What are the responsibilities and job description for the Housing Specialist position at Kitsap County Consolidated Housing?

Description

RESPONSIBILITIES

Maintain compliance with all funding and agency requirements.
Perform administrative work involving applicant and client interviewing, selection, leasing and case management.
Interview housing applicants and verify all documentation provided for eligibility criteria. Make the final determination as to eligibility for rental assistance programs in accordance with applicable established program regulations and policies.
Input data into the Authority's database program(s).
Prepare contracts and vouchers for new participants and for active participants who have moved.
Conduct income certifications, recertifications, rent adjustments, eligibility determinations, suitability determinations, and reasonable accommodations in accordance with program guidelines. Calculate client's rental portion and housing assistance using the proper allowances.
Actively participate in briefings session processes including scheduling time, assembling briefing packets and periodically updating information for briefing forms and presentations; and conducts oral and visual presentations to inform groups of applicants, participants, or landlords or program policies and procedures
Keep legible records on each individual client. Document and report all issues to supervisor.
Refer clients, as appropriate, to social services such as health, welfare, and education programs for improving family and community standards. Manage suspected fraud cases or program violations. If assistance is needed, consult with supervisor.
Develop case management plans for participants of various programs where appropriate. Assist participants with developing attainable goals within the context of program guidelines. Monitor participant progress and make recommendations for case plan revisions as needed.
Terminate assistance in accordance with program guidelines and participate as the presenter at informal hearings involving households who are not in compliance with regulations and have been terminated from the rental assistance program. Gather and present evidence at the hearing to uphold Authority termination.
Review information for program participants transferring in from other housing authorities and comply with established HUD guidelines for portability.
Prepare rent comparability and market information studies, assist in housing inventory studies.
File, retain or destroy all expired / inactive files in accordance with records retention policy.
Prepare reports to the supervisor on status of applications, leases, applicant interviews, annual reexaminations, and special programs.
Prepare appropriate forms for the Accounting Department to release housing assistance payments to landlords.
Prepare correspondence to landlords / tenants.
Assist in researching, developing, maintaining and revising department forms, procedures, and control systems as needed.
Attend training, read appropriate publications, and confer with others in this field to stay knowledgeable of the changing federal regulations and policies.
Provide back-up coverage for the Housing Inspector, conducting move-in, annual, re-inspections and special inspections, determining compliance with established guidelines. Advise landlords and participants as to the "fail" items and of the time frame for making necessary corrections. Work with landlords and participants in resolving any outstanding issues.
Perform other duties as assigned.

Collaboration

Attend regular meetings to discuss new approaches to better serve our clients and review new and current policies and procedures.

Establish and maintain good rapport with public, family clientele and landlords; promulgate and maintain Authority policies, rules, and regulations.

Coordinate activities and exchange information with other departments, including Administration, Accounting, Asset Management, and Development.

TRAINING

Inform Property Management team of all external compliance training available.

Create and maintain master calendar of all completed internal and external training workshops, classes, and seminars for all property management staff.

Work with Director of Compliance to provide training classes as needed, at least quarterly, to staff with updates, new regulations, or review of identified weak areas in regards to HOME, HTF, HUD, Tax Credit, Rural Development, Landlord Tenant Laws, Fair Housing, etc.

FISCAL MANAGEMENT

Monitor annual rent & income increase publications for each county and immediately alert the Director of Compliance of new rates.

Monitor to ensure updated income and utilities information is in Housing Kitsap software and the Web Based Annual Reporting System (WBARS) for all applicable properties.

GENERAL RESPONSIBILITIES

Organize and maintain records of compliance reports and responses for compliance operations.

Send reminders and class dates, time, and location to all employees that have not attended required internal training.

Participate in audit process as needed.

Observe / follow guidelines on confidentiality rights of residents and respect their privacy.

Maintain accurate record of hours worked and turn in timesheets and mileage records on schedule.

Attend trainings required of employees and staff meetings as scheduled. Attend external trainings as appropriate / approved to improve knowledge and job skills.

Contribute to and support a positive, team-oriented work environment.

Perform other job-related duties as assigned.

Requirements

MINIMUM QUALIFICATIONS :

Education : High school diploma or GED.

Experience : 2 years' experience in the affordable housing industry.

Certified Occupancy Specialist OR Public Housing Specialist preferred or obtained within first year of employment.

Must have experience and be able to use the following modern office business equipment : Telephone; personal computer; computer printer; FAX machine; copier; and other equipment as technology evolves and needs arise.

Experience with Microsoft Word and Excel. Previous experience with property management software YARDI preferred.

Possess a valid Washington State Driver License.

Possess valid vehicle insurance.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES :

Ability to effectively communicate, both verbally and in writing, with internal and external customers in a professional and positive manner.

Ability to maintain strict confidentiality standards.

Ability to learn the organizational structure, procedures, regulations and requirements of Housing Kitsap and the Property Management and Compliance programs as they relate to the functions of the position.

Must be adept at handling multiple tasks and responsibilities; have the ability to effectively change priorities quickly and to work cooperatively and proactively with department members to accomplish goals.

Excellent problem solving, analytical and interpersonal skills.

Knowledge of HUD regulations.

Remote work will be required when weather forces office closure, and HK laptop / surface is issued.

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