Housing Specialist

The Housing Authority of Yamhill County (HAYC) is accepting applications for one (1) Full-Time40-hours per week Housing Specialist position. This position will maintain a caseload of Housing Voucher clientele in multiple stages of program participation, including participation in special programs and funding sources. These positions may also include conducting Housing Quality Standards inspections and/or the Family Self Sufficiency Program.

Duties include but are not limited to high levels of client contact, interpretation and application of complex government and agency policies, and extensive paperwork. Written and oral fluency in Spanish is preferred but not required. Previous office experience working with the public and intermediate knowledge of word-processing is required. Other requirements are explained in the job description.

Pay range under the current union contract for this 40-hour position is $23.39/hr to $27.08/hr DOE with most employees hired at the beginning of the range.

Compensation package:

This position provides outstanding benefits including but not limited to fully paid medical, dental, vision (depending on coverage selected) and EAP, retirement 401(a) which incorporates 6% employee contributions and 7% employer contributions.

Hours per week: 40 hours during the hours of Monday -Friday, 8:00 a.m. to 5:00 p.m. OR four (10) hour shifts Monday – Thursday, depending on approval.

Candidates will be required to have a background check/DMV check completed prior to hire.

This position is considered open until filled. Applications can be found on our website www.hayc.orgor at our main office at 135 NE Dunn Place, McMinnville, Oregon 97128. Email Applications along with resume and letter of interest to Dan at dan@hayc.org OR Megan at Megan@hayc.org or fax to 503-472-4376.

Due to the volume of resumes that we receive, only those candidates selected for interviews will be contacted.

The Housing Authority of Yamhill County is an Equal Opportunity Employer.

Essential Job Functions:

1. Determines eligibility for housing assistance programs. Selects applicant from applicable waiting list. Assess family composition, income sources, expenses, and other pertinent information to determine qualification for housing preference and eligibility for assistance and explains various housing programs. Verifies information supplied by preparing and issuing forms and/or other correspondence to employers, care givers, financial institutions, and other agencies (Department of Human Services, Social Security, etc.) Reviews incoming material and calculates rent subsidy amounts. Explains program rules and regulations to applicants, participants, and landlords. Conducts timely annual (annuals to be processed at least 30 days prior to required effective date), interim and special re-examinations of eligibility following established guidelines and procedures.

2. Prepares or oversees the preparation of all related housing documents. Prepares worksheets, leases, contracts, and/or Voucher information, etc. so that all related documents can be issued and signed. Verifies each form for accuracy and reviews calculations, making corrections as required. Ensures that all required signatures are in order. Issues appropriate Vouchers. Assembles file materials in current listed order per established guidelines and policies. Reviews files of other department staff as required following established procedure.

3. Enters applicable move-in/move-out and re-examination information into computer system. Accurately enters new and existing client information into the computer system along with applicable contract, eligibility, and other information. Processes and enters all changes and updates in a timely manner per established guidelines and policy.

4. Processes termination of clients from housing assistance. Interfaces with landlords to ensure proper closing of account, issuing appropriate paperwork such as termination notices, claim intent, etc. as required. Accepts move-out notices, processes paperwork, and notifies other Authority staff regarding move-outs of clients in public housing. Tracks Vouchers and processes re-certification of tenants moving within the jurisdiction of the Authority. Corresponds with applicable housing agencies as required to process transfer request notifications involving out-of-area moves, whether transferring into or out of the jurisdiction of the Authority.

5. Conducts housing inspections. Inspects housing units for compliance with Housing Quality Standards. Inspects units prior to new participants moving in, on an annual basis in a timely manner per Federal rules and policy, and as requested. Notifies owners of needed repairs and re-inspects for Federal Housing Quality Standards. Conducts housekeeping inspections for owned housing programs where applicable. Conducts damage inspections when necessary for Authority criteria in determining client eligibility for continuance in authority programs.

6. Completes rent comparability. Assists in periodic rental surveys and determines rent reasonableness based on direct knowledge of rental values. Negotiates rents as necessary. Documents rent reasonableness in client file for all new clients and allowable moves.

7. Prepares required monthly report(s) outlining departmental activity. Uses manual records and computer printouts to prepare monthly report for Director and/or Supervisor outlining number of moves processed, number of Vouchers issued and surrendered, number of vacancies, etc.

8. Performs outreach duties in familiarizing landlords, tenants, potential clients, and/or general members of the community with Authority programs and services. Interfaces with current clients to resolve complaints and problems. Calculates and generates payback agreements for repayment of overpaid assistance. Develops network of other social service providers and works with clients to assist them in accessing other available community agencies for services. Assists landlords and clients in completing required paperwork when necessary. Familiarizes interested owners and landlords with available housing programs, explaining benefits and procedures and responding to questions.

