Housing Specialist

Job DescriptionJob DescriptionPosition Summary
Responsible for implementing the Agency’s Section 8 Housing Choice Voucher (HCV) Program’s leasing and occupancy policies and procedures in accordance with HUD, federal, local, and other applicable laws, rules, policies, and procedures.  Performs a variety of tasks related to the admission and occupancy of Public low-income units. May work with multiple programs including Section 8 HCV, Veterans Affairs Supportive Housing (VASH), Continuum of Care (CoC), Tenant-Based Rental Assistance (TBRA), Foster Youth Initiative (FYI), and Emergency Housing Voucher (EMHV) programs. Responsible for the Agency receiving at least a satisfactory rating concerning HUD agency scoring systems such as Section 8 Management Assessment Program (SEMAP) and other future HUD required evaluation systems. 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.

Responsibilities
Undertakes and performs the following and all other work-related duties as assigned.

1. Answers inquiries concerning polices and practices associated with the application and/or re-examination processes in a courteous and professional manner.
2. Interviews applicants on a scheduled basis and explains HCVP program and eligibility requirements.  Addresses applicant concerns regarding program, application processing, waiting list placement, and explains decisions if application denied.
3. Assists applicants in completion of forms and identification of required documents.
4. Coordinates background information checks of tenants to be recertified. Performs final eligibility verifications.
5. Based on information and Waiting List data, contacts eligible applicants to offer available units in accordance with Agency policies and procedures.
6. Prepares lease-up packets and briefs new tenants on occupancy and lease requirements.
7. Reviews lease documents for accuracy and completeness and execute leases.
8. Assists in preparation and distribution of notices of rent violations and assists Sr. Housing Specialist with lease enforcement.
9. Prepares/completes Form HUD-50058 in an accurate and timely manner and sends to the Sr. Housing Specialist for quality control review prior to timely electronic submission to the PIC system.
10. Collects and reviews interim transfer and re-certification information, evaluates, verifies, and calculates information and rent for recertification and move-in. Explains rent calculation to tenants and assists with completion of recertification materials as necessary. Prepares and sends appropriate notices of rent adjustments in accordance with HUD regulations.
11. Prepares monthly recertification documentation for annual and interim recertifications, contacts tenants to ensure timely receipt of necessary information, sends second notifications, and notice to terminate as needed.
12. Schedules and conducts re-examination interviews with tenants.
13. Ensures proper verification methods/processing for each re-examination in accordance with HUD and Agency policies and procedures. Examines and resolves income discrepancies as necessary.
14. Reviews portability documents to ensure eligibility for porting in, enters information into Agency software, schedules and conducts tenant briefings, assists tenant in locating housing and provides guidance as needed.
15. Obtains required information for porting out, schedules port out briefing with tenant, processes all documentation and submits to Executive Director for authorization, and provides accurate and complete documentation to receiving PHA.
16. Calculates voucher limit estimates for new admissions/transfers, provides tenants with new admission documents, reviews information with tenants, answers questions, and provides vouchers.
17. Obtains Continuum of Care (CoC) referrals, ensures participants meet program requirements, enters applicant information into Agency software, performs background checks, notify tenants of program requirement approval, schedule CoC briefings including program requirements, voucher, and estimate calculations.
18. Obtains Emergency Housing Vouchers (EHV) referrals from CoC partners, verifies referrals meet grant requirements, enters applicant information into Agency software, performs background checks, schedules and conducts briefings with referrals, provides guidance., processes Request for Tenancy Addendum (RTA), notify tenant of inspection approval.
19. Receives Foster Youth Initiative (FYI) referrals, enters applicant information into Agency software, performs background checks, calculate voucher estimates, schedules and facilitates briefings with tenants including voucher amounts, and providing guidance.
20. Reviews and discusses non-compliant tenant issues with Sr. Housing Specialist to ensure clients are provided with reasonable opportunity to meet requirements to remain in compliance.
21. Enters move-in and move-out data into system, as needed.
22. Processes and maintains files and correspondence associated with the leasing/occupancy process.
23. Assists landlords/owners and tenants in resolving controversies and makes recommendations to the Sr. Housing Specialist.
24. Maintains account information such as present rent, and coordinates other collections due, late payment notification, and reconciliation of rent and other charges collected throughout the month with appropriate personnel.
25. Accurately updates the system with system notes and ensures compliance with program requirements and regulations. Reviews resident/applicant files/folders and verification forms for accuracy and completeness and accurately inputs data into computer in a timely manner.
26. Collects and deposits rental payments and reconciles the payment ledgers for accuracy and in a timely manner.
27. Reviews and process Housing Assistance Payment (HAP), Utility Allowance Payments, Abatement transactions and corrects transactions as needed, approving payments and printing reports.
28. Compiles statistical data and prepares reports related to completed recertification, applicant folders, occupancy, and residents as required.
29. Documents and investigates resident complaints and schedules appointments to discuss and initiate solutions or refers to Sr. Housing Specialist as appropriate to the situation.
30. Ensures privacy and maintains security of confidential materials.
31. Attends professional development and meetings as recommended by Sr Housing Specialist or Director of Housing.
32. 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
High School diploma or possession of a certificate of equivalence of High School Achievement (GED) and three (3) years’ experience in the housing or social services field, 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:

