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New Contracts Specialist

1 month ago

Birmingham, United States Housing Authority of the Birmingham District Full time
Job DescriptionJob Description

Summary

The primary purpose of this position is to perform program and administrative tasks to ensure full program leasing by eligible participants. The incumbent receives applications, verifies information, determines initial eligibility and continued eligibility, notifies applicants of the decision rendered, and assists with providing additional information to tenants and landlords.

All activities must support the Housing Authority of the Birmingham District's ("HABD" or "Agency") mission, strategic goals, and objectives.

 

Essential Duties and Responsibilities

The position duties and responsibilities listed below describe the general nature and scope of work. Other responsibilities, duties, and skills may be required and assigned as needed.

Receives and reviews applications from applicants (assists when necessary); interviews applicants; investigates and verifies information received and determines housing eligibility based on income and family composition.

Calculates annual income, determines initial and continued eligibility, calculates tenant rents and total payments according to related regulations, determines income allowances and deductions, and provides tenants with relevant documentation.

Calculates Housing Assistance Payment (HAP) amounts, tenant rents, and utility reimbursements.

Establishes and maintains filing system and clerical procedures for applications and moves; enters and retrieves data from the system, ensuring accuracy and completeness of the information.

Coordinates with landlords to obtain and provide documents, including leases, HAP contracts, and affordability notifications.

Accepts requests for tenancy approval and conducts rent reasonableness and affordability determinations. Documents process as required.

Conducts data entry, entering all tenant move-ins, changes, moves, and port-ins into the appropriate system.

Verifies and confirms no multiple existing subsidies exist before leasing.

Conducts briefings for new admissions, moves, and port-ins; assists with workshops and training.

Prepares and issues mailings and documents related to HCV transactions, including HUD 50058 forms, HAP contracts, and notices of tenant rent.

Initiates and executes HAP Contracts.

Updates team lead regarding activities and tasks every week.

Performs administrative and clerical duties, assisting the Rental Assistance Department and other departments as required.

Performs other related duties as assigned.

 

Behavioral Competencies

This position requires the incumbent to exhibit the following behavioral skills:

Job Knowledge: Exhibits requisite knowledge, skills, and abilities to perform the position effectively. Demonstrates knowledge of policies, procedures, goals, objectives, operational entities, requirements, and activities as they apply to the assigned organizational entity of HABD. Uses appropriate judgment & decision-making in accordance with the level of responsibility.

Commitment: Sets high-performance standards; pursues aggressive goals and works hard/intelligent to achieve them; strives for results and success; conveys a sense of urgency and brings issues to closure; persists despite obstacles and opposition.   

Customer Service: Meets/exceeds the expectations and requirements of internal and external customers; identifies, understands, monitors, and measures the needs of internal and external customers; talks and acts with customers in mind.  Recognizes work colleagues as customers.  

Effective Communication:  Ensures important information is passed to those who need to know; conveys necessary information clearly and effectively orally or in writing. Demonstrates attention to and conveys an understanding of the comments and questions of others; listens effectively.  

 

Initiative: Proactively seeks solutions to resolve unexpected challenges.  Actively assists others without formal/informal direction.  Possesses the capacity to learn and actively seeks developmental feedback.  Applies feedback for continued growth by mastering concepts needed to perform work.

Responsiveness and Accountability:  Demonstrates a high level of conscientiousness; holds oneself personally responsible for one's work; does a fair share of work.  

Teamwork: Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; Contributes to building a positive team spirit; puts team's success above own interests; supports everyone's efforts to succeed.

 

Job Competencies

Knowledge of HUD, federal, state, and local laws and regulations, and HABD policies and procedures related to the position.

Knowledge of the general operations and procedures of HABD properties and the Housing Choice Voucher Program.

Knowledge of the regulations affecting HABD's housing programs and demonstrated ability to understand the terms, conditions, and content of HCVP regulations.

Knowledge of the proper HABD procedures for collecting, processing, and recording HCVP transactions.

Skill in the operation of commonly used office equipment, especially the use of personal computers for word processing and spreadsheet applications.

Skill in providing instruction on the HUD and HABD program requirements to potential participants.

Skill in customer service and tenant relations.

Ability to prepare and present ideas in English, both orally and in writing, clearly and concisely.

Ability to perform program-required computations with speed and accuracy.

Ability to establish and maintain effective working relationships with co-workers, vendors, consultants, contractors, tenants, HUD, and local, state, and federal officials. Ability to communicate with people from a broad range of socio-economic backgrounds.

 

Education and/or Experience

High School Diploma or GED and a minimum of one (1) year of experience in property management, Public Housing, the Housing Choice Voucher Program, or a closely related public service agency/entity. A minimum of two (2) years of progressive professional development in any other field may be considered.  Section 8 or Public Housing experience preferred.

Must obtain an HCV and Rent Calculation certification within six (6) months of employment.

Some positions may require possession of a valid driver's license and the ability to be insurable under HABD's automobile insurance plan at the standard rate.

 

Technical Skills

 

 

To perform this job successfully, the employee should have strong computer skills (e.g., MS Word, Excel, PowerPoint, and Outlook) along with data processing and the ability to complete mathematical calculations. Must have the ability to learn other computer software programs as required by assigned tasks.  

 

Physical Demands 

The physical demands described here represent those that an employee must meet to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

To perform this job successfully, the employee is frequently required to remain in a stationary position. Daily movements include sitting; standing; reaching, grasping, operating computers and other office equipment; moving about the office, and attending onsite and offsite meetings. The employee must be able to exchange information in person, in writing, and via telephone. The employee must occasionally transport up to 25 pounds.

 

Work Environment

The work environment characteristics described here represent those an employee encounter while performing this job's essential functions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Office environment. The noise level in the work environment is moderate.

 

The position is open until filled.