Eligibility Specialist

Description

Purpose

Under the direct supervision of a Housing Programs Supervisor, the Eligibility Specialist performs a variety of essential day-to-day functions associated with the department of assisted housing; interviews applicants and participants; conducts briefings and orientations; executes housing assistance payment contracts and other related documents; assures accurate and timely housing assistant payments; and maintains a caseload for annual and interim eligibility rental subsidy determinations.

Essential Duties and Responsibilities

• Contribute to achieving the SHA mission, compliance, and the effective and efficient administration of rental assistance programs, in accordance with applicable federal, state, local, and agency regulations, rules, laws, and procedures.
• Identify applicants, participants, and landlords that may have limited English proficiency (LEP) and coordinate with customers and interpreters when translation services are needed.
• Perform administrative work involving applicant and client interviewing, eligibility status, leasing, and case management, including:
• Interview housing applicants and verify all documentation provided for eligibility criteria. Make the final determination as to eligibility for rental assistance programs in accordance with applicable established program regulations and policies.
• Sends applicant correspondence including briefing information, denial letter(s), expired vouchers and properly removes applicants from the waiting list in accordance with HUD regulation and SHA policy.
• Input client and landlord data into the SHA’s database program(s), and keep legible records on each individual client. Document and report all issues to your assigned Housing Programs Specialist.
• Prepare contracts and vouchers for new participants and for active participants who have moved.
• Conduct income certifications, re-certifications, rent adjustments, eligibility determinations, and reasonable accommodations in accordance with program guidelines. Calculate client’s rental portion and housing assistance using the proper allowances, then send appropriate correspondence.
• Review information for program participants transferring in from other housing authorities and comply with established HUD guidelines for portability.
• Actively participate in briefings session processes including scheduling time, assembling briefing packets and periodically updating information for briefing forms and presentations; and conducts oral and visual presentations to inform groups of applicants, participants, or landlords of program policies and procedures.
• Identify and recovers overpayments of assistance due to participants’ non-compliance with program regulations and policies.
• Terminate assistance in accordance with program guidelines and prepare the informal hearing packet by gathering and organizing evidence for the Housing Programs Specialist to review for the informal hearing.
• Refer clients, as appropriate, to social services such as health, welfare, and education programs for improving family and community standards.
• File or retain all expired/inactive files in accordance with records retention policy.
• Serves as primary backup for front desk duties, including:
• Greets office visitors and clients with courteous and proper attention, ensuring proper handling of inquiries, requests and complaints.
• Provides general program information in response to customer and public inquiries regarding services and programs. Provides specific referral information to anyone who SHA cannot immediately serve.
• Prepare reports to the supervisor on status of applications, leases, applicant interviews, annual reexaminations, and special programs.
• Prepare appropriate forms for the Finance Department to release housing assistance payments to landlords.
• Assist in researching, developing, maintaining and revising department forms, procedures, and control systems as needed.
• Attend training, read appropriate publications, and confer with others in this field to stay knowledgeable of the changing federal regulations and policies.
• Collaboration
• Attend regular meetings to discuss new approaches to better serve our clients and review new and current policies and procedures.
• Establish and maintain good rapport with public, family clientele and landlords; promulgate and maintain Authority policies, rules, and regulations.
• Educate, network, and coordinate with previous, current and potential property owners/managers and participants, and a variety of social service and governmental agencies to resolve a wide range of issues and ensure excellent customer service.
• Coordinate activities and exchange information with other departments, including Finance and Administration, Property Management, and Development.
• Travel to offsite locations to conduct client briefing, program orientation, and provide resource information as assigned.
• Teamwork
• Attend training sessions that pertain to Housing as required to meet the ever-changing needs of the job requirements.
• Work closely and professionally with other public agencies and organizations that may be available for the betterment of our communities.
• Assist other staff with assignments as necessary, and performs other related duties as required or assigned.

Requirements

Acceptable Experience and Training
High school diploma or GED equivalency with one year of general office experience is required.
Preference is given towards those with an associate’s degree in a relevant field, or at least two years of experience with a housing authority or case management.
Any equivalent combination of experience and training which provides the knowledge and abilities necessary to perform the work of an Eligibility Specialist.
Must have an acceptable credit history according to SHA’s policy. When assigned to intake processing or programs requiring offsite travel, must also have and maintain a valid driver's license, reliable transportation, satisfactory driving record, and adequate insurance coverage according the SHA’s policy and insurer.
Competency Requirements
Knowledge of:
• Various computer systems and programs, data entry and database interactions, Microsoft Office products, and spread sheeting programs.
• A variety of laws, regulations and agency policies, including:
• SHA Drug and Violent Crime Policy
• Housing Choice Voucher regulations
• Washington State Landlord-Tenant Law
• State and Federal Fair Housing Laws
• City HOME regulations as they pertain to applicant/participant eligibility and rental subsidy.
• Local human service resources and services.
Ability to:
• Use general office equipment, such as copiers, faxes, multi-line phones, and scanners.
• Perform data entry and keyboarding tasks for extended amounts of time.
• Effectively serve very low-income, vulnerable citizens with special needs, persons with disabilities and persons with Limited English Proficiency (LEP).
• Identify and communicate customer rights, and discern need for reasonable accommodations for persons with disabilities, mitigating circumstances and oral translation services for persons with limited English proficiency.
• Remain calm, open-minded, helpful, tactful, and professional under stressful and emotionally charged conditions.
• Respect privacy and confidentiality of applicant/participant files and information.
• Establish and maintain effective relationships with fellow employees, customers, property owners/managers and various service providers/advocacy organizations.
• Make oral presentations to groups.
• Effectively communicate program rules and regulations to participants, property owners/managers and the greater community.
• Perform detailed processes, accurate data entry, and file management functions.
• Effectively organize work and understand systematic procedures.
• Work independently with limited supervision, remain flexible, and exercise sound judgment.
• Read, write, and understand English.

Essential Physical Abilities
Physical demands include using hands to finger, handle or feel and talk or hear. The employee is frequently required to stand, walk or sit. The employee is occasionally required to reach, climb or balance, stoop, kneel, crouch, crawl or lift. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, and distance vision. The use of computer and adding machine is essential to job performance.
Sufficient clarity of speech and hearing or other communication capabilities, with or without reasonable accommodation, which permits the employee to discern verbal instructions and to communicate effectively in person and on a telephone.
Work is primarily sedentary in nature. The work environment noise level is usually moderate. The employee can be exposed to outside weather conditions.
Must be able to fully function in a drug-free environment: history free criminal/drug felony convictions.
To perform this job successfully, an individual must be able to perform each duty satisfactorily. The requirements listed above are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The statements contained herein reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required and the scope of responsibilities. They should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absences or relief, to equalize peak work periods or to otherwise balance the workload for the good of the organization.