Occupancy Specialist I (Heritage at Old Town)

Responsibilities

• Process initial, interim and annual recertifications. This includes: Notifying residents of their impending recertifications using notices supplied by Property Management Software.
• Conducting the recertification interviews with residents; Reviewing each recertification to ensure that all checklist items are complete; Sending recertification verification forms to the appropriate agencies (e.g., Social Security Administration, place of employment, welfare agency, Veterans Administration) relevant banks and other organizations (e.g., drug stores).
• Completing the recertification worksheet necessary to prepare the voucher (i.e., Form 50059) for the local HUD office, state agency, or local housing authority; this includes ensuring that the resident signs the recertification (HUD sites only).
• Completing the recertification worksheet so that the annual Tax Credit reports (Tenant Income Certification TIC) may be prepared for the state compliance agency. This includes having the resident sign all applicable paperwork.
• Assisting the Property Management staff with preparing for the property review by owners, regulatory agencies, auditors, etc., as necessary.
• Ensure all information is accurate and entered in the Property Management Software; Comply with company policies regarding the proper treatment of Tax Credit and Resident files.
• Assist the Property Management staff with all facets of the move-in process; Ensure that files comply with the regulations of all funding/regulatory agencies, such as HOME and HIF.
• Ensure recertifications are fully completed and executed with Property Manager and resident signatures by the date due.
• Ensure the proper treatment of residents’ personal and private information; maintaining such records in accordance with local, state and/or federal law.
• Ensure that the recertification reporting calendar is followed and that all recertification reports and letters to tenants are run and delivered timely.
• Ensure all prospect information is maintained and managed in a waitlist and in compliance with regulations for waitlist management; including but not limited to completion of guest cards, purging the waitlist at periodic intervals to ensure active and available prospects are at the top of the list, keeping in contact with the top prospects to ensure interest continues when vacancies become available, etc.
• Engage in marketing activities to increase prospect activities. Show vacant apartments or take prospects on property tours to solidify interest and pre-qualify applicants as necessary explaining income qualifications and required documentation for certification process.
• Assist Property Management with PBA, Project Based Section 8 or other subsidy contract renewals, including calculation of utility allowances (HUD Contracts).
• Perform special assignments as needed.

Requirements

• High school diploma or GED equivalent.
• 1-3 years of relevant work experience.
• Proficiency in Microsoft Office applications.
• Solid organizational and administrative skills.
• Excellent customer service skills.
• Outstanding verbal and written communication skills.
• Superb attention to detail.
• Ability to consistently meet required deadlines and follow schedules.
• Ability to plan and schedule 4 months of work activity.

Preferred Qualifications

• Associate's degree.
• Experience in property management, affordable/tax credit programs, hospitality, or customer service.
• Experience with Yardi or RealPage property management software.
• SHCM certification.
• Certified Occupancy Specialist (COS) certification.
• Certified Professional of Occupancy (CPO) certification.