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Occupancy Specialist

Company: Muncie Housing Authority
Location: Muncie
Posted on: May 17, 2022

Job Description:

Job Description Title: Housing Choice Voucher Specialist Reports To: HCV Program Manager FLSA Status: Non-Exempt Summary Responsible for a variety of programmatic functions for Housing Choice Voucher Programs (HCVP) participants, including receipt and processing of initial applications, verifying eligibility for occupancy certification and recertification, processing waiting list, and addition and deletion of family members, income changes, moves, interim adjustments and terminations. The duties listed below illustrate the various types of work that may be performed. The omission of specific statements regarding duties does not exclude them from the position if the work is similar, related, or a logical assignment in association with this position. Duties and Responsibilities Answers telephone and responds courteously to calls, written requests, and e-mails to answer questions and provide information and assistance within area of expertise regarding program or refers calls to other employees or departments as appropriate. Maintains regular communications to ensure rents remain within fair market value in accordance with SEMAP regulations. Schedules appointments and conducts interviews, provides relevant documents, verifies income information to determine eligibility and the amount of assistance. Receives applications and documentation for completeness, logs applications, and accurately inputs data into computer. Stores paper documents and information by preparing folders and labels, rearranging materials for space allotment, and filing information in a timely and accurate manner, ensuring records are in proper order and all files are properly labeled. Assists in briefing families and owners on rights, privileges, obligations, and responsibilities within the HCVP program in a courteous and professional manner. Assists applicants in completion of forms and identification of required documents as necessary. Processes necessary paperwork associated with the briefing and issuance of the Housing Choice Voucher. Processes criminal background checks. Reviews and evaluates criminal offender record information. Determines whether applicants meet program eligibility requirements. Prepares and sends written requests for income verification. Obtains, verifies, and calculates all sources of income and resources to determine financial eligibility of applicants. Requests additional documentation from the applicant and/or references when appropriate to ensure that all requested verification and information are met and submitted in an appropriate and timely manner. Notifies applicants in writing of eligibility determination in accordance with HUD regulations and Agency policy. Accurately enters waiting list application information into appropriate system, keeping information up-to-date, and ensuring correct coding. Prepares HAP contracts and leases, and contacts landlords and participants to ensure their execution in accordance with program requirements. Processes all actions regarding program participants, including rent adjustments, move-ins, and move-outs. Enters pertinent organized information into appropriate Agency computer system, including input and update of information pertaining to certification, re-certification inspections, and related reports. Prepares comprehensive reports as directed. Calculates amounts owed to Agency due to underreported income or fraud and enters into repayment agreements with appropriate parties for approval by supervisor. Informs supervisor of all allegations received regarding fraud and/or based on evidence obtained through system reporting tools/data. Negotiates repayment agreements for approval by supervisor. Initiates Termination of Assistance of families for non-compliance, or non-performance, or other grounds in conformance with established Agency policy and procedures. Generates and mails correspondence or notices to landlords and participants regarding appointments, inspections, changes in rent, termination of assistance, etc. Responsible and accountable for maintaining integrity of client files, records, documents by adhering to filing system procedures regarding urgent, timely, and accurate processing of hard copy and/or maintenance of electronic records. Periodically reviews applicant files and updates information on prospective tenants and places non-respondents in inactive files. Provides limited mediation services between landlords and program participants to avoid evictions or unnecessary displacement. Works with outside housing agencies to implement the transition of residents under Portability Prepares required information and accurately completes appropriate forms. May set up portability billing in the system to ensure payment of initial PHA. May process incoming billing from other PHA to ensure that the correct rent is being paid on behalf of the tenant. Makes appropriate changes in system information in a timely and accurate manner. Accountable for consistent adherence to strong Agency standards regarding the ethical, responsible, and appropriate use, care, and safeguarding of Agency materials, supplies, resources, and other assets. Undertakes and performs other work-related duties as assigned including work in other functional areas to cover absences or provide relief, to equalize peak work periods, or otherwise balance the workload. Qualifications and Knowledge High school graduate or GED with two (2) years of relevant, progressively responsible clerical, case management, or closely related work in property management, public housing programs, or similar duties involving work with diverse populations/clients or an equivalent combination of education, training, and experience resulting in the ability to fulfill the essential job duties of the position. Occupancy Specialist Certification and Rent Calculation Certification should be obtained within one (1) year of employment or other allowable period of hire as authorized by the Chief Executive Officer. Working knowledge of applicable federal, state, and local laws, rules, and regulations and Agency policies and procedures pertaining to including fair housing laws. Thorough knowledge of interviewing techniques and record maintenance. Ability to meet and deal tactfully and courteously with the public. Ability