What are the responsibilities and job description for the Eligibility Technician position at Abacus?

ssignment : Eligibility Technician

Department : Housing Programs

Manager (Timecard Approver) : Roger Escobar (please add me as a backup for timecard)

Desired Start Date : Tuesday, November 12, 2024

Length of Assignment : 180 days (6 months) unless extended

Schedule : Monday-Thursday & every other Friday (Note : HACA is closed every other Friday)

Time : 8 : 00 a.m. - 5 : 00 p.m. (including lunch break)

Describe the situation that prompted the need for temporary assignment (i.e., employee on FMLA, vacant position, etc. . temporary ET is needed to help with coverage and to work on department backlog of re-examinations. How long is the assignment expected to last? 180 days unless extended. Please explain the Specific skills required (please describe) : The ET provides a wide variety of administrative functions involving the eligibility determination for participation in housing programs. This role requires the knowledge of basic mathematical calculations; ability to use computer applications including Microsoft Office suite (Word, Outlook, Excel, Teams), scanning and electronic filing, and housing program software (database); high level of customer service and the ability to communicate with a diverse population & the general public. Please list a Summary of duties and / or special requirements. Must provide five or more s ecific res onsibilities. The ET role is responsible for working with program participants through the program eligibility determination process. Duties include : processing and compiling program participant documentation based on program policy, notifying applicants and program participants of program eligibility status, performing annual and interim re-examinations of program participant financial information, and other duties as assigned. BOUT HACA : The Housing Authority of the County of Alameda (HACA) offers several programs funded by the U.S. Department of Housing and Urban Development (HUD) to assist low-income families, seniors, people with disabilities, and others in various parts of Alameda County. HACA's goal is to provide affordable housing, rental assistance, and associated services to individuals with low-, very low-, and extremely low incomes. This includes elderly individuals and those with documented disabilities, assisting them in achieving as much independence as possible within their means.

BOUT THE POSITION :

To provide a wide variety of technical and administrative functions involving the eligibility determination for participation in housing programs; provide information and assistance to the public regarding housing programs and eligibility status; administer applicable provisions of Housing Authority policies and procedures and the Administrative Plan.

DISTINGUISHING FEATURES

The Eligibility Technician is considered an entry-level position. It is distinguished from the Administrative Clerk in that this classification is responsible for technical decisions regarding housing program eligibility.

SUPERVISION RECEIVED AND EXERCISED

The Eligibility Technician classification receives direct supervision from either the Programs Manager or Special

Programs Manager and may receive guidance from the Eligibility Leadworker and / or the Leasing Services Leadworker.

ESSENTIAL AND MARGINAL JOB FUNCTIONS

Primary (essential) and less essential (marginal) responsibilities may include, but are not limited to, the following :

Essential Functions :

Explains housing programs to applicants and program participants; may notify tenants of their rights and responsibilities; may conduct meetings to explain housing programs and their requirements and responsibilities.
Performs various eligibility functions such as screening and interviewing applicants, processing applications, and considering various factors to determine program eligibility.
Performs annual and interim reexaminations of participants based on Housing Authority policies and program regulations, including reviewing tenant files, sending out appropriate requests for information, and inputting information into software systems.
Compiles household and financial information to calculate tenant rent portions based on program policies and regulations.
Notifies applicants and program participants of eligibility status and updates related to reexaminations.
Processes portability paperwork and may conduct portability meetings with participants wishing to move in or out of the Housing Authority's jurisdiction.
Maintains and applies knowledge of applicable laws, regulations, Department of Housing and Urban Development (HUD) guidelines, and the Housing Authority's Administrative Plan, including Fair Housing and Limited English Proficiency (LEP).

Marginal Functions :

Performs a variety of work related to Housing Authority programs.

Maintains various records or systems, including computerized systems; enters and retrieves data; ensures database reliability; scans documents and maintains electronic files; performs other complex technical functions.

ttends department and Housing Authority meetings; participates in a variety of mandatory training activities; obtains housing certificates related to the assignment.

Coordinates assigned activities with other staff.

Performs other duties as assigned.

KNOWLEDGE AND ABILITIES

The Eligibility Technician classification requires the :

Knowledge of :

Basic methods and practices in housing assistance and / or social service programs. o pplicable laws and regulations, including those related to fair housing and local housing codes. o Policies, technical processes, and procedures related to the Housing Authority. o Scanning and electronic filing techniques. o Document and report production methods. o Principles and procedures of record keeping and reporting. o Basic mathematical calculations. o Computer applications related to the work, including word processing, database, and spreadsheet applications.

Modern office practices, methods, and computer equipment. o English usage, grammar, spelling, vocabulary, and punctuation.

Techniques for providing high customer service by effectively dealing with the public, vendors, contractors, and Housing Authority staff.

bility to : o Interpret, apply, and explain applicable Housing Authority technical processes, policies, and procedures.

Compose correspondence independently or from brief instructions.

Understand and carry out oral and written directions. o Compile and review information; prepare records.

Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work.

Establish and maintain a variety of filing, record-keeping, and tracking systems.

Organize work, set priorities, and meet critical time deadlines.

