SUMMARY

Under the supervision of the Admissions & Lease Compliance Coordinator, the Admissions Specialist performs program assistance and clerical work screening applicants for housing, determining applicant eligibility, and offering available housing. The incumbent performs interviews, conducts background checks and applicant verifications, performs data entry, and assists with other clerical duties.

All activities must support Knoxville’s Community Development Corporation’s (“KCDC” or “Authority”) mission, strategic goals, and objectives.

SUPERVISORY RESPONSIBILITIES

The Admissions Specialist is a non-supervisory job classification.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The position duties and responsibilities listed below describe the general nature and scope of work. Other responsibilities, duties, and skills may be required and assigned, as needed.

• Interviews new applicants for housing programs in accordance with established KCDC and HUD policies and procedures. Obtains income and other data needed to determine eligibility and enters information into computer.
• Conducts full housing record and criminal background checks on applicants for all housing programs, including fingerprinting applicants.
• Updates all applicant information annually; purges wait lists to ensure that lists contain viable applicants.
• Compiles all Multi-Family applicant information, maintains applicant files for Multi-Family housing program until the file is complete, and distributes files to field office upon completion.
• Confirms income and other applicant information and determines eligibility for housing.
• Makes offers to applicants when housing units are available for occupancy.
• Answers questions and provides information about eligibility requirements, waiting lists, and application procedures by telephone and in person.
• Takes inventory of general office supplies and gathers individual staff requests to place orders with KCDC’s office supply contractor.
• Reviews each tenant file to ensure all Low-Income Housing Tax Credit documents are present in the file and are completed correctly and on time to ensure that the program continues to receive funding.
• Maintains records, forms, and other documents related to eligibility determination.
• Performs other duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of modern office practices, procedures, and equipment.
• Knowledge of general bookkeeping, arithmetic, and business English.
• Skill in applying KCDC and HUD regulations and procedures for determining eligibility requirements for KCDC housing clients.
• Ability to establish rapport with applicants, residents, and the public in obtaining and giving procedural information.
• Ability to accurately enter data into a computer terminal and make arithmetic computations and tabulations at reasonable working rates of speed.
• Ability to accurately and effectively maintain program and clerical records.
• Ability to establish and maintain effective working relationships with internal customers, external customers, residents, and the general public.

BEHAVIORAL COMPETENCIES

This position requires the incumbent to exhibit the following behavioral skills:

Effective Communication: Employee is prepared, clear, concise, and organized in all facets of communication in order to fully establish understanding. Actively listens and understands the audience to adapt message appropriately. Communicates information with appropriate personnel in a timely manner.

Customer Service: Provides timely, courteous, and quality service to all internal or external customers by anticipating individual needs, following through on commitments and ensuring that our customers have been heard.

Initiative: Proactively seeks solutions to resolve unexpected challenges. Actively assists others without formal/informal direction. Possesses the capacity to learn and actively seeks developmental feedback. Applies feedback for continued growth by mastering concepts needed to perform work.

Job Knowledge: Exhibits requisite knowledge, skills, and abilities to perform the position effectively. Demonstrates knowledge of policies, procedures, goals, objectives, operational entities, requirements, and activities as they apply to the assigned organizational entity of the Authority. Uses appropriate judgment and decision making in accordance with level of responsibility.

Responsiveness and Accountability: Demonstrates a high level of conscientiousness. Holds oneself personally responsible for one's own work and does fair share of work.

Teamwork: Employee balances team and individual responsibilities. Exhibits objectivity and openness to others' views and gives and welcomes feedback. Contributes to building a positive team spirit; puts success of team above own interests; and supports everyone's efforts to succeed.

EDUCATION AND EXPERIENCE

High School Diploma or GED and a minimum of one (1) year of clerical and bookkeeping experience. An equivalent combination of education and experience may be considered.

Preference may be given to applicants proficient in the use of Yardi.

Preference may be given to applicants with the ability to speak and understand Spanish.

Preference may be given to applicants with CPO, COS, or Bended Occupancy Specialist Certification

CERTIFICATES, LICENSES, AND REGISTRATIONS

No special requirements at appointment.

Some positions may require possession of a valid driver’s license and the ability to be insurable under the Authority’s automobile insurance plan at the standard rate.

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.

To perform this job successfully, the employee is frequently required to remain in a stationary position. Daily movements include sitting; standing; reaching and grasping; operating computers and other office equipment; moving about the office; and attending onsite and offsite meetings. The employee must be able to exchange information in person, in writing, and via telephone. The employee must occasionally transport 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 this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Office environment. The noise level in the work environment is moderate.