Occupancy Specialist at Housing Authority of Paducah – Paducah, Kentucky

Position Announcement

Occupancy Specialist (Not to Exceed 9 Months)

Department: Property Management Reports To: Director of Property Management Status: Non-Exempt | Full-Time (40 hours/week)

Position Overview

The Housing Authority of Paducah (HAP) is seeking a detail-oriented, service-driven, and forward-thinking professional to serve as an Occupancy Specialist. This role is critical in supporting our mission to provide safe, affordable housing by ensuring accurate and compliant applicant intake, eligibility determination, and waiting list management in accordance with HUD regulations and agency policies.

The ideal candidate demonstrates strong analytical ability, professionalism, sound judgment, and a commitment to equitable service delivery.

This position is a temporary appointment not to exceed nine (9) months. Based on operational needs, funding availability, and demonstrated performance, the position may be considered for reclassification to a regular full-time role.

The following duties represent the primary functions of the position and are not intended to be all-inclusive:

Key Responsibilities:

- Manage applicant intake processes, ensuring all documentation is complete and accurate

- Determine applicant eligibility in compliance with HUD regulations and agency policies

- Maintain and update waiting lists, ensuring timely and equitable processing

- Conduct regular reviews to ensure ongoing compliance and accuracy

- Collaborate with team members and external agencies to facilitate smooth operations

- Prepare and maintain detailed records and reports related to occupancy activities

- Assist in resolving applicant inquiries and provide excellent customer service

- Support agency audits and compliance reviews as needed

Skills and Qualifications:

- High school diploma or equivalent; associate degree or higher preferred

- Proven experience in housing, social services, or related fields

- Strong knowledge of HUD regulations and housing program policies

- Excellent organizational and administrative skills

- Strong analytical and problem-solving abilities

- Professionalism and sound judgment in decision-making

- Effective communication and interpersonal skills

- Ability to handle sensitive information with confidentiality

- Proficiency in computer applications, including MS Office and housing management software

HAP values a diverse and inclusive workplace and is committed to providing opportunities for growth and development. This position offers a unique chance to contribute meaningfully to our community while gaining valuable experience in housing administration. The appointment is temporary, not to exceed nine months, with the possibility of extension based on operational needs, funding, and performance.

Knowledge, Skills, and Abilities

Knowledge (Required at Entry)

• Applicable HUD regulations, public housing eligibility requirements, and waiting list management procedures
• Housing program availability and leasing requirements
• Federal, state, and local laws, rules, and regulations related to housing programs
• Methods and practices for preparing reports, documentation, and records
• Principles and practices of applicant eligibility determination, including income and asset verification
• Standard office procedures, business communication practices, and use of computer systems and related software

Skills (Required at Entry)

• Managing and maintaining housing waiting lists and applicant tracking systems
• Reviewing documentation and determining applicant eligibility in accordance with established guidelines
• Preparing clear, accurate reports, summaries, and supporting documentation
• Utilizing computer systems and standard office equipment (e.g., word processing, email, spreadsheets, databases, and multi-line phone systems)
• Effective verbal and written communication skills to interact professionally with coworkers, supervisors, applicants, and the public
• Applying sound judgment and attention to detail in reviewing sensitive and confidential information

Abilities (Required at Entry)

• Maintain regular attendance and punctuality
• Adapt to changing priorities, regulations, and operational needs in a dynamic work environment
• Communicate effectively and professionally in both written and verbal formats
• Maintain a high level of confidentiality and discretion when handling sensitive information
• Read, interpret, and apply policies, procedures, and regulatory guidance
• Prepare routine correspondence and documentation with accuracy
• Present information clearly in one-on-one or small group settings
• Work independently with minimal supervision while exercising sound judgment
• Perform a variety of administrative and program-related tasks within established guidelines
• Operate standard office equipment and technology platforms efficiently
• Meet requirements to be insured under the Authority’s vehicle policy and covered under the Authority’s fidelity bond, as applicable

Physical Requirements

• This position primarily involves sedentary work. Duties may require occasional standing, walking, reaching, and repetitive hand movements such as typing.
• Exertion of up to 10 pounds of force occasionally and/or negligible force frequently
• Regular use of computers, phones, and standard office equipment
• Ability to communicate effectively (verbally and in writing) and perform essential job functions

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of this position in accordance with the Americans with Disabilities Act (ADA).

Work Environment and Supervision

• This position operates under general supervision of the Director of Property Management or designee
• Work assignments are typically provided with expected outcomes, allowing the employee to determine methods and approaches to complete tasks
• The role requires independent judgment and problem-solving in managing waiting lists and determining applicant eligibility and suitability
• Work is periodically reviewed for accuracy, completeness, and compliance