Housing Case Manager

Are you a purpose driven and looking to make a difference in Memphis? Friends For All is looking to add to our team.

Why Friends For All:

For more than three decades, Friends For All (formerly Friends For Life) has been preventing the spread of HIV and helping those affected by HIV/AIDS live well. Our holistic, client-centered approach provides a variety of services coordinated through one centralized model. We strive to address the roots of need-including stigma and inequality-to improve health and wellness for everyone we serve. Our goal is to eliminate new transmissions of HIV in Memphis and the Mid-South and empower those living with HIV to become their healthiest, happiest selves .

What is in it for you:
•  A commitment to work-life balance with: (up to 38 Days Off)
•  12 accrued vacation days per year
•  12 accrued sick days per year
•  14 paid holidays, including Your Birthday.
•  Sick Bank allows employees to donate sick time to other employees with a serious health condition who have no remaining sick or vacation
•  Flex Schedule may be available based on position after introductory period
•  Employer-sponsored health, dental, and vision insurance with two PPO medical and Dental plans. Costs for employee per pay period (bi-weekly)
•  BCBS PPO Plans
•  PPO Gold premium = $28.88
•  PPO Platinum premium = $56.15
•  Dental Plans
•  PPO Low = $1.14
•  PPO High = $5.81
•  Vision premium = $1.41
•  401k program with up to 3% employer match starting immediately
•  Employer-paid basic life insurance valued at $50,000
•  Employer-paid Short-term disability
•  Voluntary Life and AD&D, Long-term disability
•  Flexible Spending Accounts for healthcare and dependent care
•  Student Loan Forgiveness Programs
•  Employee Assistance Program with in person counseling options To Learn More about Working at FFA: Go to

Compensation:

Friends For All believes in compensating our employees fairly and we look at both internal and external salary analysis. The range listed is an estimate as it looks at the total compensation package as well as factors such as skill sets, training, education and organizational needs. It is not typical for an individual to be hired at or near the top of the salary range as this gives the employee a chance to grow into the role.

Housing Case Manager (Lead)

JOB TITLE:

Housing Case Manager (Lead)

EXEMPT (Salaried) or NON EXEMPT(Hourly):

Exempt

DEPARTMENT:

Client Services

STATUS:

Full-Time

REPORTS TO:

Housing Manager

REGULAR HOURS:

39

JD REVISION DATE:

05/09/2025

SUMMARY:

The Housing Case Manager Lead evaluates applicant eligibility for STRMU assistance across multiple states (Mississippi, Tennessee, and Arkansas) and oversees the organization, tracking, and maintenance of housing data and properties. In addition to property management duties, the role includes providing guidance to team members, ensuring program compliance, and supporting smooth program operations.

