ORGANIZATION: SHELTER, Inc. is an independent, community-based non-profit organization created in 1986 to lead the effort to eliminate homelessness. We currently operate in Contra Costa, Solano and Sacramento counties.

MISSION: To prevent and end homelessness among low-income, homeless, and disadvantaged families and individuals by providing housing services, support and resources that lead to self-sufficiency.

JOB TITLE:   HUD Affordable Housing Specialist

LOCATION:                   Multiple Locations

STATUS:                  Non-exempt/Full Time

TEAM:                     Property and Housing

REPORTS TO:          Compliance Property Manager

SUPERVISES:          None

PURPOSE of ROLE: This position, under the supervision of the Compliance Property Manager, is responsible for the management of a HUD-assigned property in the SHELTER, Inc. portfolio.

RESPONSIBILITIES:

OPERATIONS

• Maintains occupancy based on the agency’s standard for each property or program. This includes anticipating vacancies, adhering to the Waiting List and referral procedures, and selection policies in compliance with Federal, State, Local, Regulatory, and SHELTER, Inc.’s requirements.
• Assist in maintaining an inventory of units for program participants by working collaboratively with Housing Navigators, landlords, renters, associations, and countywide stakeholders.
• Conduct all certification and recertification interviews as necessary per program regulation and agency policy.
• Ensure that all resident files are maintained, accurate, and current.
• Ensure that rent is collected each month for all persons residing in the property. Take appropriate steps to enforce payments as necessary.
• Complete bi-monthly reconciliation reports of all outstanding receivables in Yardi. Providing written variance responses and resolution efforts.
• Review the monthly rent roll to ensure that the property security deposits, rents, move in dates, etc., are accurate.
• Review the property’s monthly rental income and vacancy report. Adhering to a occupancy rate of 95% and vacancy rate of no more than 5% across the assigned portfolio.
• Maintain current data in Yardi software.
• Assist Property Manager in ensuring property budget goals are met and that assigned portfolio are operating within budgetary guidelines.
• Complete administrative/management reports as directed.

PROPERTY & FACILITY STANDARDS

• Work closely with the Maintenance and Facilities Manager and Property Manager in maintaining the portfolios’ physical standards.
• Attend and support Maintenance and Facilities manager on repairs. Conduct regular unit, safety, habitability and other inspections as assigned by Property Manager.
• Report and follow-up on all vacant apartment turnovers, ensuring all are rent ready, safe, and habitable.

RESIDENT RELATIONS

• Promote harmonious relations among residents, staff, vendors, and persons of the larger community promptly and professionally as needs/issues arise.
• Conduct interviews with participants to determine income and program eligibility to include annual and interim re-certifications.

REGULATORY COMPLIANCE

• Maintain adherence to:
  • Required to complete biweekly and monthly vacancy, occupancy, rents collection reports
  • All fair housing and local landlord and tenant laws and regulations
  • Applicable OSHA, housing/building, health/safety and fire codes
  • Americans With Disabilities Act (ADA)
  • Follow work plan set by program and property management.
  • File documentation requirements (e.g. income certifications, etc.)
  • Established habitability and property standards (REAC, HUD, etc.)
  • All other applicable State, Local, or City ordinances or codes applicable

EXPECTED PROFICIENCIES:

• Must have HUD project-based certification, recertification, posting monthly subsidies and processing
• Must be familiar with or can work with re-entry, special needs & homeless populations.
• Property, assets and mathematical skills.
• Analytical and problem-solving skills.
• High attention to detail and strong organizational skills with the ability to perform multiple functions simultaneously in a timely manner.
• Ability to work well with individuals from diverse socio-economic and ethnic backgrounds.
• De-escalation and conflict resolution skills a plus.
• Good judgment and work independently.
• Ability to interpret and apply complex, sometimes competing regulatory/contractual requirements.
• High level of integrity and strong ethics and values; Patience/tolerance and tact/diplomacy.
• Strong written and oral communication skills.
• Ability to organize meetings, manage group processes and facilitate schedules/logistics.
• Demonstrates accuracy and thoroughness, monitors own work to ensure quality and applies feedback to improve performance.
• Maintains the highest standards of confidentiality with all records, including organizational and individual information.

MINUIMUM QUALIFICATIONS:

• Must have HUD project-based certification, recertification, posting monthly subsidies and processing
• Combination of education and experience that demonstrates a capacity to manage low-income and special needs housing and supportive housing program(s) for people coming from crisis situations and traumatizing circumstances.
• Minimum 2 years’ residential property management experience in multi-family HUD project-based section 8, MOR and EIV requirements.
• Knowledge of the Bay Area housing market with a focus on Contra Costa, Sacramento, and Alameda Counties.
• Working knowledge of landlord-tenant, fair housing, Section 504, ADA, Section 8, with ability to comprehend HUD manuals, regulatory agreements, contracts and industry publications.
• Working knowledge of building maintenance systems.
• Ability to handle basic mathematic equations: add, subtract, multiply and divide, using whole numbers, fractions, and decimals. Including ability to compute rate, ratio, and percent.
• Proficiency with PC systems, Microsoft Office
• Access to reliable personal transportation required, including a DMV record that permits driver to be insured under SHELTER, Inc.’s automobile coverage.
• Must successfully pass a criminal background check.
• Software experience with YARDI.

PREFERRED QUALIFICATIONS:

• Certified Occupancy Specialist (COS), Tax Credit Specialist (TCS), and/or equivalent
• Two years of experience with multi-family EIV requirements if managing a HUD property
• Familiarity with HMIS.
• REAC and HQS training.