Senior Housing Assistant

Job Details Description Salary: $29.82 - 36.32 hourly Type: Regular full time, full benefits Application deadline: March 25, 2024 Department: Rental Assistance Division An assessment will be conducted on candidates selected to move forward in the recruitment process. Benefits include, but are not limited to: 9/80 Compressed Work Schedule (office closed every other Friday) 14 paid holidays Remote work options available (must work and reside within a U.S. 100-mile radius of the San Diego Housing Commission) Employer paid pension contribution of 14% to base salary (not applicable to temporary positions) 457 tax-deferred savings plan Social security exempt Tuition reimbursement up to $5,000 annually Sharp PPO or HMO Plan, Kaiser Permanente HMO Plan, Dental Vision Flexible spending account Health and wellness perks Rewards & Recognition program To see full benefits package, please visit: https://www.sdhc.org/sdhc-employee-benefits/ About SDHC: The San Diego Housing Commission (SDHC) is an award-winning public housing agency in the City of San Diego that provides innovative housing assistance programs for households with low income or experiencing homelessness. The San Diego City Council, in its role as the Housing Authority of the City of San Diego, oversees SDHC. SDHC helps pay rent for more than 17,000 households with low income annually; is a leader in collaborative efforts to address homelessness, such as the Community Action Plan on Homelessness for the City of San Diego and SDHC’s homelessness initiative, HOUSING FIRST – SAN DIEGO, which has created more than 11,000 housing solutions since November 2014 for people experiencing homelessness or at risk of homelessness; and creates and preserves affordable rental housing, with more than 23,000 affordable units in service in the City today with SDHC’s participation. About the Department: The San Diego Housing Commission’s (SDHC) largest program provides federal Section 8 Housing Choice Voucher rental assistance to more than 16,000 households with low incomes in the City of San Diego. The Section 8 Housing Choice Voucher program is administered in SDHC’s Rental Assistance Division. A portion of SDHC’s federal Section 8 Housing Choice Voucher resources fund several special programs that provide housing opportunities at specific developments and/or for low-income households with specific needs. The Special Programs team within the Rental Assistance Division administers these special programs designated for special specific populations including but not limited to people experiencing homelessness, people with disabilities, and veterans. The department has three teams and a total of 27 staff. About the Position: The Senior Housing Assistant position will be on one of three Special Programs teams and will report to a Housing Program Manager. The position will manage a caseload of Project Based Voucher buildings and review intake files, process lease ups, interim changes, recertifications, and program terminations. The position requires collaboration with other staff, with clients, property managers and service providers daily and requires compliance with various affordable housing programs. The ideal candidate will be team oriented, demonstrate a positive attitude, be flexible, a fast learner, is detail oriented and has intermediate experience using different Microsoft Products. They will have strong customer service skills, exercise critical thinking skills and good judgement, and have experience collaborating with multiple agencies. Experience working with people experiencing or at risk of homelessness and vulnerable populations, such as, people with disabilities, fleeing domestic violence is strongly preferred. Class Characteristics: Incumbents at this level provide specialized and technical support work in a variety of specialized areas of assignment and/or various rental assistance programs. Successful performance of the work requires the use of tact, discretion, and independent judgment as well as knowledge of departmental activities and multiple programs. The work has technical and programmatic aspects, requiring the interpretation and application of policies, procedures, and regulations and involves frequent contact with staff, community partners and the public, as well as performing various research functions. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit. This class is distinguished from the Housing Assistant by performing more difficult and demanding specialized rental assistance program functions, requiring a broader and more in-depth understanding of Commission rental assistance programs and applicable laws, regulations, and interpretations requiring additional training, knowledge, skill, and/or experience and a broader understanding of the at-risk or unhoused populations and the appropriate service delivery techniques. Examples of Essential Job Functions: Analyzes and processes Requests for Tenancy Approval (RFTA) to determine eligibility of the unit based on location and rent amount and eligibility of the tenant based on family and voucher size and household income; ensures compliance with Housing and Urban Development (HUD) regulations; approves or denies RFTA within specified timelines. Coordinates lease-up processes and monitors rates; reviews documents ensuring rents meet reasonableness requirements and are calculated accurately; negotiates rents in accordance with Commission standards; enters data and generates and mails property owner contracts. Collects data from various sources and compiles reports on activities and rates; works with other rental assistance and section staff to resolve discrepancies. Coordinates portability processes and performs the full range of case management functions for port-in clients; explains the Commission’s portability procedures, Fair Market Rent standards, payment processes and time frames, and other policies and procedures to clients and landlords. Conducts eligibility determination and recertification processes; obtains and provides required information on clients and Commission policies and procedures from/to other housing agencies; answers landlord questions regarding lease-up and payment processes for portability clients; assigns voucher and certificate numbers and sets up client records in the database system. Collaborates with community-based organizations, supportive service providers, participants and property owners during the administration of multiple rental assistance programs Arranges for the preparation and mailings of rental assistance contracts and lease approvals; prepares and mails initial billings for portability clients to other housing agencies and forwards copies to Fiscal Services. Performs department-wide audits on all Section 8 files, including intake, occupancy, moves, rent increases, and special programs; records findings on performance measurement report and logs findings as appropriate; forwards files with audit findings to Housing Supervisors and/or a Program Analyst. Conducts monthly department-wide audits; documents and records findings; submits findings to appropriate supervisor for review. Performs case management functions for high profile and confidential cases by monitoring landlord and client