Housing Management Specialist II
Everett, Washington - Full Time

This position will remain open until filled with priority given to applications received by 5:00 PM, Thursday, September 9, 2021

Starting Salary Range: $3,501 - $4,133 Per Month DOE, Plus Benefits


Everett Housing Authority Mission Statement:  The Everett Housing Authority creates affordable housing, fosters healthy communities where households thrive, and replaces systemic racism with equity for all.

Looking for an opportunity to work for an organization that really makes a difference in the lives of others?  Look no further.  Come join our team as a Housing Management Specialist II at the Everett Housing Authority as part of the Housing Management Department.

This is a full-time union position working 37.5 hours per week. This is a mid-level position, with increasing areas of responsibilities. Work is characterized by a variety of well-defined processes and procedures, which cover not only resident issues but also organizational matters relating to property management. Work is performed under the general supervision of a manager who is available to assist with matters outside the guidelines. This position is responsible for a larger volume of units, with the application of two or three programs’ rules and regulations with distinct differences, i.e. PBV, LIHTC, RAD or PBRA.

If you’re looking for a great benefits package we have that as well!

•Accrue up to 12 vacation days in your first year of employment;
•13 paid sick leave days;
•12 paid scheduled Holidays plus 1 additional floating holiday per year;
•Medical Insurance;
•Dental Insurance;
•Life Insurance;
•State Retirement Fund;
•Flexible work schedule;
•Employee Assistance Program;
•Wellness Program;
•Tuition Reimbursement.

SCOPE OF WORK:

Under general supervision performs a variety of duties pertaining to the day to day operations of Affordable Housing and Authority Owned communities. Manages all functions of initial certification, recertification and interims. Ensures program compliance, stays current with HUD and LIHTC regulations, Fair Housing, and state laws. Responsible to ensure files are ready for internal and external audits.

REQUIRED STANDARDS AND FUNCTIONS                     

The following duties are illustrative only (i.e. not all inclusive)           
             
Required Workplace Standards:

1. Works regular and reliable hours on site as required (i.e. not at home)
2. Attendance must be punctual and consistent;
3. Works an agreed-upon schedule and works additional hours as necessary to complete work;
4. Works effectively, cooperatively and respectfully with co-workers, clients and other contacts;
5. Follows all EHA Safety Policies and Procedures;
6. Follows all EHA Personnel Policies and Procedures;
7. Performs other duties as assigned.

Required Functions:

Program Compliance:
1. Processes annual and interim review of tenant eligibility; sends out annual review packets; tracks and processes for completion with residents; process income and asset verifications by contacting other sources; reviews letters and calculates annual rent; determines resident rent assessment and enters such in computer system;
2. Input information into computerized systems for information management, storage and retrieval; input and retrieves resident/applicant and owner/property information; input status and other changes;
3. Maintain files and records pertaining to applicants or residents; compile data from a variety of sources, databases and logs. Ensures files are ready and available for internal and external audits;
4. Performs peer audits of annual and interim recertifications; provides appropriate feedback regarding the file;
5. Assists with ensuring electronic reporting to funders is carried out timely and accurately including PIC and WBARS; ensures all reporting error are corrected in all systems;
6. Performs special certifications and reconciles EIV Income Discrepancy Reports.

Occupancy:
1. Receives and reviews applications in computer system applicant portal; answers applicant questions; manages the waiting list; input information into computerized system for information management; input and retrieves applicant information;
2. Serves as point of contact for residents, applicants and the general public; answers phones, greets applicants, residents and visitors; explains process and procedures, answers questions, assists applicants with application process, listens and assists and/or refers residents based on concerns and problems;
3. Assist with marketing and outreach;
4. Perform waitlist selections; determines eligibility of program applicants; interviews applicants; investigates and verifies applicant information for accuracy and completeness; contacts applicants to discuss and clarify discrepancies; calculates family gross and net income; completes required payment information and inputs into computerized records systems;
5. Performs marketing and outreach;
6. Prepares lease agreements and coordinates move-in with other personnel and applicant. Effectively explains all lease and community policies to new and current residents. Conducts move-in inspections;
7. Process transfers and move outs; prepares paperwork and packets; schedules and performs inspections; adds data into system; processes vacates; prepares charges and move out statements for residents; tracks time for filling unit vacancies.

Lease Administration:
1. Assess and document complaints; initiate appropriate action and/or refer appropriately. Receive inquires and complaints, verification requests, perform research, and provide general information on services, programs, procedures and regulations, or refer to appropriate person or department. Research and investigate possible fraud;
2. Ensures lease requirements are met including tenancy, parking, rent collection; uses discretionary authority to take legal action when violations occur, may compose notices, and serving notices.

Finance:
1. Performs tenant accounting; makes adjustments to tenant accounts, rent changes, maintenance charges and late fees under the direction of a manager;
2. Process invoices for assigned properties which may include invoice coding or data entry into computerized system;
3. Assists with rent collection and deposit to authorized bank within 24 hours;
4. Timely preparation of HAP reports, rent roll balancing reports and submits for inter-departmental review;
5. Performs tenant accounting; authorizes adjustments to tenant accounts, security deposits, rent changes, retroactive billings, maintenance charges and late fees; authorizes rent refunds or collection efforts, write-offs; negotiates payment agreements and schedules;
6. Collects rent checks and deposits to authorized bank account within 24 hours.

