HCV Assistant I at Housing Authority of San Luis Obispo (CA) – San Luis Obispo, California
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About This Position
Under the general supervision of the HCV Manager, may report to an assigned HCV Specialist for daily assignments. Performs moderately complex clerical work, supports assigned staff with housing program operations and housing quality standards inspections. Duties include a high volume of public and telephone contact, appointment scheduling, preparing case files for review/maintenance, document preparation and processing, lease agreement preparation, amendments, and similar documents; sorting, filing, and prioritizing large volumes of mail.
This level is distinguished from the HCV Assistant II in that the latter involves a higher level of knowledge, skill and responsibility, complexity of duties and a significantly increased caseload (see caseload targets below for each level in the HCV Assistant Series).
HCV Assistant Series Caseload Targets
HCV Assistant I <40
HCV Assistant II 41-74
HCV Assistant III 75-100
- Provide landlords/clients with general information on departmental and agency policies and procedures; monitors HCV Specialists and Inspectors calendars by scheduling and establishing monthly case load appointments. Schedules intake briefings, updates and reproduces briefing materials. Update tenant schedules, maintain departmental forms.
- Sort, prioritize and file large volumes of mail associated with initial and continued eligibility; prepare outgoing department mail for posting; receives, date stamps, routes and/or distributes materials; prepares standard documents (e.g., leases, amendments, inspection forms, letters, verification forms, and information notices), prepares packets for briefings.
- Prepares client files prior to eligibility review, initial placement/lease, housing inspections, storage and other such actions by inserting appropriate forms; proofreads documents and reviews client file contents; prepares updates to standard computer generated and office verification forms; enters and retrieves computerized data (e.g., tenant applications, tenants/landlord letters); ensures reliability of database including initial and annual recertification activity; files and retrieves tenant files in alphabetical, numerical, and/or chronological filing systems; purges files in accordance with established procedure. Enters data into the Yardi software system including detailed memos.
- Prepares records and computer routine reports to track monthly client activity, workload, applicant/unit turnover and other such indicators in accordance with prescribed procedures; generates annual and interim recertification notices to tenants and landlords.
- Assists HCV Specialists with document collection and file preparation for Annual Recertifications, mailing, correspondence, and recording/responding to voicemails. Responsible for a caseload of fixed income clients for Annual Recertifications and Interims. Processes Rent Increase Requests.
- Assists with the opening of waiting lists and guiding applicants through the application software, including troubleshooting Rent Café issues. Monitor waiting list intake certifications, file compilations, and briefing scheduling with Intake Specialist.
- Receives the public in person, answers the telephone, and directs callers to appropriate departments or personnel; makes arrangements for meetings and other activities (room reservations, set-up, preparation of materials, etc.); operates a variety of office equipment including a computer, copier, scanner, fax machine, postage machine, and calculator; may deliver/pick-up material/mail or run errands. Covers the front reception area on a rotational basis with the HCV Assistant team.
Education, Training and Experience: Graduation from High School or GED and one year of office experience. Experience working with public housing programs, social service programs or property management is preferred.
Knowledge of: Modern office practices, procedures, and equipment; specifically, Microsoft Office Suite, Internet and property management software program(s); work methods and techniques applicable to document preparation and record maintenance; proper telephone/voice mail system methods and procedures.
Ability to: Comprehend, apply and explain complex rules, regulations, policies, procedures and program requirements. Demonstrate a commitment to continuous learning; strong organizational skills; attention to detail; effective oral and written communication. Clearly document actions taken and client’s actions/reactions; proofread and recognize information which does not fit specified criteria; prepare reports; maintain accurate records; sort and file documents; use computer systems and programs. Perform duties independently; thrive in a high-pressure environment; adapt to changing priorities and deadlines. Demonstrate flexibility, patience and tolerance; deliver excellent customer service; maintain impartiality, objectivity and confidentiality. Establish and maintain professional working relationships with those contacted in the course of work; effectively interact with persons from all socioeconomic and cultural backgrounds.
Physical Demands: This classification primarily involves office work including: sitting for prolonged periods of time, walking, ascending/descending stairs, standing, bending, stooping, squatting, reaching, pulling; the coordinated use of fingers, hands, arms and knees; and occasional lifting of up to 30 lbs.
Working Conditions: Open ventilation office environment with limited exposure to dust, noise, fumes, odors or chemicals.
Special Requirements: Must be insurable by HASLO’s automobile insurance carrier, which requires a valid driver’s license and a good driving record (less than 3 violations in 36 months). Applicants for this class may be required to possess fluency in a language other than English and be knowledgeable of the culture associated with clients speaking that language. Applicants for this class may be required to type at a speed of 50 wpm.
This Job Description is a guideline reflecting the primary activities associated with this position; it is not intended to be an all-encompassing list of responsibilities, skills, efforts, or working conditions. HASLO retains the right to assign other related duties; change or modify this job description at any time.