Public Housing Associate

Title:                                       Public Housing Associate
Department:                          Public Housing
Reports to:                             Property Manager
FLSA Classification:               Non-Exempt - Hourly

Summary

The Public Housing (PH) Associate is an at-will employee of the Housing Authority of the City of Victoria.  The Housing Authority (Authority) operates through laws passed by congress and the state, as well as, under rules and regulations issued by the Department of Housing and Urban Development (HUD).  

Responsible for a variety of programmatic functions for Authority program participants, ensuring duties are performed in compliance with applicable regulations and that all data is properly recorded in participant files.  This position is responsible for conducting all new move-ins, interim changes, re-examinations and move outs.  The Public Housing Associate is expected to have all necessary documents in each resident file.  The duties below illustrate the various types of work that may be performed.  The omission of specific statements regarding duties does not exclude them from the position if the work is similar, related, or a logical assignment in association with this position.

Duties and Responsibilities

Answers inquiries concerning policies and practices associated with the application and/or re-examination processes for the housing programs in a courteous and professional manner.

Contacts and interviews references to determine whether applicants meet the Authority's suitability standards and successful compliance with eligibility requirements and established policies.

Requests additional documentation from the applicant and/or references and/or makes site visits when appropriate.  Ensures that all requirements for written, independent verification of information are met in an appropriate and timely manner.

Determines whether applicants meet program eligibility requirements and/or consults with Property Manager as needed.

Reviews lease-up rates to ensure percentage requirements are maintained.  May track vacant unit turnaround time and coordinates with maintenance in meeting and surpassing minimum HUD standards.

Enters move-in data into system in a timely and accurate manner.

Prepares outgoing mail and ensures professional appearance in accordance with Authority standards.

Reviews all pertinent waiting list and interview files.  Based on information and waiting list data, contacts eligible applicants to offer available units in accordance with Authority policies and procedures.

Collects rent, security deposits, and other applicable monies, accurately enters into system, and coordinates with Accountant as directed.

May perform home visits to elderly and/or disabled residents when they are not able to appear at the office for an appointment and assists with the recertification process.

Investigates complaints of program abuse, fraud, or non-compliance.  Reviews and discusses non-compliant resident issues with Property Manager to ensure clients are provided with reasonable opportunity to meet requirements to remain in compliance.

Tracks resident compliance with Community Service requirements.

Participates in the informal hearing process with applicants after preliminary rejection of application for housing, when applicants have requested a hearing, in a timely manner for the purpose of presenting mitigating circumstances or receiving clarification regarding ineligibility and/or the results of the screening process. 

Processes resident complaints, requests for additional services (e.g., telephone, cable, etc.), vehicle registration information, and pet registrations, etc. as appropriate and in accordance with Authority rules and policies or refers to Property Manager as appropriate to the situation.

Maintains files and correspondence associated with the leasing/occupancy process in an accurate and timely manner.  Accurately updates computerized system with system notes and ensures compliance with program requirements and regulation.

Schedules and conducts initial, annual, special, and interim recertification interviews, following proper verification methods/processing in accordance with HUD and Authority policies and procedures.  

Will accompany prospective tenants to property sites, quote price, describe features, and discuss terms of lease.

Provides orientation to new residents/tenants by explaining the lease provisions clearly, quoting correct prices, explaining provisions of Family Obligations and other Authority policies. Orientations should be provided on initial move-in and also during annual reexaminations periods.  Draws up and executes contracts.

Oversees and reviews verification, substantiation, and research regarding a variety of eligibility data supplied by current or prospective residents including income, legal status and social services assistance. 

Monitors appropriate annual recertification of residents and calculation of interim adjustments and entry of data into computer database.

May perform housekeeping inspections as necessary and follows up to ensure Authority standards are met.

Performs other duties as assigned by the Property Manager, Deputy Executive Director and/or Executive Director.

Qualifications and Knowledge

High School diploma or possession of a certificate of equivalence of High School Achievement (GED) or an equivalent combination of education and experience.

