INSPECTIONS COORDINATOR

Area Housing Authority of The County of Ventura•Thousand Oaks, CA

About The Position

Responsible for and oversees the scheduling of all inspections within the agency. Perform Housing Quality Standards inspections (HQS) at properties, as needed. Under general supervision, performs a variety of difficult, responsible and specialized administrative and office support functions; creates and maintains specialized reports, records and files required in connection with department work processes; interacts with AHA personnel and the public on technical matters; and performs related duties as assigned.

Requirements

High school degree and
Intermediate proficiency in Word and Excel. (Typically gained by two years of tasks related to report generation and data analyzation through Microsoft Excel and Word processing skills)
Proper use of grammar and spelling in business setting while using internet, e-mail and other written documentation and
Two years of general office/administrative tasks or
Any other equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this position.
Complete HQS training and received complete HQS inspection certification as soon as possible to schedule with accredited company and any new related changes to inspection standards
Knowledge of modern office practices, procedures, and equipment
Must possess and maintain a valid California driver’s license and current automobile insurance in accordance with California law, with a driving record acceptable to the AHA’s insurance Company.

Nice To Haves

Experience with public sector desirable.
Bachelor degree.
Current Housing Quality Standards (HQS), Uniform Physical Conditions Standards and Basic Building Code training.
Knowledge of Yardi property management system
Possession of a valid Housing Quality Standards (HQS) certificate. If this certification is not currently held, it must be earned within one year of filling this position.
Intermediate proficiency with Yardi software. If not at this level upon hire, within three months after hire, must demonstrate proficiency in tasks related to the essential functions of this positon.
Bi-lingual in English and Spanish.
Preference will be given to candidates with previous Section 8 regulations, HQS training or housing programs experience.

Responsibilities

Coordinates inspection activities with the appropriate Housing Technicians, Site Managers, Property Management Coordinators, third party inspectors, property owners and tenants.
Plans and schedules inspection visits; performs necessary paperwork tasks to document inspection results and enters required data into the Yardi system.
Provides support services for the inspection processing implementation.
Maintains appointment schedules and calendars.
Monitors performance of 3-party inspectors to ensure inspections are in compliance with applicable Housing Quality Standard requirements.
Analyze and assist with the completion of deadlines to ensure they are within the timeframes.
Process, complete, submit reports, etc. each day, as needed.
Utilize and properly use Excel functions such as SUM IF, IF, VLOOKUP, LEN, LEFT, RIGHT, MID, DATE, TEXT functions
Utilize filters and simple conditional formats (usually to highlight error checks)
Import and export Excel spreadsheet data to YARDI.
Generate inspection dates and correspondence using AHA and HUD guidelines.
Manipulate data from numerous sources to create accurate desired inspection dates in YARDI.
Identify appropriate corrective action(s) and responsibility for inspection deficiencies repairs, if applicable. Schedule and coordinate re-inspections as needed.
Create and maintain required reports and statistics on a monthly and annual basis as required.
Create timely and accurate reports for upload to Yardi system on monthly and quarterly basis.
Establish and maintain effective working relationships with program participants and property owners, by explaining and enforcing program guidelines and regulations.
Prepare and distribute “pass/fail” letters for property owners and tenants.
Clearly communicate with clients and property owners HUD’s requirements, including deadlines and appeal processes, related to failed inspection reports.
Ensure all inspections are performed in a timely manner and in accordance with HUD’s requirements; including the standards under the Section 8 Management Assessment Program (SEMAP).
Coordinate with Inspectors and staff to ensure timely inspections for move-ins; annual Housing responsive manner and ensure effective resolutions.
Meet client needs, coordinate with co-workers, attend face-to-face meetings, and handle day-to-day operations during agency business hours.
Conduct physical inspections of properties to ensure AHA housing units, subsidized by HUD, are maintained and in compliance with established HUD and other applicable standards.
Perform such other tasks as assigned that although not listed here, are necessary to the successful in this role.