Operate and maintain modern office equipment, including computer equipment and specialized software application programs.

Use English effectively to communicate in person, over the telephone, and in writing.

Establish, maintain, and foster positive and effective working relationships with those contacted during work.

MINIMUM QUALIFICATIONS :

ny combination of education and experience that would likely provide the required knowledge and abilities qualifies. A typical way to obtain the knowledge and abilities would be :

Equivalent to completing twelfth (12 th ) grade and three (3) years of responsible administrative experience involving public contact, telephones, recordkeeping, file maintenance, and data entry in an office or social services setting.

Experience working with or for assisted housing programs, social services programs, property management, or other housing-related fields is preferred.

HOUSING AUTHORITY INTERNAL CANDIDATES ONLY : One and one-half (112) years in the

dministrative Clerk or Housing Technician class for the Housing Authority of the County of Alameda.

QUALIFICATION REQUIREMENTS :

To perform the duties of this classification successfully, an individual must be able to perform each essential job function satisfactorily. The above requirements represent the knowledge, skill, and / or ability required for the Eligibility Technician. Reasonable accommodation may be made to enable individuals with disabilities to perform essential job functions. In addition, a driving record acceptable to the Housing Authority's insurance carrier must be maintained.

PHYSICAL DEMANDS :

The physical demands described here represent those that an employee must meet to successfully perform the Eligibility Technician classification's essential functions.

While performing the duties of this classification, mobility within the workplace is required. Manual dexterity is required to operate a computer. Good eyesight is required to read and write. Good hearing and speech are necessary in order to communicate with the general public, co-workers, agency clients, and officials contacted in the normal course of work.

Regular attendance is required. Employees in this classification must be able to handle stressful situations.

DESIRABLE QUALIFICATIONS :

IDEAL CANDIDATE

The ideal candidate will have solid experience and proficiency in :

Basic methods and practices used in housing assistance and / or social service programs

Microsoft Office 365 suite of programs (Excel, Outlook, Teams, and Word)

Familiarity with scanning and electronic filing techniques

Interfacing with the general public and diverse populations

Communicating with ease and providing excellent customer service

SUCCESSFUL CANDIDATE

The successful candidate will have many of the following personal attributes :

Excellent interpersonal skills

Capable of interacting with a diverse population;

Well-organized;

Proactive and enthusiastic.

Benefits :

HACA offers a comprehensive and competitive benefits package that affords wide-ranging healthcare options to meet the different needs of a diverse workforce and their families. We also sponsor many different employee discounts and fitness and health screening programs focused on overall well-being. These benefits include but are not limited to

For your Health & Well-Being :

Medical - HMO & PPO Plans - HACA contributes a fixed amount toward employee medical insurance under one of several recognized programs)

Dental - HACA pays the premium for dental insurance for the employee and dependents.

Vision - HACA pays the premium for a vision plan for employee coverage; employees can pay premium for dependents.

Basic Life Insurance - HACA pays a group life insurance benefit plan premium.

Supplemental Life Insurance (with optional dependent coverage for eligible employees)

Flexible Spending Accounts - Health FSA, Dependent Care and Adoption Assistance § Short-Term Disability Insurance

Long-Term Disability Insurance

Voluntary Benefits - Accident Insurance, Critical Illness, Hospital Indemnity and Legal Services

FLAC Supplemental Insurance

For your Financial Future (Reciprocity ability) :

Retirement Plan - The employee and HACA contribute to the Alameda County Retirement Association (ACERA). Employees entering ACERA after 1 / 1 / 2013 enter at the Tier 4 benefit level. Tier 4 mandatory employee contributions are 9.30% of the employee's eligible salary. Mandatory employee contributions are made through payroll deduction on a pre-tax basis. § Deferred Compensation Plan (457 Plan or Roth Plan)

For your Work / Life Balance :

14 paid holidays

Floating Holidays

Vacation and sick leave accrual

Vacation purchase program

Catastrophic Sick Leave

Credit Union - HACA employees are eligible to join a Credit Union.

Employee Assistance Program

Work Week :

This position at HACA follows a 9 / 75 work schedule, which means employees work for nine consecutive days and then have a day off every other Friday. This type of shift system reduces fatigue and burnout among the employees. The schedule for the two weeks is as follows :

o Week 1, Monday to Friday, and, o Week 2, Monday to Thursday.

BACKGROUND CHECK & AND PRE-EMPLOYMENT PHYSICAL :

Background Check :

s part of the application process, we may investigate an applicant's employment history and contact their references. If the results of this investigation raise concerns, it may lead to disqualification from consideration for the position. Additionally, we will also take fingerprints for a criminal history review. A past conviction will be carefully considered on a case-by-case basis, considering its relevance to the job in question. While a conviction may result in the termination of eligibility for employment, it will not necessarily disqualify an applicant from consideration. Ultimately, the Personnel Committee or Executive Director will make the final decision.

Pre-Employment Physical :

ll newly hired individuals must undergo a pre-employment medical examination, and employment offers are contingent on successfully passing the examination. HACA retains the right to disqualify candidates based on the examination physician's report.

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