Housing & Facilities Administrative Specialist

Overview

The Administrative Specialist works under the direction of the Housing and Facilities Director, assisting in all aspects of the day-to-day operations of the Housing and Facilities department. Provides support to the Housing and Facilities Director to ensure housing projects are operating in compliance with the regulatory requirements of HUD, HOME, and other federal, state, and local requirements. Compiles tenant move-in and annual recertification packets, ensuring annual recertifications are conducted in a timely manner, assists in waitlist management and other issues falling under the scope of operating a housing unit with multiple tenants in compliance with HUD, HOME and other federal, state and local regulations. Performs administrative duties for fleet vehicle operation and facilities maintenance.

Responsibilities

• Assists in processing all applications for independent housing in accordance with the Tenant Selection Plan.
• Helps maintain accurate waiting lists for independent housing programs.
• Ability to acquire certification as a COS (Certified Occupancy Specialist).
• Ability to become authorized to access Enterprise Income Verification system.
• Participates in fair housing and applicable landlord-tenant trainings, as well as any other department- or agency-required trainings.
• Follows all applicable fair housing, and landlord-tenant, laws, rules and regulations.
• Assists in ensuring all housing programs maintain compliance with all applicable HUD, HOME, or other program rules, regulations and requirements, and are completed in a timely manner.
• Prepares and assists in processing all required documents for tenant move-in, move-out and recertifications.
• Maintains tenant files in compliance with all applicable regulatory requirements.
• Maintains all housing files in compliance with all applicable regulatory requirements, as well as in compliance with the department's requirements.
• Assists the preparation and posting of tenant notices.
• Responds to routine tenant issues when appropriate and refer and inform Director of more complex issues that may arise.
• Ensures that accurate and complete rental payments are received in a timely manner.
• Coordinates with other departments such as finance and case management to provide guidance in compliant operations of housing projects.
• Travels between sites and is required to drive.

Qualifications

• Related work experience required, with a general understanding of the population served.
• Must possess relevant work experience demonstrating project management, excellent organizational skills and file management, and effectively and professionally communicating with the public.
• Experience in maintaining regulatory files and documents preferred.
• Working knowledge of Oregon Landlord-Tenant Law, Fair Housing laws and regulations preferred.
• Requires ability to maintain in strict confidence tenant information.
• Be able to work independently with minimal oversight.
• Must pass state-required background and DMV checks; possess a valid OR driver's license and a satisfactory driving record to be approved for driving rights.
• Candidate must be able to work independently and flexibly, under general supervision.
• Possess business experience sufficient to meet the demands of the position, including proficiency with a variety of software applications.
• Candidates must be able to use e-mail, compose documents, save and locate documents electronically, and learn to use our Electronic Health Record (EHR) system.
• Proficiency in Word and other MS Office applications preferred.