Resident Certification Specialist

Resident Certification Specialist

Department: Housing

Job Status: Full Time

FLSA Status: Non-Exempt

Reports To: Property Operations Manager

Grade/Level: 40

Amount of Travel Required: 25% locally

Job Type: Regular

Positions Supervised: None

Work Schedule: Regular business hours

Union: OPEIU represented position

Work Location: On-site or Hybrid

Starting Hourly Rate: $33.39/per hour; Union position Grade 40, Step 1

Full Hourly Range: $33.39-$48.64

Closing Date: Open until Monday, March 24, 2025 at 5:00 PM

POSITION SUMMARY

The Resident Certification Specialist is responsible for processing certifications for Public Housing, Multi-Family and Tax Credits eligible low-income individuals and families. Maintains close, recurring contact with tenants and landlords. Calculates financial information, changes in income and makes rent adjustments, reviews documents, and obtains proper verifications to determine program eligibility.

ESSENTIAL FUNCTIONS

Reasonable Accommodations Statement

To accomplish this job successfully, an individual must be able to perform, with or without reasonable accommodation, each essential function satisfactorily. Reasonable accommodations may be made to help enable qualified individuals with disabilities to perform the essential functions.

Essential Function Summaries

• Process annual re-certifications including determining participant compliance, review annual applications, request any missing information, reconcile information in YARDI system, and show calculations of financial information.
• Process interim certifications for change in circumstances including receiving notification from tenant, verifying documentation, re-calculating adjusted monthly income, calculate the correct tenant rent and HAP payment, notify all parties of rent change, and input data into various systems within deadlines.
• Coordinate and attend in-person appointments for Tax Credit and Multi-Family properties to comply with the wet signature requirement.
• Act as liaison between landlords, tenants, and the community by responding to inquiries and complaints, explaining federal housing programs to both parties, and recognizing participant needs and referring them to resources in times of adversity.
• Process rent increases for BHA-owned and managed properties.
• Follow up and discuss any case violations such as unreported income, unauthorized occupant, drug activity, violent criminal activity, etc. in a timely manner. Contact tenants to discuss circumstances, update individuals on lease, notify landlord of any changes, and re-calculate income. Check change of circumstances through government resources and follow up with tenants to verify information. Determine if money is owed back to BHA or if fraud needs to be reported.
• Prepare termination packet for the F Drive in preparation of the determination to terminate. Process program participation terminations by writing and sending out letters with an explanation of the termination and instructions for next steps. Adhere to program deadlines and protocols and follow-up to ensure all steps have been completed.
• Manage a caseload that consists of several different types of housing programs and subsidy sources. Caseload includes all tenants at properties owned or managed by the Bremerton Housing Authority (500+ households). Maintain thorough knowledge and application of federal, state, and local policies, procedures, and regulations. Interpret and implement BHA policies and procedures in accordance with HUD rules and regulations.
• For applicable properties, responsible for a portion or all of the project-based leasing process. May receive and review applicant files, calculate participant rent and prepare the contract, track, and process vacancy payment claims, communicate the obligations and rights of participants, and prepare addendums to lease. Update all lease and HAP charges on the Property Management side of Yardi.
• Track and implement renewal schedules for each portfolio and ensure compliance to the 120-day recertification period.
• Maintain tenant files including document imaging and electronic filing. Maintain complete, accurate and timely records in Yardi.
• Schedule appointments and visits with the different offices. Maintain scheduled hours at different properties.

POSITION QUALIFICATIONS

Required Education and Experience

Education:

High School Graduate or General Education Degree (GED): Required

Associate degree (two-year college or technical school) Preferred, Field of Study: Business, Public Administration, Accounting, or related field.

Experience:

• 4 plus years of experience in customer service or social services including working with individuals under stress.
• 4 plus years of experience in office work with substantial writing and intermediate to advanced business math skills and tasks.
• Strongly prefer experience in affordable housing or property management.

Bremerton Housing Authority has the discretion to accept any other equivalent combination of education and experience when relevant.

Computer Skills:

Experienced user of Microsoft Office programs, including Excel, Word, and Outlook.

This role routinely uses standard office equipment such as computers, phones, photocopiers, ten-key machines and fax machines.

Certifications & Licenses:Housing Choice Voucher Specialist Certificate and Certified Occupancy Specialist Certificate for HUD Multifamily or be able to acquire these within one year of employment.

Other Requirements:

• Must be able to handle high-volume, fast-paced work with tremendous attention to detail in the midst of multi-tasking, being organized, and meeting multiple deadlines.
• Must have the ability to obtain within the first four months in the position in-depth working knowledge and the ability to administer housing programs, policies, and procedures in accordance with HUD and federal, state, and local laws.

Required Competencies

• Active Listening - Ability to actively attend to, convey, and understand the comments and questions of others.
• Accuracy - Ability to perform work accurately and thoroughly.
• Assertiveness - Ability to act in a self-confident manner to facilitate completion of a work assignment or to defend a position or idea.
• Communication, Oral - Ability to communicate effectively with others using the spoken word.
• Communication, Written - Ability to communicate in writing clearly and concisely.
• Customer Oriented - Ability to take care of the customers' needs while following company procedures.
• Detail Oriented - Ability to pay attention to the minute details of a project or task.
• Honesty / Integrity - Ability to be truthful and be seen as credible in the workplace.
• Initiative - Ability to make decisions or take actions to solve a problem or reach a goal.
• Interpersonal - Ability to get along well with a variety of personalities and individuals.
• Mathematics - Accurately perform basic computations and approach practical problems by choosing appropriately from a variety of mathematical techniques.
• Motivation - Ability to inspire oneself and others to reach a goal and/or perform to the best of their ability.
• Organized - Possessing the trait of being organized or following a systematic method of performing a task.
• Problem Solving - Ability to find a solution for or to deal proactively with work-related problems.
• Tactful - Ability to avoid being offensive when communicating with others, maintain diplomatic relations or good customer services, and show consideration for others with diverse backgrounds.
• Technical Aptitude - HUD Affordable Housing Programs - Technical aptitude: Ability to comprehend complex technical knowledge and terminology of HUD affordable housing programs, such as Housing Choice Vouchers, Public Housing and Low-Income Tax Credit, and accurately follow applicable federal, state, and local laws.
• Time Management - Ability to utilize the available time to organize and complete work within given deadlines.
• Working Under Pressure - Ability to complete assigned tasks under stressful situations.

WORK ENVIRONMENT

This is primarily an office position. The employee primarily sits at a desk but has the opportunity to move about at will. Hand-eye coordination is necessary to operate various types of office equipment. The employee will occasionally lift and carry up to 20 pounds.

PHYSICAL DEMANDS

N (Not Applicable) Activity is not applicable to this position.

O (Occasionally) Position requires this activity up to 33% of the time (0 - 2.5+ hrs/day)

F (Frequently) Position requires this activity from 33% - 66% of the time (2.5 - 5.5+ hrs/day)

C (Constantly) Position requires this activity more than 66% of the time (5.5+ hrs/day)

Physical Demands Lift/Carry

Stand O 10 lbs or less O

Walk O 11-20 lbs O

Sit F 21-50 lbs N

Manually Manipulate F 51-100 lbs. N

Reach Outward O

Reach Above Shoulder O Push/Pull

Climb N 12 lbs or less O

Crawl N 13-25 lbs O

Squat or Kneel N 26-40 lbs. N

Bend O 41-100 lbs N

Grasp O

Speak F

Other Physical Requirements
Vision (Near)
Sense of Sound - listening to instructions and customer comments