Maintenance:
1. Conduct housekeeping, yard, safety and annual inspections of housing units according to established policies and procedures; follow-up on lease violations, health and safety, building, grounds or yard checks;
2. Depending on location, may schedule and track annual building system maintenance; schedule language interpreters and translations;
3. Attend all required training and safety meetings; use, maintain and replace assigned personal protective equipment; report all injuries and illnesses to supervisor immediately; complete and submit incident/accident reports and required; report hazardous conditions or unsafe work practices to supervisor; follow all safety and health guidelines, practices, policies and procedures; 
4. In conjunction with the Maintenance Specialist, update the Maintenance Binder with annual inspection results for general building systems, i.e. fire alarm testing, backflow monitoring, pull cord testing, elevator inspections, etc.

Other Duties:
1. Facilitation of treatment plans under the EHA Bed Bug Protocol for bed bug infestations, which includes coordination of the Bed Bug Briefing and verifying staff (Maintenance, Resident Services, Property Management) have completed all items on the bed bug treatment check list;
2. Responds to smoke and fire alarms and emergency pull cords if assigned to specific properties;
3. Attends meetings as assigned and take minutes or notes as necessary;
4. Purchases office supplies in accordance with Agency policy and coordinates purchases of other supplies to ensure order control and proper submittal of bills;
5. Completes and sends information requests on behalf of residents, such as DSHS benefits or landlord statements;
6. Assists other staff as assigned or requested;
7. Performs related work as required.

MINIMUM REQUIREMENTS TO PERFORM REQUIRED FUNCTIONS

REQUIRED EDUCATION AND EXPERIENCE:

Six (6) years of paid work experience in property management, assisted housing, or similar activity, including at least two (2) years with responsibility for determining eligibility, evaluating compliance with regulations or applying program requirements to individual situations.  At least two (2) years of experience must be in a high volume, paperwork-intensive setting.  Up to four (4) years of secondary education may be substituted for comparable amount of work experience.

REQUIRED KNOWLEDGE OF/SKILL IN:

  •  Knowledge of modern office practices and procedures;
  • Working knowledge of any housing program such as public housing, HCV, PBV, PBRA (202 or PRAC), or Low Income Housing Tax Credit is desirable.

REQUIRED ABILITY TO:

  • Ability to learn certification policies and practices; 
  • Prepare and maintain records and reports;
  • Determine verification data requirement given family characteristics;
  • Ensure timely completion of annual recertification processing to use tact, discretion and courtesy in dealing with residents and other contacts;
    Maintain files and records;
  • Communicate clearly orally and in writing sometimes with English language impaired contacts;
  • Skill at entering information into a computer and preparing standard letters and documents.

PHYSICAL REQUIREMENTS TO PERFORM REQUIRED FUNCTIONS:
CONSTANT 

  • Sit for extended periods of time
  • Manual dexterity (Left, Right, Both)
  • Listening and talking
  • Arm and hand movement (LRB)
  • Finger manipulation (LRB)
  • Seeing, hearing and speaking
  • Lifting and carrying 5# (LRB)
  • Pushing and pulling 5# (LRB)

FREQUENT

  • Walking and standing (LRB)
  • Repetitive arm/hand movement (LRB)
  • Bending and twisting at waist
  • Lifting and carrying 10# (LRB)
  • Pushing and Pulling 10# (LRB)

OCCASIONAL

  • Kneeling and squatting
  • Reaching above shoulders (LRB)
  • Operating foot controls (LRB)
  • Lifting and carrying 20# (LRB)
  • Pushing and pulling 20# (LRB)
  • Climbing stairs (LRB)
  • Ability to work safely on uneven surfaces

REQUIRED PROFICIENCY IN USE OF:
Calculator, 10 key, Desk Computer, Copy Machines,
Fax Machine, File Cabinets, Printer
Telephone and cell phone, MS Excel,
Laptop computer, MS Word, MS Outlook,
Vehicle 

LICENSES AND OTHER REQUIREMENTS:

  • Valid Washington State Driver’s license and acceptable driving record at time of appointment and throughout employment may be required in this position;
  • Tax Credit Certification or ability to obtain in the first year;
  • Fair Housing Certification or ability to obtain in the first six months.

ADDITIONAL (DESIRABLE) QUALIFICATIONS

  • Fluency in Russian, Ukrainian, Vietnamese, Arabic or Spanish language
  • Prior property management work experience;
  • Prior housing authority work experience

Contacts:

Work includes frequent contact with the public and employees on a variety of matters requiring incumbent to know such policies and procedures. Contact with resident may be of a confidential and sensitive nature to collect relevant documents and assist with resident needs. 

The Everett Housing Authority is a progressive agency pursuing its mission with great passion and a high level of professionalism and competence. EHA seeks passionate and optimistic individuals to join our team of highly engaged and satisfied employees committed to assisting those for whom stable and affordable housing is a challenge. EHA’s work has been recognized nationally with awards from NAHRO and Nan McKay. Most recently, EHA received NAHRO’s National Awards of Merit for a fully accessible community garden open to public housing residents and members of the surrounding community and for highly creative financing to convert 333 public housing units to project-based Housing Choice Vouchers and improve these properties with over $20 million in renovations. In addition, EHA received a NAHRO’s National Award of Excellence for a new 20-unit development serving survivors of domestic violence.

Members of our team are rewarded with meaningful work, competitive compensation, employee-friendly policies, a team environment, great benefits, and promotion and bonus opportunities. Please consider joining our team in pursuit of the exciting challenge of meeting the affordable housing needs of Everett and Snohomish County.

The Everett Housing Authority is an Equal Opportunity Employer