Clerical Support – for the Division of Code Enforcement (DCE)

NYC Department of Housing Preservation & Development; New York (NY); On-site; USD 40,000 - 55,000; Full time

Job summary

The NYC Department of Housing Preservation and Development is seeking a Community Associate to support the HAVP program and HQS inspections. You will help schedule inspections, communicate with tenants and landlords, and maintain accurate records across HPDInfo and Emphasys Elite.

The role requires strong clerical skills and attention to detail. Ideal candidates have a high school diploma and at least three years of related community work, with excellent communication and customer service

Qualifications

• High school graduation or equivalent and three years of experience in community work or related duties.
• Equivalency accepted in lieu of formal education as described above.

Responsibilities

• Coordinate HQS inspections scheduling and tracking for HAVP properties.
• Communicate with tenants, landlords, property owners and HPD staff on appointments and results.
• Enter and maintain inspection data in HPDInfo, Emphasys Elite and related databases.
• Review HQS inspection reports for accuracy and completeness.
• Monitor inspection progress and provide regular updates to supervisors and program staff.
• Maintain inspection tracking reports and Excel tracking sheets for reporting.
• Assist HAVP program staff and HPD units to address scheduling or processing issues.
• Respond to inquiries about HQS requirements, scheduling, results and next steps.
• Support special assignments, operational reports and program-related tasks.

Skills

Communication

Customer service

PC proficiency

Bilingual a plus

Education

High school diploma or equivalent

3 years community work experience

Job description

About The Agency

The Department of Housing Preservation and Development (HPD) oversees housing standards across all 3.7 million homes in New York City.

About The Agency

The Department of Housing Preservation and Development (HPD) oversees housing standards across all 3.7 million homes in New York City.

As the nation’s largest municipal housing agency, HPD is responsible for building and preserving affordable housing, protecting tenants from harassment and displacement, and holding landlords accountable across the five boroughs. Under Commissioner Dina Levy and the Mamdani Administration, HPD is pursuing an ambitious housing agenda focused on the needs of New York’s tenants. With a broad set of tools including standards enforcement, tenant resources, and the creation of new affordable housing, HPD is committed to making New York City a more affordable place for renters and homeowners alike.

Your Team

The Office of Enforcement and Neighborhood Services (OENS) leads the agency’s effort to work closely with other HPD divisions and outside community partners to identify buildings in distress, assess and develop appropriate strategies to address those properties and work closely with responsible owners to develop a plan to improve conditions and return buildings to firm financial footing and physical health. OENS uses enforcement tools within its Division of Code Enforcement, Housing Litigation Division, Emergency Operations and Enhanced Enforcement, and the Division of Neighborhood Preservation to ensure compliance with legal and regulatory obligations.

The Office of Enforcement and Neighborhood Services is composed of seven divisions: Data Management & Technology (DMT), Division of Neighborhood Preservation (DNP), Administration & Internal Compliance (AIC), Housing Litigation Division (HLD), Division of Code Enforcement (DCE), and Emergency Operations and Enhanced Enforcement Division (EOD) and Division of Emergency Housing Services (EHS).

Your Impact

The Housing Access Voucher Program (HAVP) is a statewide rental subsidy program designed to assist low-income individuals and families who are homeless, facing eviction, or at risk of losing their housing due to domestic violence or hazardous living conditions. The program helps eligible New Yorkers obtain and maintain stable housing by providing rental assistance.

Your Role

The Community Associate will play a supporting role in the administration of HAVP by ensuring that HQS inspections are properly scheduled, tracked, and documented. The position will assist with communication between tenants, landlords, and HPD staff to help minimize inspection delays and support the timely processing of rental assistance applications. Your role will be a Clerical Support/Community Associate in the Division of Code Enforcement (DCE). You will be responsible for, but not limited to, the following:

• Assist with the coordination and scheduling of initial HQS inspections and re-inspections for properties participating in HAVP.
• Communicate with tenants, landlords, property owners, and managing agents regarding inspection appointments, inspection results, and required follow-up actions.
• Enter and maintain inspection information, scheduling dates, results, and relevant notes in HPDInfo, Emphasys Elite, and other applicable databases.
• Review and process HQS inspection reports to ensure information is accurate, complete, and properly recorded.
• Monitor inspection and re-inspection progress and provide regular updates to supervisors and program staff.
• Maintain and update inspection tracking reports, including Excel spreadsheets, to ensure accurate reporting of inspection activities and outstanding cases.
• Coordinate with HAVP program staff, DTR, and other HPD units to facilitate timely inspections and address scheduling or processing issues.
• Respond to tenant and landlord inquiries regarding HQS inspection requirements, scheduling, inspection results, and next steps.
• Prioritize inquiries involving emergency housing conditions and bring urgent matters to the attention of appropriate staff.
• Assist with identifying inspection delays, outstanding deficiencies, and cases requiring additional follow-up.
• Maintain accurate records of communications with tenants, landlords, and managing agents.
• Assist the HQS Coordinator and Director with special assignments, operational reports, research, and other program-related activities.
• Make recommendations to supervisors regarding improvements to inspection tracking, reporting, and administrative procedures.
• Provide clerical and administrative support to other HQS programs and units as needed.
• Perform other related duties as assigned by the HQS Director.

Preferred Skills

• Excellent Communication Skills.
• Strong Customer Service Focus.
• Computer and Windows applications Proficiency.
• Bilingual a Plus.

Note: Selected candidates may be assigned to any of the five boroughs and may be required to work evenings and weekends.

COMMUNITY ASSOCIATE - 56057

Minimum Qualifications

Qualification Requirements

• High school graduation or equivalent and three years of experience in community work or community centered activities in an area related to duties described above; or
• Education and/or experience which is equivalent to "1" above.

Public Service Loan Forgiveness

As a prospective employee of the City of New York, you may be eligible for federal loan forgiveness programs and state repayment assistance programs. For more information, please visit the U.S. Department of Education’s website at https://studentaid.gov/pslf/.

Residency Requirement

New York City residency is generally required within 90 days of appointment. However, City Employees in certain titles who have worked for the City for 2 continuous years may also be eligible to reside in Nassau, Suffolk, Putnam, Westchester, Rockland, or Orange County. To determine if the residency requirement applies to you, please discuss with the agency representative at the time of interview.

Additional Information

The City of New York is an inclusive equal opportunity employer committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment based upon any legally protected status or protected characteristic, including but not limited to an individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, veteran status, gender identity, or pregnancy.