Housing Occupancy Specialist (Property Management)

Job Overview

Location/Schedule: This position is based at the Lloyd Corporate Plaza, located in NE Portland, OR. The schedule for this position is Monday through Friday, 8:30 a.m. to 5:00 p.m.

Position: Housing Occupancy Specialist

Program: Property Management

Cascadia’s Mission and Vision:  

Mission: Cascadia Health delivers whole health care – integrated mental health and addiction services, primary care, and housing – to promote hope and support the well-being of the communities we serve. 

Vision: We envision a community where everyone benefits from whole health care, experiences well-being, and has a self-directed, connected life. 

Position Description: The Housing Occupancy Specialist performs various administrative and supportive tasks involving the initial phases of qualifying applicants for rental of housing owned and managed by Cascadia Health. This position assists potential tenants in completing initial rental documents and managing the documentation process. The Housing Occupancy Specialist also supports the day-to-day compliance activities of the affordable housing portfolio.

The job incumbent must understand, appreciate, and respect the differences within our Cascadia community. As such, it is expected that this position promotes integrated care, our vision of trauma-informed and person-first approaches and helps create a work environment of acceptance

Essential Responsibilities 

This position description is not intended to be an all-inclusive list of responsibilities, skills, or working conditions associated with the position.  Management reserves the right to modify, add or remove duties as necessary.   

General

• Maintain property waitlists in accordance with internal policies and Cascadia Housing’s mission.
• Manage the waitlist call line by returning calls promptly and responding appropriately to applicants and their representatives.
• Coordinate with the Communications team to open and advertise waitlists and market vacant units.
• Track unit vacancies and 30-day vacancy deadlines; maintain accurate notes and documentation for reporting and operational use.
• Fill vacant units in a timely manner following established procedures.
• Coordinate with Housing leadership to distribute vacancy notices to Cascadia service teams and external social service agencies as needed.
• Process housing applications, including application intake, initiation of background screenings, scheduling first intakes, eligibility determinations, documentation review, and submission of files for approval.
• Schedule unit inspections when required, prepare and process lease documents, and coordinate move-in dates.
• Maintain tenant and property databases, ensuring accurate and timely data entry.
• Assist with maintaining, revising, and implementing policies and procedures related to occupancy.
• Perform accurate data entry and maintain tracking systems for departmental activities.
• Provide cross-departmental administrative support as needed.
• Maintain databases, reports, and documentation related to handling tenant matters, including grievances.
• Handle calls, correspondence, and general communications with staff, partners, and external parties Assist with managing housing email inbox and phone line.
• Provide Yardi support for move-ins, including accurate tenant information entry, ledger reconciliation, and system updates.
• Provide training and technical assistance to asset managers, on-site staff, and program staff on compliance requirements, tenant selection processes, and Yardi usage.
• Serve as a resource to staff by answering questions, providing guidance, and communicating regulatory updates.
• Perform other duties as assigned.

Regulatory & Compliance

• Ensure compliance with all applicable laws, regulations, Regulatory Agreements, and investor and lender requirements.
• Monitor changes in laws, regulations, and programs affecting tenant selection, certification, and compliance.
• Review and complete tenant certifications; identify deficiencies, recommend corrective actions, and ensure timely resolution.
• Ensure tenant compliance files are consistently established and maintained in accordance with internal standards and funder requirements.
• Review eligibility and certification documentation to prevent inaccurate or untimely certifications and re-certifications.
• Compile and submit annual compliance reports to funders, investors, and regulatory agencies as required.
• Assist with preparation for and response to audits, inspections, and compliance reviews.
• Conduct or assist with internal quality-control audits of randomly selected tenant files.
• Assist in crisis situations as appropriate, following emergency protocols and procedures.
• Adhere to mandatory abuse reporting laws, HIPAA and 42CFR regulations requirements.
• Complete annual employee training requirements on a timely basis.
• Participate in all scheduled staff meetings, supervision sessions, and other departmental and agency meetings.

Qualifications

Education: 

Required:

• High School Diploma or Equivalent

Preferred:

• Certification in C3P (Tax Credit Certification), HCCP (Housing Credit Certified Professional), CPO (Certified Professional of Occupancy), AHM (Assisted Housing Manager Certification) or a similar designation.

Experience:

Required:

• Minimum two years of related experience with mixed financing affordable housing properties.

Specialized Knowledge, Skills, and Abilities: 

• Effective communication and active listening skills.
• Demonstrated effective interpersonal and customer service skills.
• Ability to demonstrate professionalism, reliability, and initiative in daily work activities
• Thorough knowledge of federal, state and local laws, rules and regulations as they pertain to affordable housing programs and compliance.
• Knowledge and experience with industry-standard housing and subsidy waitlist practices, regulations, and guidelines.
• Ability to work proactively and effectively in a team as well as independently.
• Operate computer hardware and software at a level needed to effectively perform job functions.

Other: 

• Possess a valid driver’s license, three year driving history, ability to pass Driver Motor Vehicle (DMV) check and complete the Cascadia online Defensive Driving course. 

Working Conditions

The job is performed both at Cascadia’s administrative building as well as on site at various Cascadia properties. Employee may be out stationed at various Cascadia or community organization offices for a small period of time per week. Evening and weekend work may occasionally be . The Housing Occupancy Specialist must be able to work with a diverse group of people, including occasional work with tenants who may appear disorganized in thought, disheveled and/or speak in a loud or abusive manner and needs to be aware of tenant behaviors and communicate and respond to them in an appropriate manner. 

Daily routines may be unpredictable and will likely require the Housing Occupancy Specialist to perform a variety of the site’s functions, depending on need. Meal periods and breaks may be subject to interruption.  

Mental Demands: The work assigned is diverse and involves addressing new and unusual circumstances in which outcomes may negatively affect costs, employee morale or clients. The work regularly involves a degree of unpredictability and disruption of planned tasks requiring a flexible time management approach.  

Physical Demands: Employee must be able to physically access a variety of building types including multi-story walk-ups, buildings with elevators, garden apartments, row houses and 2 story detached homes.

Cascadia is an Equal Opportunity Employer. If you need assistance or accommodation due to a disability, contact us at 503-963-7654. 

Benefits

We offer generous benefits for our full-time and part-time employees (20 hours + pro-rated) including:

• Generous Paid Time Off Package Full-time employees earn 6 weeks of PTO in their first year!

• Medical and Dental Coverage (begins 1st of the month following hire date)

• VSP Vision Discount Plan

• 403(B) Retirement Savings (Pre and post-tax plans with up to 8% employer matching contribution!)

• Flexible Spending Account (FSA) (Medical, dependent care, and transportation options)

• Short-Term Disability, Long-Term Disability, and Life Insurance

• Paid Bereavement and Jury Duty Leave

• Length of Service Award

• Voluntary Life Insurance

• Supplemental Insurance

• Student loan forgiveness options

Wellness Benefits:

• Employee Assistance Program (EAP)

• Bike to Work Reimbursement

• Discounted Fitness Memberships

• Trauma Support Team

Starting Rate Range in USD ($)