Housing Services Specialist

GENERAL SUMMARY:
Under general supervision performs a variety of duties pertaining to the occupancy and eligibility of  Housing Services Programs,  plans, organizes, and participates in the housing applicant interview and counseling process; prepares confidential and technical documents pertaining to leases and contracts; advises residents, participants and property owners on Housing Authority policies, regulations, guidelines and procedures. Provides technical guidance and training to coworkers. Represents the department at community meetings and outreach activities as assigned, may assist the supervisor in monitoring the activities of other staff and quality control. Performs various special project assignments with minimal supervision. May be required to perform the functions of other classes within the Housing Services department or the Administrative Services Specialist series as business needs require.

CLASSIFICATION CHARACTERISTICS:
The Housing Services Specialist is a skilled caseworker, expected to process advanced calculations, address discrepancy reporting and processes, resolve client complaints and back-up the unit supervisor as necessary. Incumbents will manage an assigned caseload and may be assigned caseloads of a variety of specialized housing programs, requiring thorough understanding of Housing Authority policies, HUD regulations, and case management principles and procedures. Caseloads may vary in size based on varying degrees of difficulty and other assigned duties.

Day-to-Day Glimpse: A typical day involves assisting vulnerable families, struggling with mental disabilities, physical disabilities, or substance abuse disorders, to attain and retain stable housing; Determining families’ eligibility to be admitted to, and to continue to participate in, an array of rental assistance programs with discrete qualifying criteria; Collaborating with landlords, colleagues, and agency partners to support the families’ ongoing needs for housing and recovery; Conducting interviews, meetings, briefings, trainings, & investigations to explain program guidelines and enforce these guidelines, so as to guarantee the integrity of the housing programs. The ideal candidate is empathetic, flexible in the face of our shifting regulatory landscape, and eager to support the team effort to enrich the lives of our clientele.

• Determines eligibility of program participants including eligibility for continuing participation; interviews housing applicants; investigates and verifies applicant/participant/resident information for accuracy and completeness; contacts applicants and participants to discuss and clarify discrepancies; calculates family gross and net income; completes required payment information and inputs into computerized records systems.
• Prepares/reviews leases and documentation involved in the eligibility and rental process; prepares notices to participants/residents and property owners regarding changes of status; receives information and processes participant/resident transfers; processes inspection requests and prepares necessary documentation. Prepares contracts, reviews leases, releases payments.
• Prepares and conducts interim and bi-annual re-evaluations; verifies any changes in household composition or income; recalculates rent and prepares amendment to current lease as required; notifies participants/residents of changes; works with outside agencies to implement the transition of participant under the Portability Housing Choice Voucher program.
• Prepares correspondence to various agencies, landlords, and businesses to verify applicant data including total family income, current assets, and family composition; affirms applicant information as required; prepares information for input into data processing system and obtains output reports as required.  
• Develops and maintains files, records, and indices, pertaining to applicant, participant/resident, and property owner information; compiles data form a variety of sources, databases and logs related to housing services operations and Housing Program Activities as required.
• Briefs prospective applicants, participants/residents, landlords for the various programs explaining the way the programs work outlining duties and responsibilities of owner and resident; answers questions and provides information to the public and program participants; resolves or refers requests and complaints to appropriate staff.
• Performs a variety of counseling functions to explain Housing Authority policies, regulations, guidelines and procedures to applicants, participants/residents, landlords
• Reviews client requests and prepares file for review, i.e. program hardship policies, program moves/transfer, reasonable accommodation requests to make recommendation to supervisor/PIU,  
• Conducts initial compliance reviews, prepares and assists in terminations process including preparing, conditional terminations and hearing packets for review by supervisor. Makes recommendation for file transfer to PIU.
• Conducts partnership outreach as assigned. Develops and coordinates special projects/ special programs as assigned. May assist in supervision of projects, activities that fall within scope of work. Act as a Subject Matter Expert in field of work.
• Initiates and receives a variety of telephone and personal contacts with the public concerning the technical and responsible functions of the agencies housing services.
• Inputs information into computerized systems for information management, storage and retrieval; inputs and retrieves resident/applicant and owner/property information; inputs status and other changes. Assists in error reports and correction, i.e. PIC transmissions, EIV, deceased tenant, hold reports.
• Coordinates casework with the Community Development Initiatives (CDI) department as necessary for continued client support and development. Stays abreast of supportive services and programs available to participants/residents through CDI.
• Provides courteous, respectful, honest, timely and professional information to all Housing Authority staff, program participants, visitors and landlords for all activities and services in accordance with Housing Authority Customer Service Policies.
• May assist with FSS family participants including but not limited to: Coordinates various functions of outreach and gathering contract information, evaluates interests, education and experience of program participants and develops employment/education goals for self-sufficiency; performs counseling functions to assist participants in resolving problems associated with fulfilling a Contract of Participation, monitors program activities for compliance and effectiveness and maintains program files, records and activity reports. Reconciles escrow account balances with the finance department to ensure correct and timely payout and closure of escrow accounts. Coordinates portability requirements with other public housing agencies as they relate to FSS participation and transference of escrow accounts.
• May assist with portability households, both incoming and outgoing as business needs require. Including the following: works with other PHA’s to implement the transition of residents under the Portability Housing Choice Voucher program. Processes a variety of invoices and billings in relation to portability. Provides support by receiving, reviewing and verifying financial documents and reports for accuracy and adherence to legal mandates, policies and operational guidelines. Posts and maintains various ledgers, vouchers and journals related to the portability side of the HCV program. Prepares journal entries, including adjusting entries; audits and reviews financial documents for accuracy and completeness.  Responds to requests for information and questions relating to receivable/payable, collections and clients/tenants, landlords and representatives of other housing agencies; researches account histories and other information and takes or recommends appropriate follow up action to clients and/or other department/agency staff.
• Performs other related duties as assigned, including but not limited to investigates fraud complaints, participates in Moving to Work activities and departmental/unit projects, attends and participates in a variety of committees and meetings, and stays abreast of regulations, guidelines and procedures.