Job Details

Housing Intake Specialist

The Housing Intake Specialist provides administrative and clerical support for the Housing Choice Voucher (HCV) program. This role is responsible for managing incoming calls, greeting visitors, maintaining the applicant waiting list, and assisting clients with application and documentation processes.

General supervision is provided by the Manager of Housing and CDBG.

Essential duties and responsibilities include:

1. All behaviors comply with the Code of Conduct & Rules of Behavior outlined in Chapter 8 of the General Government Policies and Procedures Manual. Adheres to assigned work schedule as outlined in city and department attendance policies and procedures.
2. Manage all waiting list functions for the HCV program, including maintaining and updating the list, issuing required correspondence, collecting and organizing initial applicant documentation, conducting eligibility reviews in accordance with program criteria, preparing intake materials, and transferring completed files to staff.
3. Screen applicants for criminal histories, non-compliance of past program participation, and determine income eligibility prior to waiting list admissions
4. Enter, maintain, update, and purge applicant data in program databases in accordance with federal, state, and local regulations.
5. Perform general clerical duties, as assigned, including filing, photocopying, and collating documents containing personal and confidential information, per records retention and privacy requirements.
6. Answer multi-line telephone calls, determine purpose of the call, and route to appropriate staff or department; answer questions and provide information to clients or refer to appropriate staff for resolution.
7. Sort, scan, and distribute incoming mail, faxes, physical and electronic documents and assign materials to designated staff members.
8. Receive, review, and verify all documentation submitted to the Housing Division to ensure completeness and notate actions in the program database.
9. Establish and manage repayment agreements; maintain the payment module for office-wide use; receive, process, and deposit reimbursements for overpaid program benefits; monies from families reimbursing program for overpaid benefits; issue and document receipts in accordance with established financial procedures.
10. Conduct third-party verifications with external sources to confirm the accuracy and completeness of applicant and participant information; perform criminal background checks on all applicants and current participants, following program requirements and applicable regulations.
11. Generate and analyze reports; issue required correspondence; actively track outstanding requests for information through receipt and resolution; and coordinate follow-up with designated staff to ensure completion.

Other duties and responsibilities include:

1. Maintain clean and professional environment.
2. Perform other duties as assigned.

Minimum job requirements include:

Education and experience: High School Diploma or GED and one (1) year of responsible administrative and clerical experience. Preferred: One (1) year of experience in social services, client services, customer services, or related field. Licenses and certificates: Possession of a valid driver's license. Work schedule: Monday - Friday from 8:00 a.m. to 5:00 p.m.

Physical requirements/work environment: This position does not require a physical for employment. Applicants with disabilities meeting the job requirements and capable of performing the essential functions of the job, either on their own or with reasonable accommodations, are encouraged to apply.