Housing Specialist

CITY OF GALVESTON•Galveston, TX

17d•Onsite

About The Position

Under general supervision, provides various technical program assistance and clerical support to staff for the administration of grant programs assigned to the Department. This role involves serving as a receptionist, managing applicant eligibility for housing programs, coordinating legal documents for closings, facilitating pre-construction and home buyer closings, preparing financial and activity reports, maintaining loan portfolios, and assisting with planning documents and bid preparations. The position also handles recordkeeping, payroll processing, office supply management, travel arrangements, and public information requests, while ensuring courteous and cooperative public interaction and maintaining confidentiality.

Requirements

High School diploma or equivalent; AND five years’ experience in advanced staff support, including bookkeeping and loan processing; OR an equivalent combination of education and experience.
Possession of a valid Texas driver’s license.
Knowledge of City organization, operations, policies, and procedures.
Knowledge of State and federal regulations and requirements governing the various grant programs.
Knowledge of Local community demographics and statistics.
Knowledge of Code of Federal Regulations.
Knowledge of City building codes.
Knowledge of Housing Quality Standards.
Knowledge of Federal Labor Standards provisions.
Knowledge of Environmental reviews.
Knowledge of Performance management systems.
Knowledge of Basic accounting and budgeting principles and practices.
Knowledge of Research methods.
Knowledge of Accounts payable and loan processing methods and practices.
Knowledge of Basic office management principles and practices.
Knowledge of Principles and practices of project management.
Knowledge of Principles and practices of record keeping.
Knowledge of Business and personal computers, and spreadsheet software applications.
Skill in handling situations requiring diplomacy, fairness, firmness and sound judgment.
Skill in providing efficient customer service.
Skill in multi-tasking.
Skill in identifying and reconciling discrepancies in data and information.
Skill in understanding and applying City policies and procedures, and applicable federal and state regulations.
Skill in explaining state and federal grants management and administration policies and procedures.
Skill in establishing and maintaining cooperative working relationships with all levels within the City.
Skill in communicating effectively verbally and in writing.

Responsibilities

Serves as a receptionist for the Department; receives and refers callers; maintains appointment schedules; responds to various inquiries and provides program information; transcribes letters, reports, statements and memos.
Obtains eligibility documentation from applicants for the CDBG and HOME housing rehabilitation/reconstruction and home buyer assistance programs.
Reviews eligibility documentation for applicants; determines eligibility for funding in accordance with CDBG and HOME programs.
Coordinates the preparation of legal documents for loan and grant closings, including promissory notes, mortgages, escrow agreements and construction contracts.
Facilitates pre-construction conferences with the homeowner and contractor to implement contract documents and discuss the project aspects.
Facilitates and attends home buyer closings.
Prepares monthly delinquent reports, letters and reports.
Maintains various filing systems; data enters requisitions for purchase orders; processes invoice payments; maintains financial records of program expenditures.
Prepares activity reports and submits to HUD; prepares labor standards enforcement reports.
Maintains and updates the loan portfolio for CDBG and HOME housing rehabilitation/reconstruction and home buyer assistance programs.
Assists in the preparation of the Annual Consolidated Plan and the Consolidated Annual Performance and Evaluation Report.
Prepares loan payments for deposit; participates in the review and processing of loan payoffs, refinancing requests and associated processes.
Participates in the preparation of bid documents for contractor procurement of CDBG and HOME projects.
Updates rehabilitation/reconstruction and homebuyer assistance waiting list; prepares insurance letters for homeowners and contractors.
Performs various recordkeeping; processes bi-weekly payroll; maintains staff records.
Assists the Housing and Community Development Analyst in the preparation and presentation for the annual Fair Housing Event and the GISD Back to School Event.
Orders and maintains office supplies; schedules equipment maintenance.
Arranges and coordinates travel schedules and reservations; maintains travel expenses and related activities.
Maintains public information requests.
Supports the relationship between the City of Galveston and the general public by demonstrating courteous and cooperative behavior when interacting with citizens, visitors, and City staff; maintains confidentiality of work-related issues and City information; performs other duties as required or assigned.
Employees may at any time be required to work in order to provide for the safety and well-being of the general public, including the delivery and restoration of vital services, in the event of an emergency.