Occupancy Specialist

SCHEDULE: Monday to Friday 8:30 a.m. to 5:00p.m.

LOCATION: 82 Green Street Jamaica Plain with frequent travel throughout Metro Boston Area

JOB DESCRIPTION:

SUMMARY OF THE POSITION:

The Occupancy Specialist is responsible for maintaining 97% occupancy rate for all housing in the Supported Housing Department. The Occupancy Specialist works cooperatively with housing authorities, housing applicants and their advocates to fill units as quickly as possible while complying with HUD regulations and Fair Housing law.

The Occupancy Specialist is responsible for outreach and marketing of vacant units within Pine Street Inn programs, the community at large, and other referral sources. The Occupancy Specialist conducts housing fairs, open houses and other promotional events when needed. The person in this position will travel to sites throughout the Boston metro area to show units to prospective residents.

The Occupancy Specialist is also responsible for processing transactions within property management software and for assisting with general office support for the Supported Housing Department.

This position is not necessarily solely concerned with Mod Rehab and CoC units. This Occupancy Specialist may also be required to take on responsibilities of other Occupancy Specialist or other Property Management Department staff as necessary.

REQUIREMENTS:

QUALIFICATIONS:

EDUCATION/TRAINING:

REQUIRED:

* High School Diploma or equivalent
* Valid Massachusetts drivers license in good standing
* Personal vehicle OR eligibility to drive Pine Street Inn vehicle
* Have or acquire within one year COS, CPO, or equivalent certification

PREFERRED:

* Strong computer skills including familiarity with management information systems and/or database programs
* Experience using property management software especially OneSite
* Bilingual English/Spanish communication skills, both verbal and written

KNOWLEDGE/EXPERIENCE:

REQUIRED:

* Minimum of one (1) year of property management experience OR
* Minimum of two (2) years experience as an advanced administrative professional

PREFERRED:

* Two (2) years of property management experience on leasing team
* Knowledge of the HUD 4350.3 Multi-Family Section 8 Occupancy Regulations
* Experience working with people who are experiencing homeless, disabling conditions, substance use disorders
* Knowledge of the Low Income Housing Tax Credit Program and the HOME Financing Program.

PHYSICAL ABILITIES/SKILLS:

REQUIRED:

* Ability to climb up to many flights of stairs per day
* Ability to travel up to 1 mile by foot or by personal mobility equipment in typical Boston weather
* Ability to travel to multiple sites as necessary
* Ability to lift 25 pounds
* Ability to work at a computer for several hours per day
* Ability to sit for long periods of time

MENTAL ABILITIES/SKILLS:

REQUIRED:

* Patience to work with frustrated and confused applicants with grace and encouragement
* Ability to perform multiple tasks and manage multiple projects at the same time
* Strong prioritization and organization skills and ability to meet deadlines
* Ability to work with frequent interruptions
* Strong communication skills
* Ability to work with a diverse applicant and staff population
* Ability to enter and manage detailed records
* Ability to handle sensitive personal information and agency information in a confidential manner

ESSENTIAL FUNCTIONS INCLUDE BUT ARE NOT LIMITED TO:

Leasing and Applicant Screening:

The Occupancy Specialist is responsible for administering the Pine Street Inn leasing and screening program in accordance with federal, state and local fair housing laws, and local and regional housing authority requirements includes:

* Maintain waiting list for each designated property. Use all approved housing authority forms and correspondence. Maintain complete files of this documentation and submit periodically to housing authority or, as appropriate, to PSI Director of Property Management for all applicants, accepted or rejected
* Review applications for Priority eligibility and mandated federal preferences
* Screen applicants for income eligibility and background information to determine if they will meet the essential PSI and housing authority tenancy requirements
* Order CORI and SORI reports
* Schedule and conduct reference checks with references provided by applicant to determine applicants suitability for potential residences
* Show vacant units to applicants
* Market vacant units enthusiastically while respecting the rights of applicants to make informed decisions about their housing options
* Work with applicants advocates as requested to prepare mitigating and appeal letters when applicants appeal adverse occupancy decisions by the housing authority

Occupancy:

The Occupancy Specialist is responsible for preparing all lease up documents which includes: Occupancy Agreement, Rules & Regulations, Security Deposit Receipt, Move In Inspection Report, Public Housing Authority (PHA) Request for Tenancy Approval, Housing Application Program (HAP) contract and any other documentation required by the Housing Authority and by Pine Street Inn. Additional Occupancy responsibilities include:

* Enter applicant information to OneSite waitlists, complete Move-Ins and Certifications in OneSite
* Coordinate move-in date with Housing Authority, Case Manager, HQS Manager, Facilities Department
* Schedule move-in inspections with facilities staff and housing authority or local city inspection department
* Review leasing documents with applicant during lease signing
* Deliver required signed leasing documents to housing authority on a timely basis
* Deliver complete tenant file to Senior Compliance Manager for review prior to move in day
* Track Move-Outs and inform Senior Compliance Manager and Housing Authorities as required

Reporting, Administration and Recordkeeping:

Occupancy Specialist is responsible for working cooperatively with the rest of the Supported Housing Department by performing a variety of reporting, administration and recordkeeping functions that include but are not limited to:

* Market and lease vacant units as assigned
* Prepare weekly and monthly unit availability and vacancy reports
* Maintain applicant files
* Set up new tenant for Senior Compliance Manager approval
* Answer telephone prepared to respond to applicant questions
* Mail out applications, maintain waitlists
* Perform projects and other duties as assigned

Other Responsibilities:

The Occupancy Specialist will be expected to:

* Attend mandatory trainings and other trainings that will enhance ability to assist tenants in maintaining and enhancing their quality of life
* Uphold the rights of all applicants and tenants. Be continually aware of these rights and act in accordance with these rights. Interact with everyone in ways which establish a climate of respect for human dignity
* Work cooperatively with representatives of all PSI departments, including but not limited to development and external affairs, finance and human resources
* Represent Pine Street Inn in a professional manner in all contacts with neighbors and representatives of other agencies
* Work closely with the other Occupancy Specialists and exhibit competence with all facets of this job description. Take on any of these responsibilities as required by the Property Management Administrator

INTERNAL CANDIDATES INTERESTED IN APPLYING FOR THIS POSITION, PLEASE SUBMIT A PROMOTION/TRANSFER APPLICATION TO THE HUMAN RESOURCES DEPARTMENT WITHIN 10 DAYS OF POSTING.

Pine Street Inn is an Equal Opportunity/Affirmative Action Employer.