Housing Analyst

City of Glendale•Glendale, CA

2d•Onsite

About The Position

Under general supervision, this management classification performs duties related to affordable housing projects and programs. Essential functions of the job include, but are not limited to, administering the compliance monitoring program for the City's affordable housing portfolio, conducting annual monitoring cycles for multifamily rental (MFR) and City-assisted development (Dev) projects including property inspections, tenant file audits, tenant income certifications, and review of occupancy reports for rent and income compliance. Conducts annual compliance monitoring for Single Family Rehabilitation (SFR) and First Time Homebuyer (FTHB) loan programs, including property title review, verification of owner occupancy, insurance verification, and assessment of title changes affecting the City's lien position. Calculates and distributes updated rent and income limits for all funding sources (HOME, LMIHAF, PLHA, and other applicable programs) on an annual basis; prepares and issues timely notification to borrowers of new limits applicable to their projects. Reviews income and asset documentation for applicants to affordable units; ensures compliance with affirmative marketing requirements for HOME-assisted projects; coordinates with property management on vacancy notifications and marketing. Tracks, requests, receives, reviews, and files quarterly reports and annual budgets for City-assisted development projects; monitors insurance policy expirations for all Dev and MFR projects and coordinates timely renewals. Maintains compliance tracking systems and property files; manages document filing and record retention for regulatory agreements, loan documents, and monitoring correspondence. Performs detailed special projects and research assignments. Collaborates with various staff and departments in completing special projects and reports. Explains and interprets Divisional policies, procedures and regulations to the public. Inputs housing data and prepares statistical charts, graphs, organizational and work flow charts, procedural manuals and reports using a variety of computer applications. Evaluates community needs by working with citizen groups and acting as liaison between Division and community. May prepare and process claims, purchase orders and/or vouchers by entering pertinent information into the computer and distributing and/or filing supporting documents. Receives and screens visitors and telephone calls, providing general and specialized housing information regarding assigned function that requires the use of judgment, tact and sensitivity and the interpretation of policies, rules and procedures. Composes and drafts housing correspondence, staff reports, specialized forms, technical and statistical material and confidential documents from drafts, notes or brief instructions; independently responds to correspondence and inquiries; proofreads and checks typed and other materials for accuracy and completeness and for compliance with policies and regulations. Attends meetings and takes minutes. Assists in the planning, developing and implementation of Division programs and procedures; directs and/or participates in conducting studies to evaluate existing and proposed programs, procedures and policies; directs and/or participates in the Division’s liaison activities. Establishes and maintains a variety of filing and tracking systems. Researches, investigates and analyzes divisional and interdivisional operations and administrative issues, including functions, organization structures, record procedures involving forms, documents and payrolls, work output and workload, expense control, layout and equipment. Prepares organization and work flow charts, spreadsheets, policy and procedural manuals and written reports using automated equipment and a variety of computer software packages. Researches public and private grant programs and assists in preparation of grant applications. Assists in negotiating and preparing contracts between the City and community service providers. Monitors contract compliance. Attends workshops and seminars and presents information to appropriate personnel for follow-up action. Serves as Division liaison with other departments or outside agencies. Plans and coordinates projects with other divisions. Confers with City officials and employees on matters of administration, finance, and operation. Assists in special projects undertaken for purposes of standardization, efficiency, and economy. Assists in development and design of programs based on need. Assists in the preparation of division or program budget, and monitors expenditures. May drive on City business as necessary. Assumes responsibility for ensuring the duties of the position are performed in a safe efficient manner. Performs other related duties as assigned or as the situation requires.

Requirements

Three years of recent experience in affordable housing related program and/or project development, and administrative duties including multi-funded affordable housing budgets is required.
Bachelor's Degree in Public Administration, Business Administration, Urban Planning, or a related field is required.
Valid Class C California driver's license is required.
Knowledge of: Affordable housing programs services.
Knowledge of: Applicable, Federal, State and local ordinances, codes, laws, mandates, etc.
Knowledge of: Basic mathematical operations such as addition, subtraction, multiplication, and division.
Knowledge of: Budgetary processes and procedures.
Knowledge of: English grammar usage, spelling, punctuation, and business vocabulary.
Knowledge of: Internal departmental policies and procedures.
Knowledge of: Office administrative practices and procedures, such as business letter writing and the operation of standard office equipment.
Knowledge of: Record keeping, report preparation, filing methods and records management techniques.
Knowledge of: Contract management and principles.
Knowledge of: Grant administration requirements and practices.
Knowledge of: Principles of management, supervision and training.
Skill in: Advanced computer skills with experience in financial and housing software.
Skill in: Analyzing data.
Skill in: Applying logical thinking to solve problems or accomplish tasks.
Skill in: Conducting detailed and thorough research.
Skill in: Effective oral communications, both on a one-on-one and a group basis.
Skill in: Making independent judgments and decisions based on standard policy or procedure.
Skill in: Organizing work, setting priorities, meeting critical deadlines, and following up on assignments with minimum direction.
Skill in: Public contact techniques.
Skill in: Use of word processing, spreadsheet and other computer software programs and applications.
Ability to: Provide exceptional customer service to all employees and vendors.
Ability to: Communicate effectively in English, both orally and in writing.
Ability to: Communicate with co-workers and clients.
Ability to: Conduct housing research and analyze data.
Ability to: Conduct moderate mathematical calculations.
Ability to: Design and implement housing work flow systems.
Ability to: Effectively train and supervise subordinates.
Ability to: Establish and maintain effective working relationships with the public, co-workers, other departments, subordinates and supervisors and resolve interpersonal conflicts.
Ability to: Foster a teamwork environment.
Ability to: Follow detailed regulatory procedures.
Ability to: Follow oral and written instructions.
Ability to: Efficiently organize and manage multiple ongoing projects with a high degree of accuracy.
Ability to: Handle confidential information with discretion.
Ability to: Interpret, apply, explain and reach sound decisions in accordance with laws, regulations, rules and policies.
Ability to: Lead, coach, instruct and motivate employees.
Ability to: Learn through observation and hands on experience.
Ability to: Maintain a filing system.
Ability to: Model and practice the highest level of ethical conduct.
Ability to: Prioritize workload and adapt to frequently changing deadlines in a fast paced environment.
Ability to: Provide clear work instructions.
Ability to: Provide exceptional customer service to the public and internal City employees.
Ability to: Review and evaluate employees’ job performance and effectively recommend appropriate personnel action.
Ability to: Understand, interpret and communicate complicated policies, procedures and protocols.
Willingness to: Assume responsibility for maintaining a safe working environment.
Willingness to: Work the necessary hours and times to accomplish goals, objectives, and required tasks.

