equal Opportunity Employer. This job description is subject to change and in no manner states or implies that these are the only duties and responsibilities to be performed. The duties herein are representative of the essential functions of this job. This job description reflects management's assignment of functions; however, it does not prescribe or restrict tasks that may be assigned. Nothing in this document restricts management's right to assign or reassign duties and responsibilities at any time. The qualifications listed above are guidelines, other combinations of education and experience that could provide the necessary knowledge, skills, and abilities to perform the job may be considered at the discretion of the Executive Director.

Employment with the Dickson Housing Authority is on an "at-will" basis. Nothing in this document is intended to create an employment contract, implied or otherwise, and does not constitute a promise of continued employment.

The above statements describe the general nature, level, and type of work performed by the incumbent(s) assigned to this classification. They are not intended to be an exhaustive list of all responsibilities, demands, and skills required of personnel so classified. Job descriptions are not intended to and do not imply or create any employment, compensation, or contract rights to any person or persons. Management reserves the right to add, delete, or modify and/or all provisions of this description at any time as needed without notice. This job description supersedes earlier versions.