The purpose of this position is to provide direct support to the Asset Management Projects (AMPs) for the Detroit Housing Commission’s (DHC) Asset Management programs by ensuring that the admissions and eligibility process is administered and managed in accordance with DHC’s Admissions and Continued Occupancy Policy (ACOP), the Housing and Urban Development (HUD) guidelines, and the OMB A 133-Audit guidelines. The Specialist will be directly and indirectly responsible for all aspects related to waiting list functionality in DHC’s Yardi database. The Specialist, from time to time, will conduct eligibility and leasing for the AMPs. Likewise, the Specialist will develop and maintain site specific marketing strategies that are designed to ensure high occupancy rates. The work is performed under the supervision of the Director of Asset Management.
Essential Job Functions
• Establish controls to ensure that the waiting lists are updated at least monthly to facilitate tenant selections for public housing units.
• Implement controls to ensure that complete and accurate records are maintained to leave a clear audit trail demonstrating the proper selection of future applicants for public housing units from the waiting lists.
• Establish controls to ensure that the tenant files contain all required eligibility and suitability information including evidence that all tenant-provided information is properly verified.
• Implement controls to ensure that criminal background checks are maintained separately from the tenant files so that only authorized persons have access to the records and the records are destroyed once an admission decision has been made.
• Implement controls to ensure that an EIV income report is generated within 120 days of each family’s admissions into the low-rent housing program to confirm the accuracy of the income reported.
• Ensure that all move-in certifications are accurately recorded in Yardi and timely submitted to PIC. If errors are noted, responsible for correcting and re-submitting to PIC.
• In conjunction with management ensure that site is prepared for visits and audits by investors and regulators, and when necessary be in attendance for the site visits and audits;
Perform related duties and responsibilities as required
1. Application Processing: Accept applications from the public. Explain program procedures, eligibility criteria, waiting list preferences, anticipated waiting times, and other program issues to applicants and the public. Place applicants on the waiting list in accordance with DHC’s ACOP and applicable HUD guidelines.
2. Waiting List Management: Complete waiting list update (purge) at least annually; update applicants’ personal information and waiting list placement as required.
3. Intake: From time to time, send letters inviting applicants to provide documentation to support their eligibility for the program. Obtain necessary verifications and other required information. Determine eligibility for the program and participate in applicant briefings. Notify ineligible applicants; participate in informal review process as required.
4. Marketing: Develop site based marketing material to be published in print, digitally and online.
5. Make personal, telephone, or email contact with a wide variety of people, including: applicants; employers; financial institutions; service or benefit providers and property managers as needed.
6. Utilize a variety of computer software programs including standard office software for word processing (e.g. Word), presentation preparation (e.g. Power Point), and spreadsheet (e.g. Excel) applications; use Yardi implemented software for applications, waiting list, recordkeeping, HUD-50058 preparation, and reporting.
Required Knowledge, Skills, and Abilities
1. Ability to effectively communicate verbally with a variety of people, one-on-one, in small groups, and with larger groups in a briefing situation. Contacts include a diverse, low-income population, landlords, property managers, DHC staff, and the general public.
2. Ability to effectively communicate in writing, generally using existing form letters or other documents as examples.
3. Ability to mitigate conflicts and negotiate successful resolutions to disputes among team members or with clients.
4. Analytical skills necessary to: research policies, procedures, and guidance in response to specific questions or issues; make recommendations regarding what guidance is applicable to the specific situation and what course of action should be taken.
5. Creative problem solving skills for use when there is no directly applicable guidance.
6. Thorough knowledge of Interviewing and negotiating skills and techniques.
7. Knowledge of Low Income Public Housing programs’ regulations, guidelines, procedures, and requirements including: HUD regulations and guidelines relating to program eligibility and participation, income determination, rent reasonableness, payment standards, etc.; State and Local building and occupancy laws or regulations; and DHC’s ACOP and related policies and procedures.
Knowledge, Skills and Abilities
• Knowledge of HUD policies, and other Federal, state and local laws, rules and regulations related to low income housing and Detroit Housing Commission;
• Excellent communication (both orally and in writing) and interpersonal skills. Ability to communicate with and relate to persons of diverse backgrounds and abilities and to establish and maintain effective working relationships with tenants, managements and other employees;
• Ability to interpret, explain and apply rules and regulations governing subsidized housing programs;
• Demonstrated ability to take initiative to meet the needs of clients, understand how to access and coordinate resources, anticipate changing conditions and make adjustments to strengthen the program;
• Certified in Public Housing Occupancy, Eligibility, Income and Rent Calculation;
Minimum Qualifications
Bachelor’s degree in business, public administration, sociology, social work or equivalent required. Five (5) years of progressively responsible work experience in subsidized rental property management with three (3) years of experience for a public housing agency, or an equivalent combination of training and experience which provides the required knowledge, skills, and abilities. The incumbent must hold a valid government issued identification card; pass federal, state, and local criminal investigation clearances, and pass a drug screening test administered by the Commission or its designated provider. Fluency in a second language (e.g. Spanish, Vietnamese) is desirable but not required.