• Occupancy Specialist
• Rent Calculation
• Enterprise Income Verification System (EIV)
• Fair Housing

Knowledge and Skills

1. Working knowledge of federal, state, and local laws, rules, and regulations and Agency policies and procedures pertaining to Section 8 Housing Choice Voucher Programs eligibility requirements and the substance of applicable programs..
2. Thorough knowledge of interviewing techniques and record maintenance.
3. Ability to meet and deal tactfully and courteously with the public.
4. Ability to understand and follow moderately complex written and oral instructions, communicate and relate to persons of diverse backgrounds and abilities.
5. 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.
6. Working knowledge of the operation of the Agency’s computer system and applicable software.
7. Knowledge of basic math principles sufficient to perform calculations for determining rent, resolving discrepancies, PIC and EIV errors.
8. Ability to effectively interview and gather, record, and correctly evaluate data.
9. Ability to prepare clear, concise reports and make appropriate recommendations within scope of responsibility.
10. Ability to use basic office equipment such as telephone, fax, copier, and computer.
11. Ability to communicate clearly, concisely, verbally and in writing.
12. Ability to establish and maintain an effective working relationship with other employees.
13. Ability to deal effectively with situations requiring tact and diplomacy.

Supervision Controls
The employee receives instructions from the Sr. Housing Specialist. 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 periodically for conformance to Agency policies and attainment of objectives. The Housing Specialist 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, managers, other agencies, and other Agency personnel. The employee's efforts can enhance the Agency's continuing efforts to provide adequate leased housing to low-rent public housing 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

1. 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.
2. Must be able to sit and/or stand for up to eight (8) hours at a time while preforming work duties.
3. Must be able to bend, stoop, push, and pull in the performance of office related duties.
4. Must be able to use fingers bilaterally and unilaterally to operate office equipment.
5. Must be able to establish and maintain effective working relationships with co-workers and clients and perform essential job functions in an environment that will sometimes include increased levels of work-related stress.
6. Must have vision and hearing corrected to be able to operate office equipment and fulfill essential job functions.
7. Must maintain punctuality and attendance as scheduled.
8. Must maintain a professional appearance and portray a positive image for the Agency
9. An employee may request a reasonable accommodation to mitigate any of the physical requirements listed above.

Work Environment
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

1. Must possess a valid driver’s license.
2. Must be available for occasional overnight travel for training.
3. Must pass employment drug screening.
4. Must pass criminal background check.
5. Must work with the highest degree of confidentiality.

The Tuscaloosa 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 Tuscaloosa 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. 
Disclaimer:  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.
 

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