Working knowledge of federal, state, and local laws, rules, and regulations and Authority policies and procedures pertaining to eligibility requirements and the substance of applicable programs.  

Thorough knowledge of interviewing techniques and record maintenance.

Ability to establish and maintain an effective working relationship with other employees and meet and deal tactfully with residents and the general public.

Ability to understand and follow moderately complex written and oral instructions, communicate and relate to persons of diverse backgrounds and abilities.

Ability to make routine decisions in accordance with established administrative rules, regulations and policies, to explain the re-examination process to tenants in an objective and impartial manner.

Ability to effectively interview and gather, record, and correctly evaluate data.

Ability to prepare clear, concise reports and make appropriate recommendations within scope of responsibility.

Ability to operate appropriate Authority computer equipment and software packages.

Ability to communicate clearly, concisely, verbally and in writing.

Skilled in communicating on the level of the listener, recognizing when information has been misunderstood, and determining how to remedy the misunderstanding as needed to explain policies and procedures and to provide and exchange information to persons with varying levels of education, cultural backgrounds, and ages.

Must attend required training to learn the program and acquire necessary certifications.

Ability to deal effectively with situations requiring patience, tact and diplomacy.

Valid Texas driver's license and good driving record.

Ability to be covered under the Housing Authority's fidelity bond.

Supervision Given and Received

The employee receives instructions from the Property Manager as assigned.  The employee plans and carries out routine work activities with minimal supervision and independently resolves problems that arise.  The employee receives specific instructions when complaints are brought to the attention of the supervisor, and when the supervisor is contacted by the employee for direction. The employee's work is reviewed regularly for quality control purposes, compliance with policies and procedures, and attainment of objectives.

The employee has no supervisory responsibilities.

Guidelines

The employee performs routine duties by following established Authority policies and procedures, appropriate reference materials, and federal regulations.  These guidelines cover most job-related situations and the employee may use independent judgment in making decisions within established parameters and area of expertise.  If guidelines do not cover a situation, the employee normally consults the supervisor.  Guidelines are generally specific and clear.

Complexity

The employee performs a variety of related, routine, and generally repetitive tasks, though individual circumstances differ and affect the complexity of the process.  The employee must consider condition of dwelling and tenant eligibility.  The course of action is determined by the supervisor and by established procedures.  The employee may coordinate, integrate, and/or prioritize tasks.

Scope and Effect

The employee's work affects a significant portion of the units in the Authority's housing programs and the participants.  Performing duties effectively, efficiently, and in a professional manner enhances relationships between Authority and its clients and contributes to the Authority's overall ability to provide housing that is decent, safe and sanitary.

Personal Contacts

The employee's contacts are primarily with co-workers, social workers, and tenants.  Such contacts require the ability to establish and maintain good working relationships on a long-term basis.  The purpose of such contacts is to provide information, guidance, and assistance in maintaining dwellings that are decent, safe, sanitary, and affordable.

Physical Demands

Work is performed both in-office and on-site and involves physical exertion during the inspection of units.

Must be able to sit or stand for up to eight hours at a time while performing work duties. 

Must be able to bend, stoop, push, and pull in the performance of office related duties.

Must be able to use fingers bilaterally and unilaterally to operate office equipment.

Must be able to establish and maintain effective working relationships with co-workers and clients.

Must have vision and hearing corrected to be able to operate office equipment and fulfill essential job functions.

Must be able to perform essential job functions in an environment that will sometimes include increased levels of work-related stress.

Must maintain punctuality and attendance as scheduled.

Work Environment

Work involves the normal risks or discomfort associated with an office environment and visits to sites, dwellings, or facilities, confrontations with clients, and negotiations with housing owners, landlords, managers, and agents.  Required site visits may involve exposure to adverse weather and road conditions.

Work requires travel throughout the area, performing fieldwork in inclement weather.  Position may be required to inspect unsanitary dwellings.