compliance with program rules and regulations; interacts and/or intervenes to resolve issues/disputes between landlords and high-profile clients ensuring the rights and responsibilities of both parties. Performs audits of new trainees; provides feedback to trainees on audit findings; mentors and provides guidance to trainees on proper case management processes for various rental assistance program functions; provides summary reports to appropriate supervisors. Monitors repayment agreements; assesses when recalculation of payment amounts is warranted; generates correspondence to delinquent clients and/or refers them to a Housing Specialist for termination of assistance. Issues warning letters to clients of have incurred non-monetary program violations. Responds to questions and complaints from internal clients; explains Commission policies and procedures and available courses of action; research case records and takes corrective action as appropriate. Performs the full range of intake, case management, lease-up, and eligibility functions for various housing programs, including but not limited to Housing Choice Voucher, Project Based, Veterans Affairs Supportive Housing (VASH), Tenant Based Rental Assistance (TBRA), Family Unification Program, Mainstream Voucher Program, Emergency Housing Vouchers (EHV) and Sponsor Based Program; pulls and refers clients from rental assistance waiting lists or screens potential clients referred by property owners. Schedules appointments and conducts intake interviews, client briefings, and lease-up/move-in functions; schedules and performs recertification and interim adjustment processes; prepares and approves Housing Assistance Payment contract extensions annually. Administers programs under established guidelines including Housing First principles. Produces rent analysis reports for rent increases and quarterly reports to appropriate regulatory agencies. Monitors landlord and client compliance with program rules and regulations; interacts and/or intervenes to resolve issues/disputes between landlords and clients ensuring the rights and responsibilities of both parties; documents and maintains case files. Request inspections when asked by landlords or clients; makes program assistance termination determinations when either party violates program requirements. Prepares, documents, and updates client case files, including all fact-finding information, telephone contacts, and actions taken; prepares worksheets to update client information in the Commission’s databases. Generates letters, assembles information packets, and schedules clients for briefings and interviews. Stays alert to indications of program violation or potential fraud; identifies possible violations and conducts initial investigations to resolve or document suspected violations; documents client case files regarding investigation results; recommends referral to the Quality Assurance Unit as needed. Answers questions and responds to complaints from clients, landlords, and the public; explains Commission policies and procedures and available courses of action; pulls case records and conducts research regarding problems or concerns and takes follow-up corrective action as appropriate. Researches, compiles, analyzes, and organizes information and data from various sources on a variety of specialized topics related to assigned areas; checks and tabulates standard mathematical or statistical data; prepares and assembles various reports and other informational materials. Develops and maintains accurate and detailed records, verifies accuracy of information, and research discrepancies, and records information; prepares intake and client case files for archiving. May assist in the development and implementation or and training for new programs. Cross-trains other housing assistance program staff. Performs other duties as assigned. Qualifications: Knowledge of: Eligibility, leasing, recertification, and case management practices and procedures for multiple programs. Departmental practices and procedures and applicable Commission policies. Applicable Federal, State, and local laws, codes, regulations, and departmental policies, technical processes, and procedures. Principles and practices of data collection and report preparation. Modern office practices, methods, and computer equipment and applications, including word processing, database, and spreadsheet applications. Principles of business letter writing and record-keeping. English usage, spelling, vocabulary, grammar, and punctuation. Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and Commission staff. Ability to: Perform specialized and technical eligibility and case management work with accuracy, speed, and minimal supervision. Interpret, analyze, and apply administrative and departmental policies and procedures. Understand the organization and operation of the Commission and of outside agencies as necessary to assume assigned responsibilities. Research, analyze, and summarize data and prepare accurate and logical written reports. Respond to and effectively prioritize multiple phone calls and other requests for service. Compose correspondence and reports independently or from brief instructions. Make accurate arithmetic, financial, and statistical computations. Organize, maintain, and update office database and records systems. Operate modern office equipment, including computer equipment and word-processing, database, spreadsheet, and other software applications programs. Organize own work, set priorities, and meet critical time deadlines. Use English effectively to communicate in person, over the telephone, and in writing. Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines. Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work. Education & Experience: Equivalent to the completion of twelfth (12th) grade and four (4) years of responsible experience in performing eligibility determinations and case management or related experience involving research, analysis, interpretation, and application of policies, regulations, financial reports, contracts, application review, and referral duties similar to those required by the Commission; or two (2) years of experience equivalent to a Housing Assistant at the Commission. Strongly Preferred: Minimum of 12-month experience working with people experiencing or at risk of homelessness and vulnerable populations, such as, people with disabilities, fleeing domestic violence, etc. This includes providing case management, supportive services, or program administration. Experience with managing homelessness programs and working with permanent supporting housing providers is preferred. Strongly preferred social work experience or LCSW licensure. Licenses and Certifications: Possession of, or ability to obtain, a valid California Driver’s License by time of appointment. Possession of Nan McKay Section 8 Housing Choice Vouchers Rent Calculation Specialist and/or Section 8 desirable. Possession of LCSW licensure desirable. Physical Demands: Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; to operate a motor vehicle and to visit various Commission and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds. Environmental Elements: Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.