ESSENTIAL DUTIES AND RESPONSIBILITIES :
•  Assess eligibility for STRMU, Property Management, and other housing assistance programs in accordance with HUD and internal guidelines.
•  Conduct client orientations covering program requirements, rental rights, housekeeping, lead-based paint, compliance, and move-in/move-out expectations.
•  Develop and maintain Housing Plans for all new clients and revise plans for returning participants.
•  Provide referrals to internal and external supportive services and assist clients in accessing utilities and other necessary services.
•  Monitor client progress, manage lease violations and evictions, and support compliance with housing and treatment plans.
•  Collaborate with the Property Management team (Landlords) to identify and maintain affordable housing options.
•  Schedule and complete housing inspections (initial, quarterly, and annual) per program standards and HUD guidelines.
•  Oversee maintenance request submissions and follow-up to ensure timely completion.
•  Ensure pre-leasing inspections and readiness of units before move-in and during move-outs.
•  Track and support lease violations in accordance with lease agreements and legal standards.
•  Calculate rent and subsidy amounts within required timeframes and manage entry into all electronic databases.
•  Maintain records of inspections, leases, re-certifications, eligibility tracking, and service documentation.
•  Track rent payments, issue delinquent notices by the 6th of each month, and maintain records of rent receipts.
•  Monitor and maintain compliance of program caseloads to ensure required service levels are met.
•  Ensure timely processing of STRMU and Supportive Housing applications, approvals/denials, and communication with clients.
•  Determine the eligibility of persons applying for STRMU funds in accordance with HUD guidelines within 3 days of receipt of applications.
•  Provide information regarding the STRMU application and referral process to walk-ins.
•  Type and mail approval and/or denial letters within 5 days of receipt of new application
•  Document all activity with STRMU participants on progress note forms and in assigned electronic databases within 24 hrs. of date on denial or approval letter.
•  Ensure appropriate releases are signed to facilitate processing of STRMU applications.
•  Track eligibility period for each approved STRMU participant and document on STRMU tracking form.
•  Conduct regular follow-ups with clients, landlords, and service providers to ensure housing stability, timely lease renewals, and that all client needs are being met in accordance with housing plans and program requirements.
LEAD DUTIES AND RESPONSIBILITIES:
•  Accurate Data Collection: Collect and input client demographic, housing, and service information into HMIS (or relevant systems like Apricot or CARE Ware) in a timely and accurate manner.
•  Timely Updates: Ensure that all client and program data is updated regularly, including intake information, service provision, housing status, exit data, and supporting documentation uploads.
•  Monitor Program Compliance: Regularly review data entry for consistency and accuracy to ensure alignment with grant and funding requirements, ensuring that records meet HUD and Continuum of Care (CoC) standards.
•  Generate Reports: Run monthly, quarterly, and annual reports from HMIS as needed for program tracking, performance measurement, and compliance reporting.
•  Data Quality Assurance: Conduct periodic audits of client files to verify that data entered into HMIS is complete and accurate, and work with the team to correct any discrepancies.
•  Confidentiality & Security: Ensure that all data entered in HMIS adheres to privacy and confidentiality standards and complies with applicable regulations (e.g., HIPAA).
•  Assist with Data Requests: Respond to internal and external data requests in a timely manner, including compiling data for audits, funders, or stakeholders.
•  Provide guidance and informal supervision to peers and support staff on best practices, program protocols, and problem-solving.
•  Assist with onboarding and mentoring new housing staff, including job shadowing and training on systems and procedures.
•  Support the Housing Manager in quality assurance reviews and ensure documentation meets funder and agency standards.
•  Serve as point of contact in the supervisor's absence for urgent housing-related matters and client escalations. ADDITIONAL DUTIES AND RESPONSIBILITIES:
•  Regular and predictable attendance is required
•  Return all calls, emails and text in a timely manner.
•  Participate in weekly or biweekly coaching sessions with supervisor
•  Complete Performance Reviews and SMART GOALS
•  Participate in All Staff Meetings and In-Service Days
•  May need to travel in personal vehicle to meet staff, clients, or community partners at FFA locations or at other locations to meet the needs of the position
•  Duties and responsibilities may be added, deleted or changed at any time at the discretion of management, formally or informally, either verbally or in writing.
SUPERVISORY RESPONSIBILITIES:
•  N/A CUSTOMER SERVICE RESPONSIBILITIES:
•  Provide direct courteous, professional and timely assistance to staff, clients and community partners via phone, email, chat or in person.
•  Exhibit excellent verbal and written communication skills tailored to diverse customer needs.
•  Demonstrate empathy and patience when interacting with customers to foster trust and loyalty.
•  Use critical thinking and creativity to find effective solutions to data management issues.
•  Collaborate closely with other departments to address client data requirements and reporting needs effectively.
•  Assist in training new team members and sharing best practices for your assigned programs and other assigned data systems.
•  Meet or exceed the Friends Way approach to customer service for both internal and external encounters.
•  Proactively identify areas for improvement in process and workflows and suggest solutions when necessary click apply for full job details