Admissions & Occupancy Coordinator

ADMISSIONS & OCCUPANCY COORDINATOR

Department:                    Admissions
Reports To:                     Director of Operations
FLSA:                               Non-Exempt
Union Affiliation:             Bargaining
Employment Status:       Full-time (35 hours, 4 days/week)
Schedule:                        7:45 a.m. to 5:30 p.m., Monday - Thursday

POSITION SUMMARY
The Admissions & Occupancy Coordinator is a specialized clerical role responsible for the review and validation of applicants for admission to Authority housing programs. The Admissions & Occupancy Coordinator must exercise considerable judgement and initiative in carrying out day-to-day responsibilities subject to established procedures, practices, and standards. Duties require considerable knowledge of HUD and other affordable housing program regulations, the Admissions and Continued Occupancy Policy on tenant selection, and the ability to maintain clerical records and to prepare accurate and concise reports. Work involves considerable and constant contact with applicants, often under trying conditions. Work assignments are received verbally and in writing and are performed under the general supervision of the Director of Operations.

 ESSENTIAL DUTIES AND RESPONSIBILITIES

(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 the position.)

1. Coordinates with Property and Maintenance Managers to fill vacant units in a timely manner.
2. Conduct one-on-one interviews of prospective tenants of the housing programs to review applications.
3. Assist applicants in the completion of forms and identification of required documents. 
4. Enter required information from application into computer system, managing preferences, bedroom size, and income limits to establish a waiting list of ready applicants at all times. 
5. Receives, records and dispositions applications.
6. Verify information received from applicant by contacting appropriate agencies. 
7. Compute applicant income and deductions using HUD guidelines. Inform applicant of proposed rent and security deposit. 
8. Answer telephone and in-person requests for information concerning services. Explain the requirements of the housing program(s). Refer person/caller to appropriate source, if needed. 
9. Maintain departmental physical and electronic files and records in accordance with Authority policy. 
10. Prepare letters and other office forms and mails to applicants.
11. Open and close waiting list as needed, purging lists as required to keep an updated pool of applicants.
12. Provide training assistance to new employees as needed. 
13. Prepare weekly reports on vacancy turn over data, applicants housed and transferred, waiting list and status of pending applications to present to supervisor and housing team as needed.
14. Prepare other program reports, logs and data tracking as required. 
15. Maintain control and information systems for effective program monitoring.
16. Reference ACOP on an as needed basis to determine how to address unusual situations that arise. 
17. Set appointments with applicants to discuss applications.
18. Receive and record applications, prepare applicant folder, and determine initial program eligibility.  Notify applicants of available subsidy, determine final eligibility.
19. Understand and keep current on PHA policies and procedures, and federal, state, and local codes, rules, and regulations as they pertain to admissions and occupancy.
20. Provide administrative support to the Director of Operations with required data tracking, program reporting, and maintaining management tools and logs.
21. Process inbound mail for the Agency following receipt and distribution procedures.
22. Receive and file incoming mail for Admissions Department, send correspondence to applicants, and return letters to declined applicants.
23. Schedule and attend hearings for applicants that request a hearing when denied assistance.
24. Participate in administrative activities, such as scheduled staff meetings, report preparations, performance review sessions informal sessions, etc.

KNOWLEDGE, SKILLS, AND ABILITIES

1. Demonstrate effective verbal and written communication skills.
2. Ability to handle and resolve situations of minor conflict effectively, in a professional manner.
3. Proficient with computers, including MS Office suite software, Internet, and electronic mail programs.
4. Exceptional organizational and filing skills.
5. Manage and complete multiple tasks across departments or functional areas.
6. Considerable judgement and initiative in carrying out day-to-day responsibilities subject to established procedures, practices, and standards
7. Organizational skills to maintain required records such as tenant files, vacancy reports, etc., in accordance with established file management system. 
8. Knowledgeable of the characteristics, lifestyles, and special needs of low-income families and individuals.
9. Socially adept with the ability to interact in a professional manner with individuals of varying socioeconomic backgrounds and cultures.
10. Knowledge of Authority policies and procedures, particularly as they pertain to public and private property management.
11. Must have strong familiarity with the principles of public and private property management.
12. Knowledge of applicable regulatory agency rules and regulations that apply to the each housing program and other relevant areas, including PHA-Web and HACD’s internal software systems, INS Documentation procedures and applicant background checks.
13. Considerable knowledge of HUD regulations and the Admissions and Continued Occupancy Policy on tenant selection.
14. Understand and keeps current on policies and procedures, and federal, state, and local codes, rules, and regulations as they pertain to job responsibilities. particularly those related to SEMAP and QHWRA. 
15. Mathematic skills sufficient to perform calculations required for determining voucher eligibility or adjustments.

EDUCATION AND EXPERIENCE

1. High school diploma or GED required.
   1. Additional college-level credit hours in Public Administration, Business Administration, or a related field preferred.
2. Minimum two (2) years of work experience in a public housing agency administering Admissions and Occupancy activities preferred.
3. Must obtain Certification as an Occupancy Specialist within one year of position start.
4. Experience working with low-income and or special needs individuals preferred.
5. Knowledge of Public Housing, the Low-Income Housing Tax Credit (LIHTC) program or other affordable housing programs a plus.
6. Bilingual ability in Spanish is a plus.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions. 

While performing the duties of this position, the employee is regularly required to talk and hear at normal volumes.  The employee is frequently required to use hands or fingers to handle, feel or operate objects or controls. The employee is frequently required to stand; walk; sit; reach with hands and arms.   The employee may be required to climb, or balance; and stoop, kneel or crouch. The employee may be required to lift up to 25 pounds.  Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision, and the ability to adjust focus. The noise level in the work environment is usually moderate. 

Equal Opportunity Employer including disability/veterans

The Housing Authority of the City of Danbury is also a drug-free workplace.