Job Description

Job Summary

We are seeking a dynamic and detail-oriented Intake Specialist to join our team! In this vital role, you will assist eligible applicants to obtain affordable rental housing in accordance with Federal, State and local housing regulations; and to perform a variety of specialized technical and administrative work for the housing programs administered by HACW, ensuring a smooth and welcoming intake process.

Responsible for administering all program waiting lists and performing initial screening of applicants to determine eligibility in compliance with applicable policies and regulations. Ensures that all intake/occupancy activities are administered in conformance with HACW policies/procedures and in accordance with HUD, federal, local and other applicable laws, rules, policies and procedures. Performs a variety of tasks related to the admission and occupancy of housing programs including taking applications, updating the waiting list, scheduling interviews, etc. The duties listed 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.

Responsibilities

Undertakes and performs the following and other work-related duties as assigned.

1. Answers telephone, screens calls, and greets visitors in a courteous, professional manner, ascertains nature of their business and directs guests to appropriate person. Answers general inquiries from the public, in person and over the phone. Refers calls and/or visitors to employees or departments as appropriate. Secures and transmits routine information on Agency programs as directed.

2. Provides information about the Agency, such as locations, departments, staff within the organization, or services provided; listens, hears, and determines customer and public concerns and determines how best to direct them.

3. Provides assistance to HACW staff to ensure overall agency efficiency by composing, preparing, setting up, and proofreading confidential correspondence, agreements, summaries, memoranda, statistical tables, presentations, forms, and reports, relevant information from a variety of sources, and/or knowledge of Agency policy and procedures and presents the information in a clear and understandable format.

4. Responsible for receiving customer documents, providing photocopies and receipts for documents dropped off to the front desk and placing the documents in the appropriate employee's mailbox.

5. Responds to inquiries concerning policies and practices associated with the application and/or re-examination processes in a courteous and professional manner or directs inquiries to appropriate staff.

6. Schedules, re-schedules, accepts applications and conducts thorough applicant interviews and briefings for affordable housing programs. Explains rights, privileges, responsibilities, and the required materials necessary to complete and submit applications.

7. Assists applicants in completion of forms and identification of required documents as necessary.

8. Reviews applications and documentation for completeness, logs applications, and accurately inputs data into computer.

9. Prepares and sends written requests for income verification. Obtains, verifies, and calculates all sources of income and resources to determine financial eligibility of applicants.

10. Confers with supervisor in determining whether applicants meet program eligibility requirements. Contacts references by mail, email, fax and phone to determine whether applicants meet the Agency's suitability standards, and assigns points to applications according to successful compliance with verification requirements and established policies.

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

12. Verifies preferences for waiting list applicants to assure proper wait list position.

13. Accurately enters waiting list application information into appropriate system, keeping information up-to-date, and ensuring correct coding. Prints waiting lists monthly and confers with supervisor to ensure a fair and impartial process of placement of waiting list candidates into available vacant units.

14. Notifies applicants in writing of eligibility determination in accordance with HUD regulations and Agency policy.

15. Prepares lease-up packets and briefs new tenants on occupancy and lease requirements.

16. Prepares voucher briefing packets and schedules eligible applicants for briefing.

17. Performs background/credit checks for applicants to determine eligibility. Performs final eligibility verifications and assures documentation is within the required time limit.

18. Schedules orientation for new residents by 1) printing waiting lists for available size apartments, 2) sending letters to notify of orientation, 3) accepting reservations for orientation, 4) preparing orientation packets, 5) collecting pertinent documents to update files and preparing forms to use during Orientation, and 6) providing client file information to the Program Coordinators to facilitate move-in scheduling.

19. Explains eligibility, offer and voucher processes, including rent calculation to applicants.

20. Processes and maintains files and correspondence associated with the leasing/occupancy process in an accurate and timely manner.

21. Compiles monthly statistical data and prepares reports related to applications, waiting lists, vouchers issued, leased and expired.

22. Ensures privacy and maintains security of confidential materials.

23. Accountable for consistent adherence to strong Agency standards regarding the ethical, responsible, and appropriate use, care, and safeguarding of Agency materials, supplies, resources, and other assets.

Knowledge and Skills

1. Ability to learn federal, state, and local laws, rules, and regulations and Agency policies and procedures pertaining to public housing as appropriate to position.

2. Working knowledge of interviewing techniques and record maintenance.

3. Ability to meet and deal tactfully and courteously with the public.

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

5. 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.

6. Working knowledge of the operation of the Agency's computer system and applicable software.

7. Knowledge of basic math principles sufficient to perform essential job functions.

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

9. Ability to use basic office equipment such as telephone, fax, copier, and computer.

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

11. Ability to establish and maintain an effective working relationship with other employees.

12. Ability to deal effectively with situations requiring tact and diplomacy.

Job Type: Full-time

Pay: $17.00 - $20.00 per hour

Expected hours: 40 per week

Benefits:

Dental insurance Health insurance Paid time off
Work Location: In person