Housing Program Specialist II - Soldotna

Reports to:  Asset Supervisor, FIC Supervisor, or Supervisory Housing Program Specialist                  

OVERVIEW

The incumbent of this position must have the ability to listen and communicate with a diverse group of individuals and must demonstrate excellent communication skills, both verbal and written. The incumbent must be able to handle irate and/or difficult persons with tact, diplomacy, and sensitivity. The incumbent must be able to determine priorities and manage multiple projects commensurate with Housing Authority standards. The incumbent must be able to work independently and as part of a team. This is a non-exempt, non-supervisory position.

SUPERVISION RECEIVED AND EXERCISED:  Non-exempt, non-supervisory position.

Examples of Duties

• The incumbent of this position is responsible for daily client or property management of a rental assistance program for low-income clientele. The incumbent must be able to work with minimal supervision. The incumbent may be working in one of the following programs: Public Housing, Housing Choice Voucher, or Section 8 New Multifamily Housing. This includes, but is not limited to, the following duties:

• Ensuring at least “standard” performance under HUD’s assessment system indicators:

• AHFC-Owned Housing:
  • Physical condition of the units, buildings, and systems;
  • Financial condition of the property;
  • Management performance of the property;
  • Resident satisfaction.
• Privately-Owned Housing:
  • Proper application of subsidy and payment standards;
  • Proper determination of income and family contribution;
  • Adherence to Housing Quality Standards (HQS);
  • Prompt payment to owners.

• Carrying out the work of the program in a manner that complies with all applicable Federal, State, and local laws, regulations, and AHFC policies and procedures related to:

• Civil and Disability rights;
• Procurement of goods and services;
• Rental integrity;
• Data privacy laws.

• Maintaining the financial health of the program, including responsibilities for:

• Preparing the annual operating budget and revisions as needed;
• Minimizing vacant units days and vacancy loss;
• Tracking monthly and year-to-date income and expenditures;
• Monitoring cash flow at the properties;
• Accepting rent, daily cash balancing and deposits, and appropriate entry of cash activities into AHFC computer systems;
• Purchasing goods and services only when needed, when policies have been followed, and when funding permits;
• Performing or monitoring inventory control of all equipment, materials, and supplies;
• Assembling information and assisting with preparation of reports as required.
• Providing accurate program information to prospective applicants;
• Interpreting complex housing program rules for clients and using interpreter services when appropriate;
• Providing information on applicant or client grievance procedures;
• Assisting applicants with rental housing applications;
• Assisting applicants with appointments for interviews and inspections;
• Treating all client information with confidentiality, diplomacy, and sensitivity;
• Providing appropriate community resource referrals.
• Collecting recommendations from staff about capital work needed and priorities for such work;
• Assisting with the development of the annual capital plan.

• Working with clients to ensure that they receive accurate and timely information, opportunities for input, and fair hearings on problems, including:

• Assisting with the capital planning and redevelopment process, including:

• Assisting in the day-to-day maintenance of the property, including:

• Logging and monitoring the prioritization, assignment, close-out, and quality control of resident maintenance requests;
• Reporting any hazardous conditions, inspecting common areas, hallways, community rooms, and interior hallways, and ensuring that work orders are issued to address deficiencies;
• Inspecting units;
• With the assistance of maintenance staff, determining when and what residents should be charged for damages and neglect beyond normal wear and tear;
• Conducting UPCS inspections of AHFC units and documenting the results, including workability of smoke alarms;
• Conducting HQS inspections of private units and documenting the results, including workability of smoke alarms;

• Processing admissions to ensure all applicants are processed in accordance with all applicable Federal, State, and local laws, regulations, and AHFC policies and procedures related to:

• Marketing and recruitment of applicants for the waiting list;
• Reviewing applications for completeness, obtaining verifications, inputting applications to the AHFC computer system, establishing applicant files, briefing applicants on requirements for eligibility, providing applicants with information on privacy requirements, establishing and maintaining tenant files;
• Determining eligibility for new families in accordance with all applicable regulations;
• Processing new families, including move-in briefing, move-in inspection, calculation of pro-rated rent, regular rent, collecting security deposit and pro-rated rent, and updating AHFC’s systems with all required tenant and accounting information;
• Providing program information at a Briefing Class.
• Notifying residents of their upcoming annual reexam 90 to 120 days before the anniversary date;
• Collecting and reviewing income, assets, and deductions in compliance with HUD RIM standards;
• Documenting all actions properly in client files, maintaining a high standard of file organization.

• Conducting annual reexaminations and interim adjustments to compute rent timely, accurately, and in compliance with AHFC policies and procedures and HUD’s Rental Integrity Standards, including:

• Enforcing the lease fairly and timely on all residents, including:

• Conducting orientations for new residents to familiarize them with lease requirements;
• Assisting with preparation and service of notices for non-payment of rent;
• Assisting with preparation and service of notices for non-payment of charges in addition to rent;
• Assisting with preparation and service of lease violation notices;
• Assisting with preparation and processing of residents for lease termination;
• Appearing in court for evictions and other lease enforcement actions.
• Notifying supervisor promptly of any hazardous situations to prevent accidents;
• Enforcing program rules for violations of the bans on criminal activity and drug-related criminal activity;
• Practicing good work habits in the office to ensure a safe work environment.
• Other duties as assigned.

• Monitoring the safety and security of the property or the work site, including:

• Maintaining accurate files and records, including:
• • Organizing data and files;
  • Understanding and applying regulations, rules, and instructions.
  • Comprehending written material;
  • Accurately conveying information, both orally and in writing;
  • Retrieving information from department records management system(s).
• Assisting with preparation of monthly and annual reports, as requested.

Knowledge, Skills and Abilities

• Knowledge of:  Business English and math; proper communication techniques; office practices, procedures, supplies and equipment; effective human relation concepts.  Knowledge of federal and agency regulations, policies and procedures governing assisted housing programs; and familiar with construction techniques and building codes; familiar with Housing Quality Standards.

• Skills and Abilities:  Organizing data and files; understanding and applying regulations, rules and instructions; implementing and following procedures; making detailed mathematical computations; selecting and applying guidelines and procedures; basic interviewing techniques; typing (45 wpm); operate 10-key by touch; operate a personal computer.

• Ability to: Comprehend written material, perform assigned tasks with minimal supervision; establish and maintain effective working relationships; understands how to find the Federal regulations and handbooks governing the programs operated; perform assigned tasks independently; organize data and compile summaries and tabulations; convey information, both orally and in writing, to a variety of individuals in understandable and precise terms; establish and maintain effective working relationships; complete required training.

• May be required to travel to rural Alaskan communities for short periods of time (generally less than one week).

Minimum Qualifications:

• High school diploma or GED plus a minimum of three years’ experience in an office practices or property management. Office experience must include clerical duties such as typing, filing, and copying.
• Basic computer experience, including electronic mail, word processing, and document preparation (Word and Excel preferred).
• Within three years of the date of hire:
  • If a property manager, must obtain a “Certified Property Manager” certificate or equivalent professional certification recognized by HUD.
  • If a client program manager, must obtain a “Certified Occupancy Specialist” certificate or equivalent professional certification recognized by HUD.
  • Must have valid Alaska Driver’s license (or be able to obtain one within five (5) calendar days of beginning employment) and show proof of good driving record, when requested.

Substitution: Related business college courses or degree may be substituted for required experience on a year for year basis.