Clerk

Summary

The primary purpose of this position is to provide support for the Rental Assistance Programs Department, including but not limited to:  assistance with the waitlist, intake, leasing functions scheduling, and other administrative and processing functions as they relate to the Housing Choice Voucher Program ("HCVP"). The incumbent supports the HCVP operations by conducting various clerical and administrative tasks.

All activities must support the Housing Authority of the Birmingham District ("HABD" or "Agency") mission, strategic goals, and objectives.

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.

Provides clerical and administrative support to the HCV team, including recordkeeping, document generation, data tracking, telephoning, mailing, and filing.

Responds to requests promptly and courteously; identifies department administrative needs and develops appropriate solutions and recommendations.

Provides customer service to applicants, tenants, property owners, and their agents; answers incoming calls; responds to inquiries regarding program information, the admissions process, application status, and rent payments; and escalates matters as needed.

Establishes and maintains filing system and clerical procedures for intake and leasing activities; keeps the system and files up-to-date and accurate. Processes paperwork for the HCVP transactions and ensures filing of required documentation.

Prepares files for third-party and HUD audits.

Prepares and distributes incoming/outgoing mail and files necessary information into participant files.

Establishes and maintains filing system and clerical procedures for applications and moves; enters and retrieves data from the system, ensuring accuracy and completeness of the information.

Conducts data entry regarding tenant changes and recertifications.

Ensures that accurate and complete files are submitted to the New Contract Specialists and Transaction Specialists within a reasonable time frame; ensures completed files are stored in the online tenant file system.

Ensures receipt of required documentation by coordinating with applicants, tenants, and appropriate third parties.

Distributes documentation, including appointment, reminder, and termination letters. Generates correspondences and attaches supporting information needed to adjust subsidy amounts based on verified income and household size information. Conducts mailings of recertification applications and other documents.

Assist applicants and tenants in completing paperwork; acts as or obtains services of Notary Public as required.

Coordinates criminal background checks for household additions; coordinates verifications for reasonable accommodations with appropriate third parties.

Coordinates with appropriate third parties and uses HUD's EIV system to verify income and circumstances for recertifications. Analyzes EIV reports and compare them with participants' documents to determine reporting accuracy. Refers discrepancies to Team Lead for resolution.

Updates team lead regarding activities and tasks every week.

Performs administrative and clerical duties, assisting the Rental Assistance Department and other departments as required.

Performs other related duties as assigned.

Behavioral Competencies

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

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 HABD. Uses appropriate judgment & decision-making in accordance with the level of responsibility.

Commitment: Sets high-performance standards; pursues aggressive goals and works hard/intelligent to achieve them; strives for results and success; conveys a sense of urgency and brings issues to closure; persists despite obstacles and opposition.   

Customer Service: Meets/exceeds the expectations and requirements of internal and external customers; identifies, understands, monitors, and measures internal and external customers; talks and acts with customers in mind. Recognizes work colleagues as customers.

Effective Communication:  Ensures important information is passed to those who need to know; conveys necessary information clearly and effectively, orally or in writing. Demonstrates attention to and conveys an understanding of the comments and questions of others; listens effectively.   

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.

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

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

Job Competencies

Knowledge of HUD, federal, state, and local laws and regulations, and HABD policies and procedures related to the position.

Knowledge of the general operations and procedures of HABD properties and the Housing Choice Voucher Program.

Knowledge of the regulations affecting HABD's housing programs and demonstrated ability to understand the terms, conditions, and content of the HCVP regulations.

Knowledge of the proper HABD procedures for collecting, processing, and recording HCVP transactions.

Skill in operating commonly used office equipment, especially personal computers for word processing and spreadsheet applications.

Skill in providing instruction on the HUD and HABD program requirements to applicants and current voucher participants.

Skill in customer service and tenant relations.

Ability to prepare and present ideas in English, both orally and in writing, clearly and concisely.

Ability to perform program-required computations with speed and accuracy.

Ability to establish and maintain effective working relationships with co-workers, vendors, consultants, contractors, tenants, HUD, and local, state, and federal officials. Ability to communicate with people from a broad range of socio-economic backgrounds.

Education and/or Experience

High School Diploma or GED and a minimum of one (1) year of experience providing administrative support to the Housing Choice Voucher Program, Public Housing, or a closely related public service agency/entity or a minimum of two (2) years of administrative/clerical experience required in any other field.  An equivalent combination of education and experience may be considered.

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

Technical Skills

The employee should have strong computer skills (e.g. MS Word, Excel, PowerPoint, and Outlook) to perform this job successfully. Must have the ability to learn other computer software programs as required by assigned tasks.  

Physical Demands

The physical demands described here represent those that an employee must meet to perform the essential functions of this job successfully. 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, 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 represent those an employee encounter while performing this job's essential functions. 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.

The position is open until filled.