Occupancy Specialist
Title:Occupancy Specialist
Department:Rental Services
Job Type:Non-exempt (hourly)
Salary Range:Salary Range $15.00 to $25.00 hourly
Application Deadline:Open until Filled
Nevada Rural Housing Authority
Occupancy Specialist

DEFINITION:  Under general supervision of the Housing Programs Director, provides case management services to Housing Choice Voucher clients.

DISTINGUISHING CHARACTERISTICS:  The Occupancy Specialist position is a journey level position within the Housing Programs department.

ESSENTIAL FUNCTIONS: (Performance of these functions is the reason the job exists.  Assigned job tasks/duties are not limited to the essential functions).
  1. Schedules inspections with owners, participants and residents as required.
  2. Inspects rental properties as required in accordance with the Department of Housing and Urban Development (HUD) Housing Quality Standards (HQS) regulations.
  3. Notifies property owner and tenant of property condition including a detailed list of violations when necessary.
  4. Performs follow up inspections to determine if property owners and/or tenants are making necessary repairs to comply with standards.
  5. Documents efforts to bring properties into compliance.
  6. Validates occupancy and provides assistance and counseling in HQS requirements and proper property maintenance, as needed.
  7. Conducts inspections for other programs, such as construction projects or other housing authorities, as required, in accordance with specific program requirements.
  8.  Assures all inspections are entered into software program in a timely manner.
  9. Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes and work cooperatively and jointly to provide seamless customer service.
  10. Maintains file integrity by ensuring applicant and landlord paperwork is complete. 
  11. Ensure applicant files are updated and maintained. 
  12. Ensure correct documents are maintained and appropriate documents are sent to clients and landlords. 
  13. Is familiar with all intake documents and assures all forms are completed as necessary.
  14. Assists the Housing Programs Director in gathering necessary documentation; assisting in mail outs, maintain balancing of the voucher count; indicating client status.
  15. Mails re-certification notices to area representatives and landlords on a timely basis.
  16. Gathers needed requested information for all the Housing Specialists, and keeps them informed of all required and outstanding documents and advises them of file completion in order that the process can begin. 
  17. Enters recertification’s into software system.
  18. Enters interims into software system.
  19. Enters moves into software system.
  20. Provides quality control of all files with exception of new lease-ups.
  21. Performs routine data back up as required.
  22. Maintains general agency files, establishing new files, purging files as instructed.
  23. Completes departmental correspondence and reports.
  24. Maintains policy and procedure manuals and updates as needed.
  25. Maintains logs and statistical reports, such as Enterprise Income Verification (EIV) and Public and Indian Housing Information Center (PIC).
  26. Operates copy machine, fax machine, postage machine and other office machines as needed and calls for service on equipment when requested.
  27. Greets visitors in person or on the telephone.
  28. Assists callers and visitors when capable or refer them to the appropriate person or location. 
  29. Provides information on referral services. 
  30. Assists in preparing monthly Housing Assistance Payment or other mass mailings as requested.
  31. Performs other duties as assigned and requested. 
  32. Keeps information confidential.

Knowledge and Abilities:

Knowledge of
  • HUD rules and regulations, state laws, and agency directives applicable to housing quality standards;
  • Basic elements of English usage, grammar, spelling, and punctuation;
  • Operation of basic office equipment such as fax machines, copiers, and personal computers;
  • Principles of providing customer service to the public and to internal customers;
  • Basic arithmetic;
  • Microsoft Excel, Word, PowerPoint, and Outlook software;
  • Contemporary office practices and procedures including business correspondence, record maintenance system, and office equipment;
  • Telephone and general reception procedures; and
  • Basic record keeping and bookkeeping principles and practices.
Ability to
  • Communicate professionally and politely with customers, clients or the public in face-to-face one-on-one settings, using a telephone, email, or in group settings
  • Comprehend and make inferences from written materials
  • Learn and apply general office procedures and policies;
  • Learn job-related material primarily through oral instruction and observation
  • Observe or monitor objects to determine compliance with prescribed operating or safety standards.
  • Maintain accurate files and records;
  • Provide factual information, in person and over the phone, consistent with the organization's policies, procedures, and guidelines
  • Manage priorities and tasks to meet schedules and timelines;
  • Operate standard office equipment including a personal computer and utilizing appropriate word processing, financial, and desktop publishing software;
  • Interact positively with others including the general public, elected officials, other organizational staff, and coworkers;
  • Accurately type documents and/or reports;
  • Maintain confidentiality;
  • Understand, interpret, and apply policies, procedures, and written and oral directions to specific situations;
  • Proof the work of others and identify and correct errors or omissions in language usage, syntax, spelling, and arithmetic calculations;
  • Organize, maintain, and purge files and records; and
  • Enter data or information into a computer or other device in a timely manner.
Required Certifications and Licenses:
  • Current driver's license
  • Auto liability insurance
  • Good driver’s record/DMV report
  • Pass drug test(s)
  • Possession of industry standard certification, such as HCV Housing Quality Standards or Occupancy Specialist (Nan McKay).
Experience and Training:
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:
High school diploma or equivalent plus at least three years’ administrative and/or social work experience.  

Physical and Mental Requirements:
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.
Strength, dexterity, coordination, and vision to use keyboard and video display terminal for prolonged periods. Strength and stamina to bend, stoop, sit, and stand for long periods of time. Dexterity and coordination to handle files and single pieces of paper; occasional lifting of files, stacks of paper or reports, references, and other materials. Some reaching for items above and below desk level.  Some reaching, bending, squatting, and stooping to access files and records is necessary. The manual dexterity and cognitive ability to operate a personal computer using word processing and databases. The ability to communicate via telephone. Light lifting (up to 25 pounds) is occasionally required.
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.

Working Conditions:
Work is performed under the following conditions:  
Position functions indoors in an office type environment where most work is performed at a desk. Position may occasionally be required to travel by car to pick up or deliver material. Environment is generally clean with limited exposure to conditions such as dust, fumes, noise, or odors. Frequent interruptions to planned work activities occur. 
This opening is closed and is no longer accepting applications
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