Rental Assistance Program Specialist

The Rental Assistance Specialist (RAP) is responsible for processing applications for Rental Start-Up, Homelessness Prevention and Utility Assistance and provides system navigation to advocates/case managers and property owners/managers who serve low-income people living with HIV/AIDS in need of short-term housing and utility assistance. Completes administrative duties required to support the RAP Team. The Rental Assistance Specialist reports to the Program Director of the Rental Assistance Program and meets for weekly supervision and programmatic assignments.

Essential Functions:

• Act in accordance with Victory Programs, Inc.’s Standards of Excellence at all times, including maintaining professional ethics, boundaries and client confidentiality.
• Responsible for the joint effort in enforcing all policies and procedures of the program.
• Implement best practices in compliance with Victory Programs’ Philosophy of Care and our Housing First philosophy.
• Process Utility Assistance, Rental Start-Up, and Homelessness Prevention Program Applications.
• Screen potential applicants for the Utility Assistance, Rental Start-Up, and Homelessness Prevention Programs for eligibility.
• Follow-up with providers to assist them as they complete applications with their clients.
• Collaborate with and advise providers on how to determine RAP eligibility and fill out and submit applications on behalf of their clients.
• Assess housing service plans as needed and, if necessary, work with case managers to devise a plan that will meet the clients’ needs and the criteria of program funders.
• Act as a liaison between clients and landlords, property management companies, and housing authorities while maintaining client confidentiality.
• Work with Victory Programs Inc. staff and other outside providers to process applications, verify documentation, and prevent fraud.
• Finish RAP applications partially started by external providers, as needed.
• Create and maintain electronic and written records of rental assistance and utility requests, rents and allocations.
• Utilize an electronic database to enter and track client demographic information, application status, and all forms required in RAP data entry workflow.
• Maintain an application tracking spreadsheet and a data entry tracking spreadsheet.
• Ensure proper documentation procedures are maintained including data collection, storing, and labeling of client files in the department shared drive, and overall maintenance of client records and other paperwork required by the agency and or funding sources.
• Complete Mid-point check-ins and 6 Month Outcomes surveys.
• Call, mail, and email case managers to receive the report back.
• Contact clients when case managers are not responding or in touch with clients.
• Collect and enter data into EHR and tracking spreadsheets.
• Communicate with external/internal providers for general RAP questions.
• Assist in training with internal and external providers, including preparing for and facilitating training, communication about upcoming training, and sharing materials.
• Refer clients and case managers to both internal and external housing, legal, health care, and utility resources, as necessary.

RAP administrative duties:

• Answer and maintain the RAP phone line, email inbox, and incoming faxes. Forward messages and documents accordingly.
• Answer each phone call in a cheerful and professional manner.
• Log information on calls received, where required and maintain detailed and accurate records.
• Respond to calls, voicemails, and emails within 3 business days of receipt.
• Sort and disperse incoming RAP postal mail.
• Print and prepare outgoing RAP postal mail.
• Communicate with external/internal providers for general RAP questions.
• Provide clients, providers, and landlords with correct and accurate information regarding RAP services.
• Ask for input from team colleagues if unsure of the correct response to inquiries.
• Refer unusual or difficult situations to the RAP Director.
• Perform related duties and projects as assigned.

Non-Essential Functions:

• Participate and support the agency in program holiday events, State House rallies, fundraising and advocacy events, HIV/AIDS rally and walk, and any additional functions.
• Attend weekly staff meetings, in-service training and agency workshops.
• Attend additional training as requested by your supervisor to enhance skills.
• Perform any other duty or task that may be requested by a supervisor or the Program Director.
• Represent Victory Programs, Inc. in external meetings, as requested.

Qualifications:

• Bachelor’s degree with 1-2 years experience. preferred, or High school diploma with 3 or more years of client advocacy experience. Relevant advocacy experience may include:
• Housing search;
• Case management;
• HIV services.
• Experience advocating for clients with government assistance agencies, housing authorities, private landlords or realtors preferred.
• Openness to harm reduction philosophy.
• Strong administrative skills and the ability to pay close and accurate attention to details while maintaining a fast work pace.
• Ability to work independently and cooperatively as a member of a professional team.
• Ability to work patiently and persistently with clients and colleagues in order to ensure follow through and to function as part of a team.
• Ability to juggle multiple tasks under pressure and deadlines.
• Strong organizational, written, and verbal communication skills.
• Strong computer skills, including Google office suites and Internet use.
• Demonstrated ability to work successfully in multicultural settings with diverse client groups, including people with mental health concerns and substance use disorder.
• Must be CPR certified (may be obtained upon hire)
• Completed TB screening (may be obtained upon hire)
• Three work related professional references; at least 2 from manager or supervisor.

Preferred Qualifications:

• Bilingual (English/Spanish, Haitian Creole) preferred.
• A valid Massachusetts driver’s license with a safety driving points of 00, 99, 01, 02, or 03.
• At least two years of work experience in human services or housing subsidy program administration.
• Experience with Adobe Acrobat.
• Experience with data entry into an electronic health record or other data collection system.
• Experience working with one or more of the following populations: HIV , homeless, LGBTQIA, people of color, chemically dependent, chronically ill or disabled.

Physical Requirements:

Ability to meet the following physical requirements with or without reasonable accommodations:

• Sit at a computer station for extended periods of time.
• Ability to keyboard for extended periods of time.

Position Type: Non-exempt, Full-time position (40 hours weekly) Mon-Fri 9am-5pm

Rate: $26.00/hr On site

Victory Programs values a diverse workforce, as we collectively seek to create welcoming, inclusive and accessible environments for our employees and the people we serve. We strive to sustain healthy, functioning communities that respect and celebrate different experiences, identities, cultures and ideas.

Victory Programs has helped individuals and families in crisis for over 45 years. Thousands turn to us yearly for shelter, sustenance, recovery, care, and professional, compassionate support. Most struggle with homelessness, substance use and mental health, and many live with HIV/AIDS. Our team of more than 300 staff across over 30 programs works with people to develop and execute creative, safe solutions to the very real challenges our clients face.

Our benefit program includes a 75% health and 25% dental employer premium contribution, 100% employer paid disability and life insurance. Victory Programs offers a generous paid time off package to all employees including vacation, sick, and personal time as well as holidays. Upon hire, all staff are entitled to up to: 4 personal days, 160 sick hours, 10 holidays and 3 1/2 weeks of vacation. These figures adjust based on full time or part time status and allocated vacation time increases with length of employment.