Housing Quality Standards (HQS) Inspector

Sanford Housing Authority

HQS (Housing Quality Standards) Inspector

Job Description

Reports To: Deputy Director

Status: Nonexempt, Full Time

GENERAL SUMMARY:

Under the supervision of the Deputy Director, the HQS Inspector’s primary duty will be responsible for conducting Housing Quality Standards (HQS) inspections, including initial, annual, complaint, emergency, and quality control inspections to determine external and internal conditions of dwellings are in compliance with HUD regulations and codes. Additional responsibilities include conducting rent reasonableness testing with assigned software, processing rental unit increases on an annual basis, fielding calls from landlords and tenants regarding HQS, and participating in SHA internal inspections of our owned properties. This position requires accuracy, confidentiality, dependability, as well as good communication and organizational skills.

ESSENTIAL FUNCTIONS:

Responsibilities:

• Manages up to 719 Housing Choice Voucher (HCV) inspections on an annual basis, tracking those coming due and ensuring they do not become overdue

• Schedules new move-in inspections within 48 hours of completed RTA packet, coordinating such with landlord

• Schedules requested special inspections within 24 hours of request

• Notifies landlords and tenants in writing of annual scheduled inspection date at least 2 weeks prior to scheduled inspection

• Conducts a thorough HQS (NSPIRE) Inspection at each designated unit, recording deficiencies, failed items, and concerns

• Takes pictures of all deficiencies noted related to the unit

• Uploads inspection to SHA software and generates unit pass or unit fail notices which are mailed same day to tenant and landlord. Files copies of inspection report and letter into File Vision.

• 24-hour repairs require an immediate call to the owner of the building, and require a follow up inspection the following day to ensure the life threatening/emergency repair was made when the failed item is the responsibility of the landlord. When the 24-hour failed items(s) are the responsibility of the tenant, the tenant will be notified during the inspection of the requirement to correct the deficiency within 24 hours. The tenant and landlord will also receive a written notification of the 24-hour fail item(s).

• Perform 30-day follow up inspections to determine completion of non-life threatening repairs indicated on previous inspection and make recommendations to supervisor for appropriate follow-up action when necessary.

• Communicate inspection results to landlords and tenants and outline HQS violations.

• Track repair deadlines, process requests for extensions of deadlines, conduct follow up inspections for verification of completion

• Consult with local town and city code enforcement offices regarding potential Notice of Violations (NOV) as it relates to all HCV units on record

• Monitor units slated for abatement due to non-repair of deficiencies, consult with Deputy Director prior to abating the unit. Unit abatement requires notice to both the tenant and the landlord.

• Remain familiar and current with U.S. Department of Housing and Urban Development Federal Regulations and state and local building codes as they relate to HCV Housing Programs.

• Ensure timely completion of required forms or reports.

• Maintains highest level of confidentiality and professionalism with tenants, landlords, and the general public.

• Answers and directs calls on a multi-line phone system in relationship to HQS (NSPIRE) standards, rent reasonableness, complaints from tenants about the state of the unit, and rental increase requests

• Coordinates move-in inspections with landlord

• Oversees the Landlord Incentive Program, advising landlords about current incentives and processing requests

• Completes annual rental increase requests within 2 weeks of receipt of request

• Provides education and orientation to new landlords about the expectations of being an HCV approved landlord

• Participates and co-facilitates the monthly Landlord Association Meeting.

• Assist and works closely with other staff in coordinating, requesting and obtaining information on tenant and program participants.

• Returns messages promptly and also makes calls and appointments.

• Other duties as assigned by the Deputy Director or Executive Director.

Requirements:

• Ability to read and interpret written material and instruction, including Housing Authority policies and procedures

• Ability to work well independently as well as with a team

• Strong computer/technology skills, will train on Agency-utilized software

• Strong Microsoft skills – primarily Outlook Calendar and Word

• Ability to express self professionally and clearly both orally and in writing

• Familiar with the use of photocopier, fax, and other various office machines

• Strong typing skills and knowledge of general office procedures

• Be free of relevant criminal record activity as determined by the Housing Authority

• Possess a valid State of Maine Motor Vehicle license with a good driving record

• Employee conduct will be such as to make a positive contribution to the purposes of the Housing Authority

• Establish and maintain effective working relationship with employees, tenants and others

• Employee must conform to requirements for non-discrimination & fair housing, a drug free work place and to all safety procedures

• Ability to work independently, effectively, and productively, consulting with the supervisor on unusual or official acts or situations

• Work will take place at all SHA owned properties with an office located in the Housing Authority’s main office building.

• Individual must be well organized, able to juggle changing duties based upon the nature of the business

Qualifications:

1. Two (2) years’ experience in residential/multi-family housing inspection or property management preferred.

2. Housing Quality Standards Inspection Certificate required within 6 months of employment. Extension may be granted in extenuating circumstances at the discretion of the Executive Director.

3. Proven experience in a position requiring accuracy, attention to details and thoroughness is important.

4. Confidentiality is a requirement of this position.

5. Excellent communication skills and organizational skills required.

6. Able to work independently on research, time sensitive data and projects.

7. Must enjoy servicing others and working in a collaborative environment.

8. Competent in Microsoft office: Excel, Word, Power Point and Outlook.

Responsibility for Safety and Health:

1. Follow established standard and safety precautions in the performance of all duties.

2. Report any hazardous condition or equipment immediately.

3. Attend required safety trainings.

Physical Requirement:

Physical Essential Functions of the position

Bending O Sitting F N (Not applicable)

Carrying O Standing O O (Occasionally) on/off up to 3 hrs. per day

Driving O Talking F F (Frequently) on/off up to 6 hrs. per day

Handling O Walking O C (Constantly) all the time, over 6 hrs. per day

Hearing F Lift/Carry

Keyboarding F 20 lbs. or less O

Kneeling O Push/Pull

Reaching O 12 lbs. or less O

Job Type: Full-time

Pay: $23.00 - $25.00 per hour

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday
• No nights
• No weekends

Work Location: In person

Salary : $23 - $25