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Occupancy Specialist II

Title: Occupancy Specialist I and II (Sec. 8)
Supervisor: Assistant Director of Leased Housing
Exemption: Non-Exempt
Starting Salary: $32,261

Applications will be accepted until the position is filled. 

Duties and Responsibilities 

Responsible for assisting in processing applicants and annual re-examinations for participants in the Leased Housing program. Specific duties include the following:

  • Review applications and documentation for completeness, logs applications and inputs data into computer.
  • Provide program information and eligibility requirements to applicants.
  • Assist with the process of verifying applicant's information.
  • Compute family's TTP, advise family of rent share and negotiate rent with landlords.
  • Notify applicants in writing of eligibility determination in accordance with HUD
  • regulations and PHA policy.
  • Maintain automated record keeping system and updates records.
  • Maintain accurate and concise applicant and participant files.
  • Answer incoming calls and handle inquiries from applicants, participants, owners, agents and general public.
  • Schedule and conduct annual re-examinations of participants, as needed. Verify information and determine continued eligibility of participants. Process and maintain files and correspondence associated with the re-examination process.
  • Assist with processing move-outs in system.
  • Assist with rent negotiations with the owner/Landlord for an annual increase in rent, as needed.
  • Generate and mail correspondence or notices to landlords and participants for appointments and changes in rent.
  • Assist with the monthly processing of HAP checks payable to owners and utility reimbursement to participants by preparing and balancing participant/landlord individual data sheet for Director of Leased Housing for reconciliation.
  • Maintain current available housing list.
  • Perform clerical duties such as answering telephone, general typing, filing and mailing correspondence.
  • Contributes to team effort by accomplishing all other duties, as assigned.

Qualifications and Knowledge 

High School graduate or GED. Two (2) years of college-level courses in business practices, two (2) years experience in clerical work, including public contact work, or an equivalent combination of education and experience.

  • Knowledge of general office, clerical, and office management practices and procedures, business English, and basic arithmetic.
  • Excellent oral and written skills.
  • Good knowledge of Authority policies, procedures, and practices pertaining to Section 8 programs.
  • Excellent research and analytical skills.
  • Skill in operating general office machines, including computer equipment.
  • Experience in Microsoft Word, Excel, and other PHA software, etc.
  • Ability to learn PHA admissions and occupancy software.
  • Ability to: understand and follow moderately complex written and oral instructions; communicate and relate to persons of diverse backgrounds and abilities; establish and maintain effective working relationships with other employees, landlords, applicants, and participants.
  • Bondable.
  • Valid North Carolina driver's license.
  • Eligibility for coverage under Authority's fleet auto insurance.

Supervision Received and Given

The employee receives work assignments from the Assistant Director of Leased Housing. The supervisor usually establishes priorities and time frames. The supervisor monitors the employee's work for accuracy, thoroughness, neatness, and compliance with procedures and guidelines, Employee completes work with minimum supervision.

The employee has no supervisory duties.

Guidelines

The employee generally follows past experience in accomplishing assignments. Methods for accomplishing routine work are at the discretion of the employee, subject to existing HUD regulations and Authority policies, practices and procedures. When unusual situations arise, the employee shall request guidance from the supervisor.

Complexity

The employee performs a variety of related tasks which are mostly routine and repetitive in nature however, a significant amount of work requires individual and analytical ability and judgment regarding areas that are left flexible by HUD regulation and PHA policy. Occasionally, the employee is required to exercise personal judgment in making decisions in accomplishing assignments. Non-routine situations are referred to the supervisor for resolution.

Scope and Effect

The timeliness and completion of work affects the entire agency for income generating purposes; however, the employee's work primarily affects the Authority's Section 8 Department. A good job performance by the employee enhances the office's ability to increase housing opportunities for low-income persons.

Personal Contacts

The employee's personal contacts are with participants, co-workers, and landlords, and with outside sources to verify applicant information. The purpose of these contacts is to obtain information and documentation needed by the Authority for providing housing assistance to families.

Physical Demands

Work is principally sedentary but may involve some physical exertion, such as kneeling, crouching, or lifting to obtain files, records, and office supplies, and eyestrain from working with computers and other office equipment.

Work Environment

Work involves the normal risks or discomforts associated with an office environment and is usually in an area that is adequately heated, lighted, and ventilated.