Occupancy Specialist
Summary
Title:Occupancy Specialist
ID:1080
Department:Rental Services
Job Type:Non-exempt (hourly)
Salary Range:$13.02 - $25.75
Application Deadline:Open until filled
Description

Occupancy Specialist

$15.00-$25.75 per hour (Employee/Employer Paid PERS)

$13.02-$22.34 per hour (Employer Paid PERS)

Position Description/Summary:

Under general supervision of the Manager of Rental Services or Director of Rental Services, the Occupancy Specialist provides case management services to Housing Choice Voucher clients. This is a journey-level position within the Rental Services Department. The person filling this role must have excellent written and verbal communication skills and be able to communicate with customers, clients and the public with understanding and empathy, both face-to-face and via phone, email, and/or other communication methods. The Occupancy Specialist is responsible for:

  • Assisting clients, customers, and other members of the general public by providing information and answering questions about programs; providing referrals to other services as necessary.
  • Determining initial and continuing eligibility of applicants/clients for the Housing Choice Voucher Program, and other programs as needed, by gathering information, conducting interviews, and performing calculations based on information gathered in compliance with federal regulations and agency policies.
  • Maintaining files, logs, reports, etc., and evaluating documents/actions for accuracy and completion within the standards of federal regulations and agency policies.
  • Maintaining necessary correspondence with applicants/clients/landlords, and others as needed, to ensure timely, accurate and complete program compliance according to federal regulations and agency policies.
  • Ensuring confidentiality of all Personally Identifiable Information (PPI)

 

The Occupancy Specialist should be a well-organized and detail-oriented professional who has excellent written and verbal communication skills, reading comprehension and basic math skills. This individual should have exceptional time management skills and the ability to effectively manage multiple tasks and meet deadlines under pressure while maintaining accuracy and confidentiality. The Occupancy Specialist should work well with others, exhibit sound judgement, and be able to communicate tactfully and effectively with clients, customers, landlords, outside agencies, coworkers, management, and the general public at all times. The Occupancy Specialist should be able to learn and apply rules, regulations, policies, and procedures accurately and consistently while keeping up with changes and updates.

This position reports to the Rental Services Manager and/or the Director of Rental Services.

Essential Duties and Responsibilities:

Performance of these functions is the reason the job exists. Assigned job tasks/duties are not limited to the essential duties and responsibilities:

  • Answers general inquiries related to eligibility, program participation, program requirements, and compliance; assists callers and visitors by providing program information and referrals to other services, as necessary.
  • Interviews applicants or clients for program eligibility.
  • Requests, reviews, and organizes applicant/client records, materials, forms, and verifications to ensure files are updated and maintained.
  • Determines initial/continued eligibility for Housing Choice Voucher or other rental assistance program(s); applies federal regulations and agency policies in determining tenant rent and subsidy levels.
  • Maintains file integrity by evaluating documents for accuracy and completion.
  • Sends notices to applicants, clients, and landlords related to regulations, policies, rent changes, program violations, and other miscellaneous correspondence as applicable.
  • Completes re-determination of initial/continued occupancy eligibility; computing rent calculations based on information received from acceptable sources and utilizing knowledge of federal regulations and agency policies.
  • Ensures recertification notices are issued on a timely basis.
  • Enters recertifications, interims, and moves into agency software system.
  • Assists with individual or group program briefing sessions, as necessary.
  • Maintains logs and statistical reports, such as Enterprise Income Verification (EIV) and Public and Indian Housing Information Center (PIC).
  • Assists the Rental Services Manager or Director in gathering necessary documentation for program reporting, mail outs, balancing of the voucher count, and other department correspondence, as necessary.
  • Maintains general agency files, establishing new files, purging files as instructed, and performing routine data back up as required.
  • Maintains policy and procedure manuals and updates as needed.
  • Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide seamless customer service to staff, clients, and other partners. 
  • Ensures confidentiality of all personably identifiable information (PII)

Knowledge and Abilities:

Knowledge of:

  • HUD rules and regulations, state laws and agency directives applicable to housing quality standards, preferred, but not required.
  • Yardi software and Rent Café preferred but not required.
  • Microsoft Office programs, such as Word, Excel, Outlook, and PowerPoint; Adobe or similar pdf software.
  • General office practices and procedures, including business correspondence, basic recordkeeping or bookkeeping principles, record maintenance systems, and office equipment operation including computers, calculators, telephones, copiers, printers, and scanners.

Ability to:

  • Communicate with clients, customers, and the public tactfully, effectively and with empathy and understanding in face-to-face settings, as well as over the phone, via email, etc.
  • Learn job-related material primarily through oral instruction and observation.
  • Create and maintain effective working relationships with NRHA staff, management, clients, customers, landlords, other agencies, and the general public.
  • Learn and use new software and programs effectively and efficiently as necessary.
  • Read, write, and speak English while using proper grammar, spelling, and syntax; Bilingual in English/Spanish preferred but not required.
  • Proof the work of others to identify and correct errors or omissions in language usage, syntax, spelling, grammar, and arithmetic calculations.
  • Work with a digital filing system

Qualifications:

  • Any combination of training, education, and experience that would provide the required knowledge and abilities. A typical way to gain the required knowledge and ability is to possess a High School Diploma or equivalent, plus have at least three (3) years administrative and/or social or community service agency work experience.

Certifications

  • Current NV Driver’s License
  • Possession of or ability to obtain industry standard certification, such as HCV Housing Quality Standards or Occupancy Specialist (Nan McKay) within one (1) year of hire date.

Working Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

The Occupancy Assistant works primarily indoors with minimal travel outside of the office.  The office environment consists of shared or isolated working space, with a desk located in a generally clean, climate-controlled environment with limited exposure to conditions such as dust, fumes, noise, or odors. Interruptions to planned work activities occur frequently. The noise level in the work environment is typically moderate. Travel is rarely required for this position; however, when travel is required, an agency vehicle may be provided. May require work in confined spaces, such as storage closets. May occasionally require an adjusted work schedule, overtime, and/or evening/weekend hours for special work functions or in order to meet deadlines.

Physical and Mental Demands:

The physical and mental requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of the job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Employee must have the ability to appropriately handle stress and interact with others, including supervisors, coworkers, clients, and customers. Regular and consistent punctuality and attendance are required. Employee must possess the strength, dexterity, and coordination to use a computer keyboard and video display terminal for prolonged periods. Employee must be able to bend, stoop, sit, and stand for long periods of time; handle files, office supplies and single pieces of paper; occasionally lift files, stacks of paper, office equipment, small/medium-sized boxes and other materials. Employee must be able to reach, bend, squat, and stoop to access items above and below desk level, plus load in and out of vehicles; manual dexterity and cognitive ability to operate a personal computer, as well as office equipment, and to communicate effectively via telephone and email. Employee must be able to safely lift items, materials, supplies, equipment of up to 25 pounds, with or without the assistance of a hand truck or cart. There may be occasions that require climbing stairs or walking on uneven ground while carrying materials, supplies, equipment, or other items.

In compliance with applicable disability laws, reasonable accommodations may be provided for qualified individuals with a disability who require and request such accommodations. Incumbents and individuals who have been offered employment are encouraged to discuss potential accommodations with the employer.

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