Nice To Haves

Master’s Degree in Public Administration, Business Administration, Urban Planning, or a related field is highly desirable.

Responsibilities

Administers the compliance monitoring program for the City's affordable housing portfolio.
Conducts annual monitoring cycles for multifamily rental (MFR) and City-assisted development (Dev) projects including property inspections, tenant file audits, tenant income certifications, and review of occupancy reports for rent and income compliance.
Conducts annual compliance monitoring for Single Family Rehabilitation (SFR) and First Time Homebuyer (FTHB) loan programs, including property title review, verification of owner occupancy, insurance verification, and assessment of title changes affecting the City's lien position.
Calculates and distributes updated rent and income limits for all funding sources (HOME, LMIHAF, PLHA, and other applicable programs) on an annual basis.
Prepares and issues timely notification to borrowers of new limits applicable to their projects.
Reviews income and asset documentation for applicants to affordable units.
Ensures compliance with affirmative marketing requirements for HOME-assisted projects.
Coordinates with property management on vacancy notifications and marketing.
Tracks, requests, receives, reviews, and files quarterly reports and annual budgets for City-assisted development projects.
Monitors insurance policy expirations for all Dev and MFR projects and coordinates timely renewals.
Maintains compliance tracking systems and property files.
Manages document filing and record retention for regulatory agreements, loan documents, and monitoring correspondence.
Performs detailed special projects and research assignments.
Collaborates with various staff and departments in completing special projects and reports.
Explains and interprets Divisional policies, procedures and regulations to the public.
Inputs housing data and prepares statistical charts, graphs, organizational and work flow charts, procedural manuals and reports using a variety of computer applications.
Evaluates community needs by working with citizen groups and acting as liaison between Division and community.
May prepare and process claims, purchase orders and/or vouchers by entering pertinent information into the computer and distributing and/or filing supporting documents.
Receives and screens visitors and telephone calls, providing general and specialized housing information regarding assigned function that requires the use of judgment, tact and sensitivity and the interpretation of policies, rules and procedures.
Composes and drafts housing correspondence, staff reports, specialized forms, technical and statistical material and confidential documents from drafts, notes or brief instructions.
Independently responds to correspondence and inquiries.
Proofreads and checks typed and other materials for accuracy and completeness and for compliance with policies and regulations.
Attends meetings and takes minutes.
Assists in the planning, developing and implementation of Division programs and procedures.
Directs and/or participates in conducting studies to evaluate existing and proposed programs, procedures and policies.
Directs and/or participates in the Division’s liaison activities.
Establishes and maintains a variety of filing and tracking systems.
Researches, investigates and analyzes divisional and interdivisional operations and administrative issues, including functions, organization structures, record procedures involving forms, documents and payrolls, work output and workload, expense control, layout and equipment.
Prepares organization and work flow charts, spreadsheets, policy and procedural manuals and written reports using automated equipment and a variety of computer software packages.
Researches public and private grant programs and assists in preparation of grant applications.
Assists in negotiating and preparing contracts between the City and community service providers.
Monitors contract compliance.
Attends workshops and seminars and presents information to appropriate personnel for follow-up action.
Serves as Division liaison with other departments or outside agencies.
Plans and coordinates projects with other divisions.
Confers with City officials and employees on matters of administration, finance, and operation.
Assists in special projects undertaken for purposes of standardization, efficiency, and economy.
Assists in development and design of programs based on need.
Assists in the preparation of division or program budget, and monitors expenditures.
May drive on City business as necessary.
Assumes responsibility for ensuring the duties of the position are performed in a safe efficient manner.
Performs other related duties as assigned or as the situation requires.