Functioning for 70 years, the Housing Authority of Joliet (HAJ) has been at the forefront and steadfastly committed to bringing exceptional housing services and programs to the people of the City of Joliet, and surrounding Will County communities.
Position Summary: The HCV Portability Specialist provides administrative services to HCV clients in accordance with SEMAP indicators, regulatory compliance of the HAJ and with HUD and daily operational processes.
Essential Functions: - Schedule, interview and process applicants and or clients seeking HCV program assistance and explains and responds to questions regarding application
- Review applications, verifies income and background, references and household composition to determine applicant eligibility and notifies applicants of either admission or declination
- Process all request for portability from other agencies to HAJ
- Conduct program briefings for HAJ clients for clients as well as clients who port in to HAJ
- Sets up contract agreements, calculates rent, works with landlord to resolve issues and concerns
- Conducts re-certifications for assigned clients either annually or interim as required due to family status changes in accordance with HUD and HAJ policy
- Responds to inquiries from applicants, clients and landlords and documents complaints, issues and/or updates in the file
- Prepares monthly reports which include but are not limited to:
- Port-in clients, agency to bill, amounts to bill (HAP, UAP, administrative fees, hard to house and any pro-rated amounts)
- Port-out clients, agency to receive payment (HAP, UAP, administrative fees, hard to house and any pro-rated amounts)
- Complete and submit adjusted disbursement sheet, noting date, type of action and change
- Maintains a list of all HAP payments suppressed on a monthly basis (owner name, client name, contract number and reason for suppression)
- Assists Finance department in verifying missing data related to HAP, UAP, administrative fees and other related fees so HAJ can pay or request payments in a timely fashion
- Creates and maintains files for each applicant/client
- Types and mails correspondence as necessary and maintains copies in client files
- Understands principles of records and file management
- Knowledge of intermediate mathematical calculations
- Understands rules and regulations of the HCV Program
- General understanding of legal processes and their relationship to HAJ policy and lease agreements
- Ability to read and understand legal jargon and documents such as HUD regulations and leases
- Perform other duties as assigned
Success factors/job competencies: - Computer proficiency with Microsoft Office Suite products and a variety of other software applications
- Excellent interpersonal and communication skills
- Planning - ability to think ahead and plan over a one-to two-year time span
- Management - multitask and organize multiple priorities
- Technical skills in record retention protocols
- Commitment to company values
Physical demands and work environment: The physical demands and work environment characteristics described here are representative of those which must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Physical demands: While performing duties of job, employee is occasionally required to stand; walk; sit; use hands to finger, handle or feel objects, tools or controls; reach with hands and arms; talk and hear. Employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to focus.
- Work environment: The noise level in the work environment is usually moderate.
Qualifications Required: - High School Diploma and two years relevant housing/occupancy specialist, case management or related work in property management/real estate or public housing experience; or
- Must have an accredited HCV Certification (Specialist of Occupancy or HCV Specialist Certification) or the ability to obtain within 6 months of hire
- Must possess a valid Illinois driver's license
- Must be able to pass a criminal background check
Qualifications Preferred: - Associate's degree from an accredited college or university with a major in Finance, Information Technology, Urban Planning, Business/Public Administration or related field and three years relevant housing/portability specialist or occupancy specialist experience
- Must have an accredited HCV Certification (Specialist of Occupancy or HCV Specialist Certification) or the ability to obtain within 6 months of hire
- Must possess a valid Illinois driver's license
- Must be able to pass a criminal background check
- Fluent in other languages (Spanish preferred)
Performance standards: - Annual performance appraisal
- Attainment of annul goals established between supervisor and employee