Hybrid Occupancy Specialist at Knoxville's Community Development Corporation

Description

SUMMARY

Under general supervision, the Occupancy Specialist performs specialized technical and clerical work supporting various types of Section 8 housing programs. The Occupancy Specialist examines eligibility of KCDC clients and prospective clients for rental assistance, processes monthly housing assistance payments to landlords, and processes utility allowance payments to the utility company. 

All activities must support Knoxville’s Community Development Corporation’s (“KCDC” or “Authority”) mission, strategic goals, and objectives.

SUPERVISORY RESPONSIBILITIES

The Occupancy Specialist is a non-supervisory job classification.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The position duties and responsibilities listed below describe the general nature and scope of work. Other responsibilities, duties, and skills may be required and assigned, as needed. 

• Schedules appointments with prospective tenants and conducts interviews to determine income and allowable deductions for calculating an appropriate rent or to affirm their eligibility for rental assistance; verifies income; and prepares correspondence as required. 
• Enters tenant and landlord data into affordable housing management software (Yardi) to create new lease documents and update records as necessary.
• Maintains records, forms, and other documents relating relative to income, deductions, client history, program, etc.
• Monitors housing vacancies, notices of intention to vacate, and transfers. acknowledges and documents 30-day notices given by residents, eviction notices issued to residents by owner, and agreement to terminate lease by the owner and resident. Calculates and deducts payments and processes files according to the nature of the action being taken. 
• Processes move-outs and damage claims to landlords.
• Performs monthly reconciliation on accounts for payments to landlords and utility company. 
• Explains housing programs to property owners; verifies ownership of property and other required documentation. 
• Investigates complaints of program abuse, fraud, or non-compliance; conducts meetings with landlords and tenants to resolve problems; escalates complaints to supervisor as required.
• Processes annual re-exam inspection booklets and computes annual rent increases to property owners. 
• Performs other duties as assigned.

Requirements

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of general bookkeeping, commercial arithmetic, and business English. 
• Knowledge of or ability to learn Section 8 housing regulations and procedures. 
• Proficient using the MS Office Suite (Word, Excel, Outlook, etc.).
• Proficient using affordable housing management software (i.e., Yardi)
• Ability to apply regulations and procedures for determining eligibility and appropriate rent amounts for rental assistance programs. 
• Ability to maintain moderately complex financial and program clerical records and to prepare reports, correspondence, and other research documents from such records. 
• Ability to quickly and accurately make mathematical calculations.
• Ability to remain objective and make decisions based on guidelines while being consistent and in compliance.
• Ability to explain affordable housing program requirements to people from various cultural, ethnic, educational, and economic backgrounds. 
• Ability to readily establish rapport with the public in obtaining and giving procedural information. 
• Ability to diffuse escalating situations that involve residents and landlords. 
• Ability to establish and maintain effective working relationships with internal customers, external customers, and the general public.

BEHAVIORAL COMPETENCIES

This position requires the incumbent to exhibit the following behavioral skills:

Effective Communication: Employee is prepared, clear, concise, and organized in all facets of communication in order to fully establish understanding. Actively listens and understands the audience to adapt message appropriately. Communicates information with appropriate personnel in a timely manner.

Customer Service: Provides timely, courteous, and quality service to all internal or external customers by anticipating individual needs, following through on commitments and ensuring that our customers have been heard.

Initiative: Proactively seeks solutions to resolve unexpected challenges. Actively assists others without formal/informal direction. Possesses the capacity to learn and actively seeks developmental feedback. Applies feedback for continued growth by mastering concepts needed to perform work.

Job Knowledge: Exhibits requisite knowledge, skills, and abilities to perform the position effectively. Demonstrates knowledge of policies, procedures, goals, objectives, operational entities, requirements, and activities as they apply to the assigned organizational entity of the Authority. Uses appropriate judgment and decision making in accordance with level of responsibility.

Responsiveness and Accountability: Demonstrates a high level of conscientiousness. Holds oneself personally responsible for one's own work and does fair share of work.

Teamwork: Employee balances team and individual responsibilities. Exhibits objectivity and openness to others' views and gives and welcomes feedback. Contributes to building a positive team spirit; puts success of team above own interests; and supports everyone's efforts to succeed.

EDUCATION AND EXPERIENCE

High School Diploma or GED and a minimum of two (2) years of experience providing general clerical and administrative assistance. An equivalent combination of education and experience may be considered.

Must be proficient in using the Microsoft Office Suite (Word, Excel, Outlook).

Preference may be given to applicants who are proficient using Yardi for 50058 housing programs.

CERTIFICATES, LICENSES, AND REGISTRATIONS

No special requirements at appointment. 

Some positions may require possession of a valid driver’s license and the ability to be insurable under the Authority’s automobile insurance plan at the standard rate.

PHYSICAL DEMANDS

The physical demands described here are representative of those that 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.

To perform this job successfully, the employee is frequently required to remain in a stationary position. Daily movements include sitting; standing; reaching and grasping; operating computers and other office equipment; moving about the office; and attending onsite and offsite meetings. The employee must be able to exchange information in person, in writing, and via telephone. The employee must occasionally transport up to 25 pounds.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Office environment. The noise level in the work environment is moderate.