Housing Management Specialist II

Job Description

Job Description:\n\nDescription: Starting Salary Range: $60,907 - $79,179 annually ($31.24 - $40.61 per hour), plus benefits This position will remain open until filled with priority given to applications received by 5:00PM, Friday, June 20th, 2025. Our Agency Everett Housing Authority (EHA) is a diverse, innovative public agency located in Everett, WA, only minutes from the waterfront. At EHA, we are committed to more than just providing a roof over people's heads. We believe that our work extends to creating and fostering vibrant communities where the households that we serve can thrive. Those interested can expect:A competitive salaryAccrue up to12 days of paid vacation in your first year of employment13 days of sick leave each year13 paid holidays each yearA strong benefit package including robust health, dental, and life insurance as well as a pension plan (PERS).Vision and long term disability InsuranceTuition reimbursementEmployee Assistance ProgramWellness ProgramWork that makes a difference! POSITION SUMMARY: Under general supervision performs a variety of duties pertaining to the day-to-day operations of Affordable Housing and Authority Owned communities. Manages all functions of initial certification, recertification and interims. Ensures program compliance, stays current with HUD and LIHTC regulations, Fair Housing, and state laws. Responsible for ensuring files are ready for internal and external audits. Accountabilities and Distinguishing Features of the Classification: This is a mid-level position, with increasing areas of responsibilities. Work is characterized by a variety of well-defined processes and procedures, which cover not only resident issues but also organizational matters relating to property management. Work is performed under the general supervision of a manager who is available to assist with matters outside the guidelines. This position is responsible for a larger volume of units, with the application of two or three programs' rules and regulations with distinct differences, i.e., PBV, LIHTC, RAD or PBRA. ESSENTIAL DUTIES AND RESPONSIBILITIES Program Compliance: 1. Processes annual and interim review of tenant eligibility; prepares annual review packets; tracks and process for completion with residents; process income and asset verifications as required by program rules and regulations; reviews verifications and calculates annual rent; determines resident rent assessment and enters such in computer system; 2. Supports resident with Rent Café review process; serves as main contact for Rent Café questions, issues, and resident log in problems; resets passwords as requested; 3. Input information into computerized systems for information management, storage and retrieval; input and retrieves resident/applicant and owner/property information; input status and other changes; 4. Maintain files and records pertaining to applicants or residents; compile data from a variety of sources, databases and logs. Ensures files are ready and available for internal and external audits; 5. Performs peer audits of annual and interim recertifications; provides appropriate feedback regarding the file. 6. Assists with ensuring electronic reporting to funders is carried out timely and accurately including PIC and WBARS; ensures all reporting error are corrected in all systems; 7. Responsible for all aspects of HUD's Enterprise Income Verification (EIV) reporting system and reconciles EIV Discrepancy Reports as necessary. Occupancy: 1. Receives and reviews applications in computer system applicant portal; answers applicant questions; manages the waiting list; input information into computerized system for information management; input and retrieves applicant information; 2. Serves as point of contact for residents, applicants, and the general public; answers phones, greets applicants, residents, and visitors; explains process and procedures, answers questions, assists applicants with application process, listens and assists and/or refers residents based on concerns and problems; 3. Perform waitlist selections; determines eligibility of program applicants; interviews applicants; investigates and verifies applicant information for accuracy and completeness; contacts applicants to discuss and clarify discrepancies; calculates family gross and net income; completes required payment information and inputs into computerized records systems; 4. Performs marketing and outreach; 5. Prepares lease agreements and coordinates move-in with other personnel and applicant. Effectively explains all lease and community policies to new and current residents. Conducts move-in inspections; 6. Conducts Project Based Voucher (PBV) Briefings by informing the new resident about PBV program rules and responsibilities. 