Housing Occupancy Specialist

 Squaxin Island Tribe

Job Description

Job Title: Housing Occupancy Specialist

Department: DCD Department of Housing

Reports To: Housing Manager

FLSA Status: Non-Exempt

TS Range: 7/8  ($23.74)

Approved By: Penni Restivo

Opening Date: May 5, 2023

Closing Date: May 19, 2023

SUMMARY Performs a wide range of clerical and administrative duties to support the Tribe’s Housing Program.  Duties include processing of all documents and records required to qualify applicants for admission to the program and all transactions related to the collection of rents and fees. Ability to work independently and as part of a team within established guidelines and overall policies.  Work will require an in-depth knowledge of both Tribal and HUD housing policies.  Deviation from established guidelines and overall policies requires prior approval.  Guidance is available for new or unusual situations.  This position is the initial contact for the Office of Housing.  

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following.  Other duties may be assigned.

• Schedules, conducts, tracks and monitors annual inspections and 60-day follow up inspections.

• Conducts annual re-certification of tenants including income verifications.

• Takes minutes at Housing Commission (HC) meetings and types them up in a timely manner for the commission’s approval. Schedule HC meetings.

• Maintains the Housing Waiting Lists by established guidelines, verifying and auditing admission requirements and coordinating background checks on applicants.  

• Collects data, generates reports and assembles information for the HUC quarterly reports.

• Coordinates the publication of the Housing Newsletter by collecting information, preparing articles, and mailing quarterly.

• File and maintain up-to-date and well-organized files including all tenant files.

• Initiates and tracks work orders.  

• Drafts and monitors various correspondence to homebuyer, renters and individuals on the Housing Priority Lists.

• Performs routine clerical support including typing memos and letters; making copies and faxing, and answering questions or assisting the public with inquiries. 

• Proofread, and gather information such as research items/group ideas, obtain quotes.

• Prepare and process Encumbrances and API’s in Microix, verify accuracy. 

• Ensures and maintains strict confidentiality with regard to all aspects of job duties as well as knowledge from associated programs in the department.

• Able to work an occasional evening and/or weekend. Assist with quarterly workshops.

• Prepare scoop of work for annual maintenance and rehab contracts.  This includes conducting pre-bid meetings.

QUALIFICATIONS:  To perform this job successfully an individual must be able to perform each essential duty satisfactorily.  The successful applicant must work with integrity, ethics, and treat others with respect and consideration regardless of their status or position. Also, must pay close attention to accuracy and is detail oriented. Other requirements listed below are representative of the knowledge, skills, and/or ability required.  

EDUCATION and/or EXPERIENCE: Bachelor’s Degree and one year of related experience, OR Associate of Arts Degree and three years of related experience, OR High School Diploma/ GED and five years of related experience.  

SUPERVISORY RESPONSIBILITIES:  There are no supervisory responsibilities with this position.

LANGUAGE SKILLS: Ability to read, write and communicate in a clear and concise manner.  

MATHEMATICAL SKILLS:  Ability to add, subtract, multiply, and divide using whole numbers and decimals.

KNOWLEDGE, ABILITIES, AND SKILLS:  

Outstanding organizational skills. 

Comfortable with assisting clients with diverse personalities of all income levels in difficult situations.

Ability to type accurately a minimum of 40 wpm.

Must be experienced with Microsoft Excel, Word, PowerPoint, and Microsoft Teams; with the ability to perform computer input and an acceptable level of proficiency and accuracy. Experience with Access and Publisher is a plus.

Able to carry out tasks.

Able to adhere to Policies and Procedures.

Posses good oral and written communication skills.

Ability to work independently and effectively as part of a team. 

Knowledge of general office practices and procedures.

CERTIFICATES, LICENSES, REGISTRATIONS:  Must have a valid Washington State Drivers License.

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.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to stand; walk; sit; use hands to finger, handle, or feel; and reach with hands and arms. The employee is occasionally required to climb or balance and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move 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 the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally exposed to outside weather conditions. The noise level in the work environment is usually moderate.

DRUG FREE WORKPLACE:  The successful candidate will be required to have a urinalysis for drug and alcohol screening, in accordance with the Tribe’s Drug Free Workplace policy.

INDIAN PREFERENCE:  Indian Preference will be exercised in the hiring of this position consistent with the Tribe’s Personnel Policies.