Title: Occupancy Specialist
Reports To: Executive Director
Duties and Responsibilities
Responsible for overseeing and performing the general administrative duties for continued occupancy of public housing residents. The position requires a thorough understanding of the public housing programs to include Housing and Urban Development (HUD) rules and regulation, and the Housing Authority's rules, policies and procedures. The employee may perform some or all of the duties listed below. Specific duties include the following:
- Answers inquiries concerning polices and practices associated with the application and/or re-examination processes for the Public Housing Program.
- Monitors lease up rates and ensures percentage requirements are maintained for compliance.
- Interviews and counsels applicants, screens applications and determines eligibility and monthly payments in accordance with JMHC guidelines. Submits processed eligibility data for final selection or rejection. Notifies selections to fill vacancies and explains reasons for rejection to applicants when necessary.
- Coordinates and processes annual and interim recertifications. Schedules and conducts re-certification interviews and computes new rents for re-examinations. Verifies receipt of information from agencies or other sources as required and reviews those forms for accuracy and completeness. Assimilates and inputs data into computer.
- Maintains files and correspondence associated with the re-examination process for public housing residents.
- Ensures proper verification method is processed for each re-exam as prescribed by HUD and Authority policy. Utilizes the EIV System for income verification requirements when necessary.
- Responsible for preparation of required forms, reports, correspondence, and memos regarding Public Housing issues. Processes 50058 records and transmits them monthly through the PIC system. Corrects all errors and resubmits to ensure reporting percentages are maintained.
- Generates work orders, bills maintenance charges and closes out work orders after completion.
- Assists in providing data to facilitate the preparing of Agency and HUD required reports. Including recordkeeping and data collection compiled annually for PHAS reporting.
- Collects rent and all other monies collectible through the Public Housing Program. Posts payments, prepares deposits and makes deposits daily. The deposits are to be verified by another employee each time.
- Monitors late payments of rent and uncollectible debts of public housing residents. Investigates and reports all suspected false and fraudulent information.
- Generates monthly statements and performs all close-out procedures for end of each month.
- Maintains key log and issues keys at move-in.
- Conducts walk through inspections for resident at move-in, move-out and housekeeping inspections when necessary.
- Contributes to team effort by accomplishing all other duties assigned.
Qualifications and Knowledge
High school graduate or GED. Associate Degree in Business Administration or related field and experience in clerical work including public contact work. Or an equivalent combination of experience and education.
The following Certifications must be obtained within one (1) year of employment, or other allowable period of hire as authorized by the Executive Director:
- Occupancy Specialist
- Rent Calculation
- Enterprise Income Verification System (EIV)
- Fair Housing
Knowledge of federal, state, and local laws, rules, and regulations pertaining to public housing and Agency policies and procedures on such housing.
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 use basic office equipment such as typewriter, ten-key calculator, copier, computer etc.
Ability to establish and maintain an effective working relationship with other employees.
Ability to deal effectively with situations requiring tact and diplomacy.
Valid North Carolina driver's license.
Eligibility for coverage under JMHC fleet auto insurance.
Supervision Received and Given
The employee receives instructions from the Executive Director. 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 Executive Director and when the Executive Director is contacted by the employee for direction. The employee's work is reviewed periodically for conformity to organizational policies and attainment of objectives.
The Occupancy Specialist has no supervisory duties.
The employee performs routine duties by following established HUD and Agency policies and procedures. These guidelines cover most job-related situations and the employee usually is required to use independent judgment in making decisions. If guidelines do not cover a situation, the employee normally consults the Executive Director. Guidelines are generally specific and clear.
The employee performs a variety of related, routine, and generally repetitive tasks. The course of actions 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 resident families, managers, other agencies, and other Agency personnel. The employee's efforts can enhance the Agency's continuing efforts to provide adequate leased housing to low-rent public housing families on a timely basis and at reasonable rates.
Personal contacts are with all of the above persons and groups. The purpose of such contacts is to obtain and provide information and verify, document, and record information submitted by residents and other JMHC activities.
Physical Demands/Work Environment
Work is principally sedentary, but may involve some physical exertion, such as kneeling and crouching to obtain files, eye strain from working with computers and other office equipment.
Work involves the normal risks or discomforts associated with an office environment, but are usually in an area that is adequately cooled, heated, lighted, and ventilated
Must be able to establish and maintain effective working relationships with co-workers, applicants, and residents and perform essential job functions in an environment that will sometimes include increased levels of work-related stress.
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 work-related duties (e.g. moving or carrying objects or materials.
Must be able to use fingers bilaterally and unilaterally to operate office equipment.
Must have vision and hearing corrected to be able to legally operate a vehicle in various environmental and traffic conditions.