Housing Quality Standard Clerk in East Orange, New Jersey at East Orange Housing Authority

JOB SUMMARY:

The Housing Quality Standards (HQS) Clerk performs administrative and clerical duties in support of the Housing Quality Standards (HQS) and NSPIRE inspection activities for the Housing Choice Voucher Program. This position is responsible for coordinating inspection scheduling, maintaining inspection records, preparing inspection documentation, and communicating with tenants, landlords, and staff. The HQS Inspections Clerk assists the HQS Inspector and HCV Department in ensuring inspections are conducted in accordance with HUD regulations and Agency policies.

ESSENTIAL FUNCTIONS:

• Coordinate and schedule annual, initial, and special HQS/NSPIRE inspections for the Housing Choice Voucher Program
• Answer telephone calls and respond courteously to inquiries, written requests, and emails regarding inspection status, scheduling, and program requirements
• Prepare, print, and assemble daily inspection schedules and inspection packets for HQS Inspectors
• Schedule, track, cancel, and reschedule inspections and maintain accurate inspection calendars
• Maintain and update inspection records in computerized tracking systems to ensure accuracy and completeness
• Receive, review, and process inspection documentation and inspection reports
• Prepare final fail reports and related inspection correspondence for review by the HQS Inspector
• Print and mail inspection notices, reports, and correspondence to tenants and landlords to ensure timely communication of inspection results
• Confer with Property Management, landlords, and tenants regarding maintenance repairs, inspection outcomes, and reinspection scheduling
• Provide administrative assistance to the HCV Inspector, including preparation of materials, reports, and information for meetings, conferences, and appointments
• Compose, prepare, and proofread confidential correspondence, memoranda, reports, summaries, and forms in accordance with Agency policies and procedures
• Perform other related duties as assigned.

CORE COMPETENCIES:

• Knowledge of Housing Quality Standards (HQS) and NSPIRE requirements
• Understanding of HUD regulations and Housing Choice Voucher Program operations
• Strong organizational and time management skills
• Attention to detail and accuracy in data entry and record keeping
• Strong verbal and written communication skills
• Ability to manage multiple tasks and deadlines in a fast-paced environment
• Ability to work independently and as part of a team
• Proficiency with computerized inspection tracking systems and office software
• Strong customer service skills when interacting with residents, landlords, and the public.

QUALIFICATIONS AND REQUIREMENTS

Education and Experience:

• High School Diploma or equivalent (GED) required; Associate's degree or higher preferred.
• Minimum of two (2) years of administrative or clerical experience.
• Experience working in public housing, affordable housing, Housing Choice Voucher Programs, property management, or a related field preferred.
• Familiarity with HUD regulations and housing inspection processes preferred.

Knowledge and Skills:

• Proficiency in Microsoft Office applications, including Word, Excel, Outlook, and Teams.
• Ability to maintain confidential information and records.
• Strong organizational, customer service, verbal, and written communication skills.
• Ability to manage multiple priorities and maintain accurate records with attention to detail.

Certifications:

• NSPIRE Training and Certification strongly preferred.
• Fair Housing Certification strongly preferred.