13892- Housing Occupancy Specialist (Temporary)

This is a part-time temporary position assisting in the leasing of our new Centennial Place apartments, a 70 unit affordable housing property in SE Portland. The position is 20 hours/week, daytime business hours. Actual schedule to be determined.

Job Overview

The Housing Occupancy Specialist performs various administrative tasks and/or supportive tasks involving the initial phases of qualifying applicants for rental of housing owned and/or managed by Cascadia, while supporting a Trauma Informed Care environment. The Housing Occupancy Specialist functions as the organizations rental agent by assisting potential tenants in completing initial rental documents, such as the application and other pre-qualifying materials and managing the documentation process until it is appropriate to release it to the Housing Compliance Specialist. The Housing Occupancy Specialist is the first point of contact for potential tenants and, as such, is the first impression tenants or their case workers will have of Cascadia Housing.

Essential Duties

This position description is not intended to be an all-inclusive list of responsibilities, skills, or working conditions associated with the position. Management reserves the right to modify, add or remove duties as necessary.

• Maintain all property waiting lists according to HUD and other funder regulations while serving the mission of Cascadia Housing.
• Maintain the waitlist call line (according to internal policies) by returning calls in a timely manner and responding appropriately to applicants or their representatives.
• Follow internal waitlist policies and procedures to fill vacant units in a timely manner.
• Fill vacant units in a timely manner, not to exceed 30 days from the date of vacancy.
• Track current vacancies and 30 day vacancy deadlines. Notify the Director of Housing Compliance in advance of the 30 day deadline if move in goals are not met.
• Keep detailed notes with supporting documentation related to vacancies not being filled by the deadline, for reporting purposes.
• Actively market vacant or soon to be vacant units to potential tenants or sources of referral according to internal policy and procedures or by the direction of your supervisor.
• Initiate background screening for all potential tenants.
• Schedule first intake with the applicant according to internal policy and procedures.
• Process paperwork required for eligibility determination.
• Submit applicant file containing proper move-in paperwork (according to internal policy and procedures) to the Compliance Specialist or supervisor for approval.
• Follow up on all documents, clarifications and corrections to the applicant file as directed by the Compliance Specialist or supervisor.
• Schedule unit inspections with Home Forward when unit is rent ready.
• Process lease documents and schedule move-in date with applicant and applicable housing staff.
• Must be able to understand federal, state, and local laws, rules, and regulations as they pertain to affordable housing programs compliance with particular emphasis on tenant selection requirements and Fair Housing issues.
• Demonstrate responsibility for safety of tenants, staff, and property; is familiar with fire regulations and evacuation procedures.
• Adhere to mandatory abuse reporting laws and HIPAA requirements.
• Stay current regarding changes to federal, state, or local rules and regulations which impact the tenant selection and screening process. Communicate to the Director of Housing Compliance known program or regulatory changes to policy and/or procedure that seem imminent.
• Assist in the preparation for agency audits, inspections, and reviews, as delegated by the Director of Housing Compliance.
• Work cooperatively as a part of a team, maintaining open communication and a willingness to provide and accept constructive feedback.
• Perform administrative and technical tasks relevant to the programs operations (data entry, filing, faxing, copying, scanning, etc.).
• Maintain flexibility in scheduling time to meet with staff or clients (whether in person or via telephone).

Secondary Responsibilities:

• Complete annual employee training requirements on a timely basis as defined by the agency and program.
• Participate in the development of policies, procedures, and basic performance standards.
• Attend and participates in all meetings as assigned.
• Perform other job- related duties as assigned.

Commitment to Equity, Diversity, and Inclusion

This position must understand, appreciate, and respect the diversity and cultural differences within our Cascadia community. As such, it is expected that this position promotes integrated care, our vision of trauma-informed and person-first approaches and helps create a work environment of inclusion, safety, and acceptance.

Qualifications

Education:

High school diploma or equivalent.

Post high school education may substitute for general experience on a year-for-year basis.

Experience:

One year of experience as an Occupancy Specialist or working in affordable housing compliance, or;

One year of experience in property management of affordable housing.

Prior experience working with individuals with a mental health diagnosis and or having personal lived experience is also preferred.

Specialized Knowledge, Skills, and Abilities:

• Operate computer hardware at a level needed to effectively perform job functions
• Knowledge in a Property Management or Compliance software is preferred
• Microsoft office suite
• Enter and retrieve data to prepare simple reports

Other:

Possess a valid drivers license, three year driving history, ability to pass Driver Motor Vehicle (DMV) check and complete the Cascadia online Defensive Driving course.

Core Competencies

Leadership and Decision Making:

Demonstrate strong organizational and decision making skills

Influence, persuade or coach others into taking safe and effective courses of action

Make decisions within the scope of the position

Maintain confidentiality of information as appropriate

Interpersonal:

Excellent verbal and written communication skills

Work independently as well as part of a team

Demonstrate a work history of dependability

Provide skills training, support, and structure to tenants to enhance independent living skills

Demonstrate initiative and creativity in approach to problems and tasks

Work accurately, efficiently, and effectively to control operating expenses

Represent the company effectively in a variety of settings and with diverse communities

Working Conditions

The job is performed both at Cascadias administrative building as well as on site at various Cascadia properties. Employee may be out stationed at various Cascadia or community organization offices for a small period of time per week. Evening and weekend work may occasionally be required. The Housing Occupancy Specialist must be able to work with a diverse group of people, including occasional work with tenants who may appear disorganized in thought, disheveled and/or speak in a loud or abusive manner and needs to be aware of tenant behaviors and communicate and respond to them in an appropriate manner.

Daily routines may be unpredictable and will likely require the Housing Occupancy Specialist to perform a variety of the sites functions, depending on need. Meal periods and breaks may be subject to interruption.

Mental Demands:

The work assigned is diverse and involves addressing new and unusual circumstances in which outcomes may negatively affect costs, employee morale or clients. The work regularly involves a degree of unpredictability and disruption of planned tasks requiring a flexible time management approach.

Physical Demands:

Employee must be able to physically access a variety of building types including multi-story walk-ups, buildings with elevators, garden apartments, row houses and 2 story detached homes.

Benefits
Cascadia offers benefits to all employees working a regular schedule of 20 hours (.50 FTE or higher) or more per week, including Medical/Dental, Vision, generous Paid Time Off, 403(b) retirement plan with up to 4% match after 1 year of employment, employer-paid life insurance, employer-paid short/long-term disability, flexible spending accounts, Employee Assistance Program (for employee and immediate family), and more!

Cascadia is an Equal Opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. If you need assistance or an accommodation due to a disability, you may contact us at 503.963.7654 or at peopleandculture@cascadiahealth.org

Salary : $20 - $21