to understand and follow moderately complex written and oral instructions, communicate and relate to persons of diverse backgrounds and abilities. Ability to make routine decisions in accordance with established administrative rules, regulations and policies, to explain the re-examination process to tenants in an objective and impartial manner. Ability to operate the Agency---s computer system and applicable software. Knowledge of mathematics sufficient to perform calculation required for rent adjustments. Ability to prepare clear, concise reports and make appropriate recommendations within scope of responsibility. Ability to use basic office equipment such as telephone, fax, copier, and computer. Ability to communicate clearly and concisely, both orally and in writing. Ability to communicate on the level of the listener, recognizing when information has been misunderstood, and the ability to rectify any misunderstanding as needed when explaining Agency policies and procedures Ability to establish and maintain an effective working relationship with tenants, landlords/owners, and other employees. Ability to deal effectively with situations requiring tact and diplomacy. Valid driver---s license and good driving record. Ability to be covered under the Agency---s fidelity bond. Supervision Given and Received The employee receives instructions from the HCV Program Manager. Normally, the employee plans and carries out routine work activities with minimal supervision and independently resolves problems that arise. The employee receives specific instructions when complaints are brought to the attention of the supervisor, and when the supervisor is contacted by the employee for direction. The employee's work is reviewed periodically for conformance with organizational policies and attainment of objectives. The employee has no supervisory duties. Guidelines The HCVP Specialist performs routine duties by following established HUD and Agency policies and procedures. These guidelines cover most job-related situations and the employee may use independent judgment in making decisions within established parameters and area of expertise. If guidelines do not cover a situation, the employee normally consults the supervisor. Guidelines are generally specific and clear. Complexity The employee performs a variety of related, routine, and generally repetitive tasks. The course of action is determined by the supervisor and by established procedures. The employee may coordinate, integrate, and/or prioritize tasks. Scope and Effect The employee---s work affects a significant portion of the Participants and Owners that participate in the Housing Choice Voucher Program. The employee contributes significantly to the Agency---s ability to provide adequate leased housing to the city---s low-income residents with effective and accurate accomplishment of tasks. Personal Contacts The employee---s contacts are primarily with other employees, owners/landlords, and participants. Such contacts require the ability to establish and maintain good working relationships on a long-term basis. The purpose of these contacts is to obtain or provide information; plan, coordinate, and advise other activities; motivate, influence, or direct subordinates or others; and justify, defend, negotiate, or resolve matters and issues concerning HCVP occupancy issues. At times, persons contacted may be skeptical, uncooperative, unreceptive, hostile or willing to express different viewpoints and objectives. Physical Demands Work is principally sedentary, but may involve some physical exertion, such as kneeling, crouching, or lifting to obtain files, records, and office supplies, and eyestrain from working with computers and other office equipment. Must be able to sit or stand for up to eight hours at a time while performing work duties. Must be able to bend, stoop, push, and pull in the performance of office related duties. Must be able to use fingers bilaterally and unilaterally to operate office equipment. Must be able to establish and maintain effective working relationships with co-workers and clients and perform essential job functions in an environment that will sometimes include increased levels of work-related stress. Must have vision and hearing corrected to be able to operate office equipment and fulfill essential job functions. Must maintain punctuality and attendance as scheduled. Work Environment Work involves the normal risks or discomfort associated with an office environment and is usually in an area that is adequately cooled, heated, lighted, and ventilated. The Muncie Housing Authority is an Equal Opportunity Employer. This job description is subject to change in no manner states or implies that these are the only duties and responsibilities to be performed. The duties herein are representative of the essential functions of this job. This job description reflects management---s assignment of functions; however, it does not prescribe or restrict tasks that may be assigned. Nothing in this document restricts management---s right to assign or reassign duties and responsibilities at any time. The qualifications listed above are guidelines listed are guidelines, other combinations of education and experience that could provide the necessary knowledge, skills, and abilities to perform the job may be considered at the discretion of the Chief Executive Officer. Employment with the Muncie Housing Authority is on the ---at-will--- basis. Nothing in this document is intended to create an employment contract, implied or otherwise, and does not constitute a promise of continued employment. Disclaimer: The above statements describe the general nature, level, and type of work performed by the incumbent(s) assigned to this classification. They are not intended to be an exhaustive list of all responsibilities, demands, and skills required of personnel so classified. Job descriptions are not intended to and do not imply or create any employment, compensation, or contract rights to any person or persons. Management reserves the right to add, delete, or modify and/or all provisions of this descriptions at any time as needed without notice. This job description supersedes earlier versions. Company Description Muncie Housing Authority assists individuals with affordable housing.

Keywords: Muncie Housing Authority, Muncie , Occupancy Specialist, Other , Muncie, Indiana

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