Occupancy Specialist

POSITION SUMMARY: The Occupancy Specialist assists prospective applicants through the process who are seeking housing with Urban Housing Solutions and facilitates the recertification process with residents. Responsibilities include but are not limited to collecting required documentation, collaborating with Property Managers and Compliance to submit housing applications, initiate and complete recertifications, data entry and file paperwork. UHS emphasizes a team approach to perform job responsibilities that are consistent with fulfilling our mission, values, and vision.

ESSENTIAL RESPONSIBILITIES: To perform this job, an individual must perform each essential function satisfactorily with or without reasonable accommodation.

• Process applications and assist eligible households, utilize and maintain the wait lists, and obtain referrals from outside agencies (i.e., Coordinated Entry System (CES), Nashville CARES) and walkin applicants.
• Collect income verification, birth certificates and other essential documentation required for compliance.
• Collaborate with Assistant Property Managers & Property Managers to submit prospect applications for approval, conduct apartment showings, prepare lease documents, and schedule lease signing.
• Submit information to Metropolitan Development and Housing Agency (Section 8) for approval for vouchers and UHS programs (i.e., SRO’s, PBV) and followup on the status of submitted documentation in a timely manner.
• Enter new resident detail information into databases (i.e., Homeless Management Information System (HMIS) and property software system) within 2472 hours of movein
• Implement and sustain quality control of all resident files completed, verify completion of file prior to submission to Compliance for audit review.
• Train with Compliance to complete compliance with leasing files, participate in ongoing leasing and related training courses to stay abreast of regulatory changes, industry trends, and best practices.
• Process initial, annual, and interim recertifications, ensuring regulatory compliance with all applicable programs (i.e., JOH, HOPWA, SRO, PSH, PBRA, PBV, LIHTC, HCV)
• Update website, handle social media activity and quarterly newsletters.
• Participate in ongoing leasing related training courses to stay abreast of industry trends and best practices.
• Network with community agencies to build professional rapport and identify underserved prospects that are seeking housing.
• Perform marketing and outreach to community on vacant apartments.
• Streamline processes with Property Managers and Compliance.
• Comply with all UHS policies and procedures as defined in the UHS Operations Manual and staff meetings as directed.
• Regular and prompt attendance is an essential function of the job.
• Interact professionally and communicate effectively with colleagues and residents.
• Thrive in a highly collaborative and missiondriven culture.
• Perform other duties as assigned.

SUPERVISORY RESPONSIBILITIES: No direct reports.

KNOWLEDGE AND SKILLS: The requirements listed below are representative of the knowledge, skills and/or abilities required.

Education and/or Experience: Minimum age 18 years old. High School Diploma or equivalent required. Minimum of three (3) years leasing experience and/or customer service and working with diverse populations required; Associate or College degree in psychology, social work, human development, or behavioral science preferred; Fair Housing Certification and Certified Occupancy Specialist (COS) certification preferred or must be obtained within 12 months.

Computer Skills / Technical Knowledge: Microsoft Office Suite. Able to enter data into various databases and/or track information using computer-based systems.

Mathematical Skills: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, decimals, and percentages. Ability to understand and identify statistical trend analysis.

Language Skills: Ability to understand, read, write, and speak English. Ability to read, analyze and interpret general business periodicals, professional journals, technical procedures, safety data sheets (SDS) or governmental regulations. Ability to successfully write reports, business correspondence and policy. Ability to effectively present information, respond to questions and professionally interact with managers, employees, clients, vendors and the public, and diverse groups of people, particularly difficult/resistant patient populations and multiple types of providers in a variety of settings.

Reasoning Ability: Must be able to apply principles of logical thinking to define problems, collect pertinent data, establish facts, draw valid conclusions, and initiate appropriate course of action. Must effectively convey ideas, images, and goals to a diverse group of personalities.

Other Qualifications: General knowledge of computer applications for the frequent use of electronic mail, word processing, data entry, spreadsheets, graphics, etc. Must be able to handle multiple, simultaneous tasks effectively and efficiently. Strong verbal and written communication skills required. Must be detail oriented and organized with the ability to perform duties under pressure, prioritize workload, and timely meet deadlines. Must have the aptitude and ability to self-direct work.

PHYSICAL AND MENTAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential job responsibilities.

While performing the duties of this job, the employee is occasionally required to stand; sit; walk for extended periods of time; use hands to touch, handle, or feel objects, tools, or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, bend, crouch, or crawl; talk or hear; taste or smell. The employee must occasionally lift and/or move up to 10 pounds. Repetitive motion of upper body. Required specific vision abilities include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

While performing the duties of this job, the employee must be able to work in a fast-paced, sometimes stressful, customer service-oriented environment, perform duties under pressure and meet deadlines in a timely manner. The employee must work as part of a team, complete assignments independently and take instructions from supervisors. Must desire to work with underserved populations, particularly vulnerable and/or formerly homeless populations and be willing to meet with residents where they are most comfortable.

WORK ENVIRONMENT: Work environment characteristics described here are representative of those that an employee may encounter while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential job responsibilities.

Works in a well-lit, ventilated and climate-controlled office environment where routine equipment is used; some equipment has moving mechanical parts. May be exposed to hot and cold temperatures.

Noise levels vary from an indoor environment to outdoors and/or inside various property locations.

Must possess reliable transportation, a valid driver’s license and maintain an acceptable driving record in accordance with UHS Fleet policy.

About Urban Housing Solutions Inc

Since 1991 Urban Housing Solutions has been developing and managing affordable housing for Nashville’s homeless, low income, and workforce populations. By both constructing new buildings and transforming aging properties, we are changing the “face of affordable housing” and revitalizing depreciated neighborhoods. In partnership with government agencies and nonprofits, we go beyond housing to offer a continuum of care that includes transportation access, medical and mental health support, substance abuse recovery, and civic services.