Title: Inspections Clerk
Reports To: Housing Choice Voucher Program (HCVP) Inspections Manager
Department/Division: Operations/Housing Choice Voucher Program (HCVP)
FLSA Status: Non-Exempt
Position Summary
Performs highly responsible administrative duties to assist the HCVP Inspections Manager in accomplishing the
administrative functions of department. Coordinates the Section 8 Housing Choice Voucher Program (HCVP) for yearly
Housing Quality Standards (HQS) inspections and conducts other administrative responsibilities. The duties listed below
illustrate the various types of work that may be performed. Responsibilities include, but are not limited to, the following:
Responsibilities
1. Composes, prepares, and proofreads and distributes confidential correspondence, reports, summaries,
memoranda, and forms from verbal direction, relevant information from a variety of sources, or knowledge of
Agency policy and procedures and presents the information in a clear and understandable format.
2. Schedules and maintains annual inspections, and re-inspections by obtaining and coordinating the HQS annual
inspection reports from the software Yardi Systems.
3. Sorts and assembles unit inspections using utility allowance forms and maps/mapping software.
4. Provides printed schedules with assembled inspection documents for daily production.
5. Oversees and updates inspection records for cancellation and rescheduling canceled inspections.
6. Prints inspection reports and mails out the tenants and landlords to ensure they are aware of the status of their
unit.
7. May assist with entering abated HQS inspections into the computer system. Assists HCVP Inspections Manager
and inspectors with the computerized system and ensures inspection data is accurate and correctly entered.
8. Reviews, corrects and maintains inspections within the the system.
9. Transmits 50058 inspection forms to HUD in a timely manner.
10. Assists with preparing and mailing written notice of failed HQS inspections, annual inspection notification,
abatements, and notices of passed inspections to landlords and tenants.
11. Maintains calendar for the HCVP Inspections Manager, scheduling appointments, meetings, and conference calls
as required, and coordinates the overall daily operations of the department. Makes travel/training registration
arrangements for the HCVP Inspections Manager and staff including reservations, preparation of itinerary,
expense reports, and other related documentation.
12. Assists the HCVP Inspections Manager in the preparation of necessary information, materials, and reports for
conferences, appointments, and meetings. Attends staff meetings and may record and transcribe minutes of the
meetings.
13. Answers telephone and greets visitors in a courteous, professional manner, ascertains nature of their business
and escorts them to the HCVP Inspections Manager or appropriate person. Answers general inquiries from other
employees and the public, in person and over the phone. Refers calls and/or visitors to other employees or
departments as appropriate.
14. Ensures that contracts, letters, and forms from other departments and agencies requiring the signature of the
HCVP Inspections Manager are executed and returned in a timely manner and that a copy is maintained on file.
15. Locates and attaches appropriate files to correspondence to be answered by the HCVP Inspections Manager.
16. Ensures noncompliant/failed inspection issues, disputes and complaints are forward for investigation by referring
clients to the landlord-Tenant Management Program and forwarding inspection complaints to the HCVP
Inspections Manager for investigation and resolution.
17. Ensures privacy and maintains security of confidential materials sent to the HCVP Inspections Manager.
Maintains appropriate files/records for general correspondence, contract documents, agreements, legal
documents, financial reports, and general reports in an accurate and timely manner.
18. Receives communications via the telephone, internet, and in person and either responds to routine questions or
refers the more complex inquiries to the HCVP Inspections Manager or other appropriate person(s).
19. Receives and date-stamps all incoming mail, faxes, internal memoranda, and other publications for the
Inspections Division and routes to the HCVP Inspections Manager or appropriate department.
20. Requisitions and maintains office supplies inventory by checking stock to determine inventory level, anticipating
needed supplies, expediting orders, and verifying receipt of supplies. Maintains appropriate records and
purchase order system.
21. Handles documents on a variety of general topics of a highly sensitive nature and maintains confidentiality
regarding all documents and information received by or in the possession of the employee.
22. Accountable for consistent adherence to strong Agency standards regarding the ethical, responsible, and
appropriate use, care, and safeguarding of Agency materials, supplies, resources, and other assets.
23. Performs other duties as assigned.
Education and Experience
High school diploma or possession of a certificate of equivalence for High School Achievement (G.E.D.) and one (1) years
of relevant experience or an equivalent combination of education and experience sufficient to fulfill essential position
functions.
Fair Housing Certifications must be obtained within eighteen (12) months of employment or other allowable period of hire
as authorized by the HCVP Inspections Manager.
Knowledge and Skills
1. Thorough knowledge of: federal, state and local laws, rules and regulations pertaining to HCVP and Agency
policies and procedures on leased housing and HUD Housing Quality Standards (HQS) and inspection
procedures.
2. Working knowledge of: the principles, practices, and techniques of HCVP housing management; private rental
market, client rights and city code standards.
3. Thorough knowledge of generally accepted business principles, practices, and techniques.
4. Thorough knowledge of general office procedures and practices, including business English, grammar, and math.
5. Skilled in operating office computer equipment, applicable software programs, and general office machines.
6. Must be able to establish and maintain effective working relationships with co-workers, residents, vendors, and
other persons outside the Agency.
7. Ability to communicate clearly and concisely, orally, and in writing.
8. Ability to establish and maintain effective working relationships with co-workers and persons outside the Agency.
9. Ability to deal effectively with situations that require tact and diplomacy, yet firmness.
10. Ability to deal effectively with sensitive and confidential information.
Supervision Controls
The Inspections Clerk receives instructions from the HCVP Inspections Manager. Methods of accomplishing work are
generally at the discretion of the employee and the employee may determine priorities within established deadlines.
Instructions to the employee may be general or specific in nature. The Inspections Clerk keeps the HCVP Inspections
Manager informed of work progress and finished work is closely reviewed for accuracy, completion, and compliance with
policies and procedures. The employee has no supervisory responsibilities.
Guidelines
Guidelines followed by the employee include published laws, regulations, handbooks, and established policies and
procedures. Independent research may be necessary depending on the activity and/or task requirements. If guidelines
do not cover a situation, the employee consults the supervisor or makes a decision based on the circumstances and
experience within area of expertise and parameters defined by the supervisor.
Complexity
The employee performs a moderate number of routine tasks. The course of action is determined by established
procedure, the supervisor, or the employee. Tasks frequently have to be coordinated, integrated, and/or prioritized. Good
judgment is required and decisions regarding unusual circumstances may be made by the employee within his or her area
of expertise.
Scope and Effect
The employee’s work affects the Inspections Department and, by extension, the Agency’s housing programs and clients.
Performing duties effectively, efficiently, and in a professional manner can contribute to enhancing the Agency’s image in
the Community and its ability to provide housing that is decent safe and sanitary.
Personal Contacts
Most of the employee’s contacts are with Agency employees, landlords, and tenants. Contact is made to verify, give,
obtain, clarify, provide information, coordinate, advise, motivate, influence, justify, defend, negotiate, or resolve matters or
issues.
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