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