7. Process transfers and move outs; prepares paperwork and packets; schedules and performs inspections; adds data into system; processes vacates; prepares charges and move out statements for residents; tracks time for filling unit vacancies. Lease Administration: 1. Assess and document complaints; initiate appropriate action and/or refer appropriately. Receive inquires and complaints, verification requests, perform research, and provide general information on services, programs, procedures, and regulations, or refer to appropriate person or department. Research and investigate possible fraud; 2. Ensures lease requirements are met including tenancy, parking, rent collection; uses discretionary authority to take legal action when violations occur, may compose notices, and serving notices. 3. Respond to Reasonable Accommodation inquiries and requests while following EHA policy and procedures; initiate appropriate action or refer to appropriate person. 4. Assign and track tenant parking spaces; issue permits and monitor parking area for violations outlined in the property's policies and procedures; document and log resident vehicle make, model, and license plate information; may have unauthorized vehicles towed from property with Property Manager's approval. Finance: 1. Process invoices for assigned properties which may include invoice coding or data entry into computerized system; 2. Timely preparation of HAP reports, rent roll balancing reports and submits for inter-departmental review; 3. Performs tenant accounting; authorizes adjustments to tenant accounts, security deposits, rent changes, retroactive billings, maintenance charges and late fees; authorizes rent refunds or collection efforts, write-offs; negotiates payment agreements and schedules; 4. Collects rent checks and deposits to authorized bank account within 24 hours. 5. Works closely with Finance Department regarding resident ledgers, subsidy, resident payments, and accounting discrepancies. 6. Responsible for all aspects of the Automatic Rent Payment System (ACH) including additions and cancellations of ACH payments. 7. Posting ACH payments into computerized system within 24 hours of electronic transfer. 8. Monitoring delinquency reports and addressing credits and/or balances. Maintenance: 1. Conduct housekeeping, yard, safety, and biennial inspections of housing units according to established policies and procedures; follow-up on lease violations, health and safety, building, grounds or yard checks; 2. Conduct Housing Quality Standards (HQS) inspections biennially in accordance with the applicable Federal rules and regulations; Depending on location, may schedule and track annual building system maintenance; 3. Attend all required training and safety meetings; use, maintain and replace assigned personal protective equipment; report all injuries and illnesses to supervisor immediately; complete and submit incident/accident reports as required; report hazardous conditions or unsafe work practices to supervisor; follow all safety and health guidelines, practices, policies and procedures; 4. In conjunction with the Maintenance Specialist, update the Maintenance Binder with annual inspection results for general building systems, i.e. fire alarm testing, backflow monitoring, pull cord testing, elevator inspections, etc. 5. Monitors emergency pendant system for low battery alerts and reports the low battery to Maintenance. 6. Collect and update data for the entry control systems. Places work order for Maintenance Specialist to program call box. 7. Communicates on a regular basis with property Maintenance Specialist about unit turn progress and documents dates of repairs and work done, i.e., paint, carpet, resurfacing of tub or counter tops. Other Duties: 1. Collaborate on a regular basis with the Finance Department, Service Coordinators, Maintenance and Front Desk; 2. Facilitation of treatment plans under the EHA Bed Bug Protocol for bed bug infestations, which includes coordination of the Bed Bug Briefing and verifying staff (Maintenance, Resident Services, Property Management) have completed all items on the bed bug treatment checklist; 3. Attends meetings as assigned and take minutes or notes as necessary; 4. Purchases office supplies in accordance with Agency policy and coordinates purchases of other supplies to ensure order control and proper submittal of bills; 5. Completes and sends information requests on behalf of residents, such as DSHS benefits or landlord statements; 6. Ensures emergency pendant monitoring company is updated with any new or changed tenant name or phone number; 7. Assists other staff as assigned or requested; 8. Performs related work as required. Requirements: KNOWLEDGE AND SKILL REQUIREMENTS: Knowledge of modern office practices and procedures; Working knowledge of any housing program such as public housing, HCV, PBV, PBRA (202 PRAC), or Low Income Housing Tax Credit is desirable. Effective verbal and written communication with a wide variety of audiences. Business/professional ethics Research, analyze, and interpret large amounts of information. Perform basic mathematical