HOUSING MANAGEMENT SPECIALIST I

Everett Housing Authority•Everett, WA

7d•$26 - $33•Onsite

About The Position

Under general supervision, performs a variety of duties pertaining to the day-to-day operations of Affordable Housing and Authority Owned communities. Manages all functions of recertification and interims. Ensures program compliance, stays current with HUD and LIHTC regulations, Fair Housing, and state laws. Responsible for ensuring files are ready for internal and external audits. This is an entry-level position characterized by a variety of well-defined processes and procedures covering resident issues and organizational matters related to property management. Work is performed under the general supervision of a manager who is available to assist with matters outside the guidelines. This position typically consists of a limited volume of units, with the application of one or two closely related programs’ rules and regulations, i.e. LIHTC, PBRA and HOME.

Requirements

Knowledge of modern office practices and procedures.
Effective verbal and written communication with a wide variety of audiences.
Business/professional ethics.
Perform basic mathematical skills and have attention to detail to ensure accuracy of HUD regulated contracts forms, and programs.
Work professionally and effectively with program participants, co-workers, social service agencies, and the general public, while ensuring compliance with program requirements and accuracy of work product.
Speak and understand English and follow oral and written directions.
Proficiently use computer and ten key calculator.
Work independently within organizational parameters.
Demonstrate strong organizational skills including prioritizing, ensuring accuracy, multitasking, and handling interruptions appropriately; ensures assignments are completed timely and in an effective manner.
Adapts to changing business needs, conditions, and work responsibilities; responds to change with a positive attitude and willingness to learn new ways to accomplish work activities and objectives.
Drive a vehicle.
Ability to work effectively and positively with individuals of diverse cultural and socioeconomic backgrounds.
Work includes frequent contact with the public and employees on a variety of matters requiring incumbents to know housing authority policies and procedures.
Contact with residents may be of a confidential and sensitive nature to collect relevant documents and assist with resident needs.
High school diploma or GED.
Two to three years’ customer service or general office work experience.
Two years of computer work experience.
An equivalent combination of education and experience.

Nice To Haves

Compassion and a passion for service with less enfranchised people within the community.
Bilingual fluency in Russian, Ukrainian, Vietnamese, Arabic, Korean, or Spanish language.
Knowledge and/or experience in property management.
Experience working with a housing authority.
Experience using Yardi Voyager and Rent Café software.

Responsibilities

Processes annual and interim review of tenant eligibility; prepares annual review packets; tracks and processes for completion with residents; processes income and asset verifications as required by program rules and regulations; reviews verifications and calculates annual rent; determines resident rent assessment and enters such in computer system.
Supports resident with Rent Café review process; serves as main contact for Rent Café questions, issues, and resident login problems; resets passwords as requested.
Inputs information into computerized systems for information management, storage and retrieval; inputs and retrieves resident/applicant and owner/property information; inputs status and other changes.
Maintains files and records pertaining to applicants or residents; compiles data from a variety of sources, databases and logs. Ensures files are ready and available for internal and external audits.
Performs peer audits of annual and interim recertifications; provides appropriate feedback regarding the file.
Responsible for retrieving income reports from HUD’s Enterprise Income Verification (EIV) system.
Receives and reviews applications in computer system applicant portal; answers applicant questions; manages the waiting list; inputs information into computerized system for information management; inputs and retrieves applicant information.
Serves as point of contact for residents, applicants, and the general public; answers phones, greets applicants, residents, and visitors; explains process and procedures, answers questions, assists applicants with application process, listens and assists and/or refers residents based on concerns and problems.
Assists with marketing and outreach.
Assesses and documents complaints; initiates appropriate action and/or refers appropriately. Receives inquiries and complaints, verification requests, performs research, and provides general information on services, programs, procedures, and regulations, or refers to appropriate person or department.
Researches and investigates possible fraud.
Responds to Reasonable Accommodation inquiries and requests while following EHA policy and procedures; initiates appropriate action or refers to appropriate person.
Assigns and tracks tenant parking spaces; issues permits and monitors parking area for violations outlined in the property’s policies and procedures; documents and logs resident vehicle make, model, and license plate information.
Processes invoices for assigned properties which may include invoice coding or data entry into computerized system.
Timely preparation of HAP reports, rent roll balancing reports and submits for inter-departmental review.
Performs tenant accounting; makes adjustments to tenant accounts, rent changes, maintenance charges and late fees under the direction of a manager.
Collects rent checks and deposits to authorized bank account within 24 hours.
Responsible for all aspects of the Automatic Rent Payment System (ACH) including additions and cancellations of ACH payments. Posting ACH payments into computerized system within 24 hours of electronic transfer.
Monitors delinquency reports and addresses credits and/or balances.
Conducts housekeeping, yard, safety, and biennial inspections of housing units according to established policies and procedures; follows up on lease violations, health and safety, building, grounds or yard checks.
Depending on location, may schedule and track annual building system maintenance.
Attends all required training and safety meetings; uses, maintains and replaces assigned personal protective equipment; reports all injuries and illnesses to supervisor immediately; completes and submits incident/accident reports as required; reports hazardous conditions or unsafe work practices to supervisor; follows all safety and health guidelines, practices, policies and procedures.
In conjunction with the Maintenance Specialist, updates the Maintenance Binder with annual inspection results for general building systems, i.e. fire alarm testing, backflow monitoring, pull cord testing, elevator inspections, etc.
Monitors emergency pendant system for low battery alerts and reports the low battery to Maintenance.
Collects and updates data for the entry control systems. Places work order for Maintenance Specialist to program call box.
Collaborates on a regular basis with the Finance Department, Service Coordinators, Maintenance and Front Desk.
Facilitates treatment plans under the EHA Bed Bug Protocol for bed bug infestations, which includes coordination of the Bed Bug Briefing and verifying staff (Maintenance, Resident Services, Property Management) have completed all items on the bed bug treatment checklist.
Attends meetings as assigned and takes minutes or notes as necessary.
Purchases office supplies in accordance with Agency policy and coordinates purchases of other supplies to ensure order control and proper submittal of bills.
Completes and sends information requests on behalf of residents, such as DSHS benefits or landlord statements.
Ensures emergency pendant monitoring company is updated with any new or changed tenant name or phone number.
Assists other staff as assigned or requested.
Performs related work as required.