Client Support Specialist

Housing Authority of the Birmingham District•Birmingham, AL

10d•Onsite

About The Position

The Client Support Specialist provides front-office, client-facing support to on-site property management operations. The role supports the mission, strategic goals, and objectives of the Housing Authority of the Birmingham District (HABD). It combines customer service, administrative support, and assistance with applicant and tenant eligibility, occupancy, and property-management processes. The position works in office and HABD property settings and may require availability outside established HABD working hours.

Requirements

High school diploma or GED and at least three years of administrative-support or related experience; an equivalent combination of education and experience may be considered.
Strong computer skills, including MS Word, Excel, PowerPoint, and Outlook, and the ability to learn other software required for assigned tasks.
Knowledge of HUD, federal, state, and local laws and regulations, and HABD policies and procedures relevant to the position.
Knowledge of regulations affecting HABD housing programs and ability to understand property-management standard operating procedures.
Knowledge of the needs and attitudes of physically, socially, and economically disadvantaged people, including elderly populations.
Ability to acquire knowledge of HUD and HABD housekeeping standards and inspection procedures.
Ability to obtain and document information about community resources.
Ability to maintain moderately complex records and prepare clear, concise reports.
Basic mathematical and statistical skills and ability to understand and interpret data, charts, and graphs.
Ability to prioritize tasks and work in a fast-paced environment.
Ability to maintain tact and professionalism in difficult situations.
Ability to understand, respond to, follow, and provide oral instructions.
Ability to establish and maintain effective working relationships with employees, officials, suppliers, the public, coworkers, vendors, consultants, contractors, tenants, HUD, and local, state, and federal officials.
Ability to communicate with people from a broad range of socioeconomic backgrounds.
Some positions may require a valid driver’s license and eligibility for coverage under HABD’s automobile insurance plan at the standard rate.

Nice To Haves

Experience in property management or a similar field, such as a social-service organization.

Responsibilities

Monitor the site-office front desk and reception area; answer calls and emails; receive walk-in visitors; and respond to inquiries from applicants, tenants, HABD staff, and community organizations as appropriate.
Provide customer service and information about programs, admissions, application status, continued occupancy, and rent payments; escalate matters as needed and document interactions and resolutions.
Receive, sort, and distribute mail and correspondence; deliver outgoing mail to the post office weekly; and submit monthly postage reimbursement to Finance.
Provide clerical and administrative support, including recordkeeping, document generation, data tracking, telephoning, mailing, and filing; keep housing-application forms and flyers available.
Assist property-management staff with re-examinations, eligibility, and continued-occupancy processes, including reviewing applications, verifying information and income, conducting criminal-background and credit checks, and collecting required supporting documents.
Prepare and send requests for income verification and verify third-party income by mail, fax, or telephone.
Determine applicants’ initial and continued eligibility in accordance with the Public Housing Admissions and Continued Occupancy Policy (ACOP) and applicable regulatory requirements.
Conduct interviews as needed for initial eligibility and continued occupancy.
Perform or coordinate move-in, move-out, annual, and follow-up inspections, and handle minor complaints.
Coordinate with tenants to schedule exterminations, remodeling, and other management activities affecting housing units.
Respond promptly and courteously to requests; identify administrative needs and develop solutions or recommendations.
Process application updates, enter information into appropriate systems, and communicate with applicants and current and former tenants as required.
Compile and submit office-supply requests to a supervisor; maintain supplies, including cleaning supplies, toner, and cartridges.
Prepare letters, office forms, records, correspondence, and memos.
Enter work orders promptly and assist with documenting completed work orders.
Perform other administrative and related duties as assigned.