Housing Specialist I/II

Description

GENERAL:

The City of Rock Springs is an Equal Opportunity Employer. We are committed to providing an inclusive and welcoming environment for all employees and applicants. The City of Rock Springs bases all employment decisions on business needs, job requirements, and individual qualifications, regardless of race, color, religion, sex, national origin, age, disability, or any other status protected by law or regulation. We encourage applications from people of all backgrounds.

The employee will support the City of Rock Springs mission “To provide all individuals, through the combined efforts of city government and the people it serves, an effective, efficient and productive form of government, while promoting an enhanced quality of life, open communications and economic growth”.   

The employee will demonstrate the ability to manage time, maintain a safe and clean environment; practice confidentiality; treat all persons with respect and professional courtesy; accept change; accept and provide constructive feedback; and work as a team player.  The employee must also demonstrate the competencies for their position, and adhere to policies and procedures of their department and the City of Rock Springs. 

JOB SUMMARY (ALL LEVELS)

Under direction, to perform a variety of the most complex and technically difficult accounting duties involved in preparing, reviewing, and maintaining financial and statistical records in support of the Rock Springs Housing Authority office and maintenance operations.

Housing Specialist I--This is the entry-level in the class series.  Positions at this level usually perform most of the duties required of the positions at the II level but are not expected to function at the same skill level and usually exercise less independent discretion and judgment in matters related to work procedures and methods.  Work is usually supervised while in progress and fits an established structure or pattern.  Exceptions or changes in procedures are explained in detail as they arise.  Since this class is often used as a training class, employees may have only limited or no directly related work experience. Some positions may be permanently assigned to the I level if the responsibilities are basic.

Housing Specialist II--This is the full journey level in the class series.  Positions at this level are distinguished from the I level by the performance of the full range of duties assigned, working independently, and exercising judgment and initiative.  Positions at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit.  Positions in this class series are flexibly staffed and positions at the II level are normally filled by advancement from the I level requiring three years of experience and successful performance.  When filled from the outside, the employee must have prior related experience that allows the employee to meet the qualification standards for the II level.

Senior Housing Specialist - This is the proficient level in the class series.  Positions at this level are distinguished from level I/II by having at least four years of increasingly responsible advanced technical accounting experience with some lead supervisory experience. The preferred candidate will possess an associate’s degree from an accredited college with major coursework in accounting or a related field.  A Public Housing Manger designation is preferred. This position will supervise lower-level staff when necessary.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1.    Maintaining and reconciling a variety of ledgers, reports and account records; examine and correct accounting transactions to ensure accuracy; preparing post journal entries. 

2.    Maintaining all client records; compiling, posting, and maintaining data for computer program entry and update information in accordance with agency and federal policies.

3.    Gathering, checking, and tabulating data used in the preparation of records and reports; researching background information and account histories. Assisting in providing data to facilitate the preparation of agency and HUD-required documents.

4.    Performing a variety of general clerical duties including typing, maintaining files and records, processing mail and ordering supplies, distributing mail and supplies to appropriate departments.

5.    Assisting customers, departments, and employees by providing fiscal information, explaining procedures, and answering questions. 

6.    Collecting and receiving payments over the counter and in the mail; maintaining a proper balance in cash drawer.

7.    Preparing application packets and taking applications for housing programs.  Assisting applicants in filling out application, review applications, and determine eligibility.

8.    Answering inquiries from applicants and participants concerning policies and practices associated with the application and recertification process. Reviewing applications and recertification documents for completeness and consistency.

9.    Determining initial and continued eligibility; calculating rent for admission, interim/special, and annual re-examinations with accuracy, efficiency and in compliance with RSHA, HUD and other applicable Federal, State, Local, and Fair Housing policies and regulations.

10.    Providing pre-occupancy orientation for new participants; explaining leases and briefing new participants on policies and procedures. Interviewing, evaluating, and counseling potential and current program participants on all program policies and procedures including rental assistance, eligibility requirements, and restrictions.

11.    Conducting annual and interim reviews of participant’s family income and household composition to determine continued eligibility and benefit level. Scheduling re-exam appointments, collecting documentation, making revisions, calculating rent adjustments, and notifying residents in writing of changes.

12.    Preparing and executing leases and supporting lease documents.

13.    Preparing and maintaining accounting files for accounts payable/receivable and collections, and maintaining related account journals. Preparing new year, mid-year, and year end reports.

14.    Auditing and reviewing financial documents for accuracy and completeness; preparing basic monthly journal entries, performing bookwork such as posting to ledgers, journals and registers.

15.    Tracking fixed assets and consumable inventory, including preparing and balancing year end reports.

16.    Answering participant inquires and provide information on status of rent, work orders and relevant issues. Establishing and maintaining excellent working relationships with program participants.

17.    Operating modern office machines and equipment including calculating or adding machine, word processors, computers, typewriters, printers, copiers, calculators, and FAX machines; routinely using a full range of spreadsheet computer software applications.

18.    Assisting in conducting outreach activities through a variety of methods, distributing agency and participant literature and notices including website updates, and attending outside agency resource functions.

19.    Acting as a liaison to local human service providers.

20.    Overseeing delinquent accounts and collections; process and initiate promissory note agreements; process refunds, disbursements and receipts; make deposits and monitor balances; prepare monthly and yearly closing entries.

21.    Submitting reports as required to HUD including but not limited to energy reporting, quarterly funding requirements, portable vouchers and tenant related revenue.

22.    Performing other related duties and responsibilities as assigned.
 

Qualifications

ABILITIES AND REQUIREMENTS
Has the knowledge, skills and ability to:

1.    Understand, interpret and apply pertinent Federal, State, and local laws, codes, regulations and policies and procedures.

2.    Understand, apply and independently perform advanced accounting and financial record keeping principles, procedures, audit, and methods for governmental financial and accounting transactions.

3.     Understand and provide principles of lead supervision and training to designated staff.

4.    Understand and effectively utilize automated financial management systems and computer accounting software programs.

5.    Understand and effectively utilize modern office practices, methods, and computer equipment.

6.    Ability to work collaboratively and communicate clearly and effectively, both orally and in writing, with staff, City Officials, outside agencies and the general public.  

7.    Ability to utilize applicable spelling, vocabulary, grammar, and punctuation in business letter writing, record keeping, minute taking, and database applications.

8.    Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work including, but not limited to employees, vendors and the general public. 

9.    Research, compile, analyze, interpret and prepare a variety of fiscal, statistical and administrative reports.
10.    Maintain confidential data and information.
 
11.    Plan and organize work to meet schedules and timelines and the ability to exercise good judgment, flexibility, creativity, and sensitivity in response to changing situations and needs.

12.    Analyze problems, identify alternative solutions, project consequences of proposed 
actions, and implement recommendations in support of goals.

13.     Handle multiple concurrent projects and manage priorities and tasks.

14.     Understand the organization and operation of the assigned department and the City necessary to assume assigned responsibilities.

15.    Perform mathematical computations quickly and accurately.

16.    Prepare and maintain accurate and complete financial records.

17.    Follow the instructions of senior staff.
 

Salary : $20 - $27