9. Develops and promotes local strategies that coordinates existing public and private resources with program participants. Performs a variety of complex studies and analysis of economic opportunities and supportive resources in the community. Recommends, develops, and implements effective economic resident programs. Organizes and coordinates client efforts in developing resident councils and resident management groups; and provides referral services to clients. Assists families in gaining the skills they need so they will no longer be dependent upon federal and state assistance programs.

10. Ensures compliance with program rules and regulations. Reviews cases involving lease and/or program or policy violations. Investigates and compiles legal data in cases of suspected program abuse. Prepares evictions, termination of assistance and/or oversees and makes final determinations of informal hearings and reviews and/or attends court hearings.

11. Provides back-up support for receptionist duties as needed or assigned. Answers all incoming calls, takes messages, responds to general inquiries, and/or refers calls to the appropriate person or department.

12. Provides back-up support for co-worker Housing Specialists as needed or assigned. In the event of illness or other absence of co-worker Housing Specialists, will assist as backup in the capacities as stated in this overall description.

13. Performs other essential duties and tasks as assigned.

Secondary Job Functions:

1. Shows units and facilities to prospective tenants which requires travel from the office in order to reach unit. The floor plan of family units may involve steps to a second floor.

2. Incumbents may have to physically travel to a client's home in order conduct inspections or to handle a periodic eligibility re-examination if the tenant is incapacitated and unable to meet at the Housing Authority offices.

Mandatory Qualifications:

The individual must possess the following knowledge, skills and abilities or be able to explain and demonstrate that s/he can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities.

1. Requires Two (2) years college course work in Human/Social Services, public administration or related field; AND two (2) years of experience working with low income families, elderly and/or disabled individuals in a social services agency or Housing authority; OR satisfactory equivalent combination of education, training and/or experience relevant to the position, as determined by the Authority; AND basic knowledge typically acquired with a high school diploma or GED, including basic writing, math (including fractions and percentage calculations), and reading skills, plus knowledge of basic office procedures and skills, or any satisfactory equivalent combination of the required knowledge, skills and abilities.

2. Requires basic familiarity with documentation and verification requirements of some type of social service program.

3. Requires previous office experience working with the public in which the following skills were attained: effective telephone skills, ability to deal tactfully with a variety of people under constantly changing circumstances, ability to organize workload and manage time effectively; ability to work under pressure and remain flexible; ability to compose and type basic written and numerical documents; ability to understand and follow moderately complex verbal and/or written instructions; and familiarity with filing systems and standard business machines (such as copiers, calculators, typewriter, computer equipment, fax machines, telephone systems, etc.)

4. Ability to negotiate solutions between clients and property owner; ability to analyze housing conditions and recognize problems; ability to perceive, respond to, and resolve problems; ability to respect privacy and confidentiality of client interviews, information, and files; ability to establish and maintain courteous, cooperative working relationships with those contacted in the course of work.

5. Requires intermediate knowledge of word processing software, preferably Word with minimal training time.

6. Must be experienced in explaining details of a program and eliciting accurate and complete information from individuals in the context of a one-on-one interview. Requires good, clear written and verbal communication skills.

7. Must be capable of performing light lifting of up to 20 pounds, predominantly paper products, small office equipment, files, etc. Many files may weigh up to 20 pounds. Files may be carried a distance greater than 100 feet from desk to storage facility.

Secondary Qualifications:

Although not mandatory, the following qualifications will enhance an individual's chance for success in the job and are desirable.

1. College level classes in writing, computer skills, Spanish. Formal training in effective interviewing techniques.

2. Public Housing Manager certification.

3. Basic familiarity with housing program eligibility requirements and a general understanding of HUD regulations affecting all types of housing assistance programs including familiarity with housing program eligibility requirements and a general understanding of HUD regulations affecting all types of housing assistance programs including familiarity with Oregon's landlord/tenant laws.

4. Familiarity and/or fluency in Spanish is desired for all applicants.

Necessary Special Requirement: Some positions may require possession of, or ability to obtain within 30 days of hire, a valid Oregon Driver’s License, a licensed, properly operating vehicle, adequate and proper insurance, and a clean driving record with DMV.

COMPANY-WIDE JOB REQUIREMENTS:

· Be courteous and respectful towards others, both internal and external, and responsive to requests.

· Participate in maintaining a supportive work environment. Treat employees with respect and fairness and make open communication a priority.

· Work collaboratively as a team player with other employees on staff.

· Display initiative to resolve problems and capitalize on opportunities.

· Promote cost-effective use of the organization’s resources.

The statements contained here reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skills typically required, and the scope of responsibility should not be considered an all-inclusive listing of work requirements.

Job Type: Full-time

Pay: $23.39 - $27.08 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Vision insurance

Schedule:

• 10 hour shift
• 8 hour shift
• Monday to Friday

Work Location: In person

Salary : $23 - $27