skills and have attention to detail to ensure accuracy of HUD regulated contracts forms, and programs. Work professionally and effectively with program participants, co-workers, social service agencies, and the general public, while ensuring compliance with program requirements and accuracy of work product. Speak and understand English and follow oral and written directions. Proficiently use computer and ten key calculator. Work independently within organizational parameters. Demonstrate strong organizational skills including prioritizing, ensuring accuracy, multitasking, and handline interruptions appropriately; ensures assignments are completed timely and in an effective manner. Adapts to changing business needs, conditions, and work responsibilities; responds to change with a positive attitude and willingness to learn new ways to accomplish work activities and objectives. Develop letters and other documents using grammatically correct English. Drive a vehicle. Ability to work effectively and positively with individuals of diverse cultural and socioeconomic backgrounds. Work includes frequent contact with the public and employees on a variety of matters requiring incumbents to know housing authority policies and procedures. Contact with resident may be of a confidential and sensitive nature to collect relevant documents and assist with resident needs. EDUCATION AND EXPERIENCE: Six (6) years of paid work experience in property management, assisted housing or similar activity, including at least two (2) years with responsibility for determining eligibility, evaluating compliance with regulations, or applying program requirement to individual situations. At least two (2) years of experience must be in a high volume, paperwork-intensive setting. Up to four (4) years of secondary education may be substituted for a comparable amount of work experience. Desirable Qualifications Compassion and a passion for service with less enfranchised people within the community. Bilingual fluency in Russian, Ukrainian, Vietnamese, Arabic, Korean, or Spanish language. Experience with subsidized housing programs. Knowledge and/or experience in property management. Experience working with a housing authority. Experience using Yardi Voyager and Rent Café software. COMPETENCIES: Accountability - Ability to accept responsibility and account for their actions. Accuracy – Ability to perform work accurately and thoroughly. Active Listening – Ability to actively attend to, convey, and understand the comments and questions of others. Communication, Oral - Ability to communicate effectively with others using the spoken word. Communication, Written - Ability to communicate in writing clearly and concisely. Cultural Sensitivity – Ability to avoid being offensive when communicating with others and show consideration when interacting with people of different cultural or socio-economic backgrounds. Customer Oriented - Ability to take care of the customers' needs while following company procedures and HUD/LIHTC compliance regulations. Detail Oriented - Ability to pay attention to the minute details of a project or task. Diversity Oriented - Ability to work effectively with people regardless of their age, gender, race, ethnicity, religion, or job type. Emotional Intelligence – Capacity to be aware of, control, and express one's emotions, and to handle interpersonal relationships judiciously and empathetically. Empathetic - Ability to appreciate and be sensitive to the feelings of others. Ethical - Ability to demonstrate conduct conforming to a set of values and accepted standards. Honesty / Integrity - Ability to be truthful and be seen as credible in the workplace. Initiative - Ability to make decisions or take actions to solve a problem or reach a goal. Interpersonal - Ability to get along well with a variety of personalities and individuals. Judgment - The ability to formulate a sound decision using the available information. Organization – Ability to keep track of multiple and complex tasks. Patience - Ability to act calmly under stress and strain, and not be hasty or impetuous. Problem Solving – Ability to find a solution for or to deal proactively with work related problems. Reliability - The trait of being dependable, trustworthy, punctual, good attendance, and completing assignments on time. Self-Motivated - Ability to be internally inspired to perform a task to the best of one's ability using his or her own drive or initiative. Tactful - Ability to show consideration for and maintain good relations with others. Technical Aptitude – HUD Affordable Housing Programs - Technical aptitude: Ability to comprehend complex technical knowledge and terminology of HUD affordable housing programs, such as Housing Choice Vouchers, Public Housing and Low Income Tax Credit, and accurately follow applicable federal, state and local laws. Working Under Pressure - Ability to complete assigned tasks under stressful situations. Time Management - Ability