CHESAPEAKE REDEVELOPMENT AND HOUSING AUTHORITY
Position Description
Classification: PH Occupancy Specialist #730
Supervisor: Director of Housing
Salary Range: $25,000-38,040.46
Classification: Non-Exempt
Position Summary
Under the general supervision of the Director of Housing, works to keep housing vacancies below established minimum and works within established Federal guidelines when establishing move-in eligibility. Performance of duties involves moderately complex administrative duties and requires considerable tact, independent judgment and initiative.
Essential Job Functions
The statements contained here reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned including work in other functional areas to cover absences or relief, to equalize peak work periods or otherwise balance the work load.
1. Maintains and PH Waiting Lists and coordinates applicant intake function.
2. Responsible for keeping Authority housing vacancies low, and strives to keep vacant unit turn-around times less than 20 days.
3. Processes housing move-ins, home visits, and the eligibility verification process of housing applicants; ensures that the application in process remains within established Federal guidelines.
4. Solves complex matters with housing applications or individual applicants.
5. Communicates effectively with outside agencies to help expedite the turnaround time for sheriff reports, AFDC forms, and other verification processes.
PH Occupancy Specialist
1 6. Ensures that all data entered into the computer database is correct and that information contained is complete and regularly updated.
7. Prepares weekly and monthly vacancy reports regarding the status of all public housing units; and submits to the HCV Coordinator for review.
8. Prepares monthly occupancy reports for the Board package.
9. Ensures completion of all necessary reports and forms required by the Authority and HUD.
10. Reviews public housing annual recertification and interim files for regulatory compliance on a monthly basis, to include monthly reports to the Property Manager.
11. Prepares HUD forms, reports, and tenant notices. Relays information to tenants concerning the programs and their operations.
12. Maintains client files and computes rent calculations.
13. Performs daily entry on Interims, etc.
14. Enforces CRHA’s policies and HUD rules and regulations.
15. Performs related duties as required.
Required Knowledge and Abilities
1. Knowledge of the general operations and procedures of a Public Housing Agency (PHA).
2. Knowledge of the purposes, policies, and regulations of the Housing Authority as established by the Board of Commissioners.
3. Knowledge of community/social services available locally and through local, state, and federal agencies and/or funding sources.
4. Knowledge of report preparation techniques and procedures and a demonstrated ability to prepare and evaluate professional and technical reports, grant applications, and other documents.
5. Knowledge of modern office equipment including copiers, personal computers,
PH Occupancy Specialist
2 mainframe terminals, calculators, facsimile machines, etc.
6. Ability to understand, act on, and interpret policies, regulations, and procedures as set forth by the Housing Authority and/or HUD.
7. Ability to plan, organize, and develop a wide variety of operational and management programs and procedures.
8. Ability to prepare and present ideas in a clear and concise manner, both orally and in writing.
9. Ability to establish and maintain effective working relationships with co-workers, residents, HUD, the general public, and local, state, and federal officials; ability to communicate with people from a broad range of socio-economic backgrounds.
10. Ability to work in less than ideal conditions, e.g. noise, high traffic areas, etc.
Physical Requirements
1. Level of manual dexterity sufficient to allow for operation of typewriter, terminal keyboard, telephone, facsimile machine, calculator, etc.
2. Ability to move, handle, or lift small objects around desk area, e.g. files, computer printouts, reports, and office supplies.
Minimum Education, Training, and/or Experience
1. Graduation from a standard high school, including or supplemented by courses in business. Bachelor's Degree is preferred.
2. One (1) to three (3) years administrative experience in business or public housing.
3. Any equivalent combination of education, training, and experience that meets the necessary knowledge and abilities
Special Requirements
1. Possession of a valid commonwealth of Virginia driver's license.
2. Must be bondable.
PH Occupancy Specialist
3 3. Must pass a criminal background check.
Performance Norms
The following performance norms are to be utilized as a method for evaluating performance of the employee(s) in this classification. The performance norms listed highlight the required performance indicators and are not intended to be the sole indicators of employee performance. Performance will be evaluated annually as well as ongoing through daily supervision and random quality control inspections. Performance norms represent the minimum requirements for the position. Documented performance in excess of the norms may qualify the employee for merit pay and failure to meet performance norms may result in disciplinary actions, including, but not limited to, dismissal.
1. Required reports are thorough, concise, and timely 95% of the time.
2. Housing directives are implemented according to established timeframes 95% of the time.
3. Tenant files are maintained according to established procedure 95% of the time.
4. HUD Forms 50058 are computed accurately and in a timely manner 95% of the time.
5. HUD Forms 50058 errors are corrected and resubmitted accurately and in a timely manner 98% of the time.
6. Documents rent reasonableness for units leased according to CRHA policy 95% of the time.
7. Ensures that 95% of assigned units, as budgeted for the last completed Authority fiscal year are under contract.
8. Monitors and purges waiting lists as necessary. Properly notifies existing applicants by sending “still interested” notices to these individuals.
9. Verifies preferences and family composition. Updates waiting lists appropriately.
10. Represents the CRHA in a professional manner at all times.
11. Treats customers, employees, vendors, and contractors with respect.
12. Performs all duties to the highest of customer service standards.
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