Spokane Housing Authority

Job Description

Eligibility Specialist

Pay Grade: 5
FLSA Designation: Non-Exempt, Union Represented Position

Emergency Essential: No

Purpose of Eligibility Specialist

Under the direct supervision of an 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 andthe effective and efficient administration of rental assistance programs, in accordance with applicable federal, state, local, and agency regulations, rules, laws, and procedures
  • Maintain compliance with all funding and agency requirements.
  • Perform administrative work involving applicant and client interviewing, selection, leasing and case management.
  • 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.
  • Input client and landlord data into the SHA’s database program(s).
  • Prepare contracts and vouchers for new participants and for active participants who have moved.
  • Conduct income certifications, recertifications, rent adjustments, eligibility determinations and reasonable accommodations in accordance with program guidelines. Calculate client’s rental portion and housing assistance using the proper allowances.
  • Actively participate in briefings session processes including: scheduling time, assembling briefing packets and periodically updating information for briefing forms and presentations; and conducting oral and visual presentations to inform groups of applicants, participants, or landlords of program policies and procedures.
  • Keep legible records on each individual client. Document and report all issues to supervisor.
  • Refer clients, as appropriate, to social services such as health, welfare, and education programs for improving family and community standards. If assistance is needed, consult with supervisor.
  • Terminate assistance in accordance with program guidelines and participate as the presenter at informal hearings involving households who are not in compliance with regulations and have been terminated from the rental assistance program. Gather and present evidence at the hearing to uphold SHA termination.
  • Identify and recovers overpayments of assistance due to participant’s non-compliance with program regulations and policies.
  • Review information for program participants transferring in from other housing authorities and comply with established HUD guidelines for portability.
  • File or retain all expired/inactive files in accordance with records retention policy.
  • 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.
  • Prepare correspondence to landlords/tenants.
  • Identify applicants, participants and landlords that may have limited English proficiency (LEP) and coordinate with customers and interpreters when translation services are needed
  • 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.
  • 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.

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.

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.

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.

Signature of Eligibility SpecialistDate

Signature of Housing Programs SupervisorDate

Eligibility Specialist

Established: 10/15/14Revised: 10/15/14Page 1 of 1