Housing & Facilities Administrative Specialist

Options for Southern Oregon, Inc.; Grants Pass, Northern (OR, KY); Hybrid; USD 42,000 - 56,000; Full time

Benefits offered by this job

Family medical

Dental

Disability

403(b) plan 6% match

Paid time off

11 paid holidays

Job summary

Options for Southern Oregon, Inc. is seeking a Housing & Facilities Administrative Specialist in Grants Pass, Oregon.

The role supports the Housing and Facilities Director to ensure HUD/HOME compliance, maintains tenant move-in and recertification packets, and assists in waitlist management across housing units with multiple tenants. The position involves processing applications for independent housing, maintaining regulatory files, and coordinating with finance and case management.

Qualifications

• Related work experience required with a focus on housing or facilities operations.
• Strong organizational and file-management skills with attention to detail.
• Ability to communicate professionally with the public and internal teams.
• Experience maintaining regulatory files and documentation preferred.

Responsibilities

• Assist in processing all applications for independent housing per the Tenant Selection Plan.
• Help maintain accurate waiting lists for independent housing programs.
• Acquire COS (Certified Occupancy Specialist) certification.
• Become authorized to access Enterprise Income Verification system.
• Participate in fair housing and landlord-tenant trainings as required.
• Ensure compliance with HUD/HOME rules and timely processing of documents.
• Maintain tenant and housing files per regulatory requirements.
• Prepare and post tenant notices; respond to routine issues and escalate complex items.
• Coordinate with finance and case management for compliant housing operations.
• Travel between sites and drive as needed.

Skills

Project management

Organizational skills

Public communication

Confidentiality

Independent work

Driving

Tools

MS Word

MS Excel

EHR system

Job description

Housing & Facilities Administrative Specialist

Full Time 30-40 hours/week Grants Pass, OR, US

Benefits include:

• Family medical, dental, long-term disability, 403(b) plan with 6% match, and more.
• Generous paid time off policy. (Annual accrual up to 208 hours - based on FTE status and available to use upon accrual). Plus, 11 paid holidays annually.

Schedule:

Monday-Friday 8am-5pm

Overview:

The Administrative Specialist works under the direction of the Housing and Facilities Director, assisting in all aspects of the day-to-day operations of the Housing and Facilities department. Provides support to the Housing and Facilities Director to ensure housing projects are operating in compliance with the regulatory requirements of HUD, HOME, and other federal, state, and local requirements. Compiles tenant move-in and annual recertification packets, ensuring annual recertifications are conducted in a timely manner, assists in waitlist management and other issues falling under the scope of operating a housing unit with multiple tenants in compliance with HUD, HOME and other federal, state and local regulations. Performs administrative duties for fleet vehicle operation and facilities maintenance

Responsibilities:

• Assists in processing all applications for independent housing in accordance with the Tenant Selection Plan. Helps maintain accurate waiting lists for independent housing programs.
• Ability to acquire certification as a COS (Certified Occupancy Specialist).
• Ability to become authorized to access Enterprise Income Verification system.
• Participates in fair housing and applicable landlord-tenant trainings, as well as any other department- or agency-required trainings.
• Follows all applicable fair housing, and landlord-tenant, laws, rules and regulations. Assists in ensuring all housing programs maintain compliance with all applicable HUD, HOME, or other program rules, regulations and requirements, and are completed in a timely manner.
• Prepares and assists in processing all required documents for tenant move-in, move-out and recertifications.
• Maintains tenant files in compliance with all applicable regulatory requirements.
• Maintains all housing files in compliance with all applicable regulatory requirements, as well as in compliance with the department's requirements.
• Assists the preparation and posting of tenant notices. Responds to routine tenant issues when appropriate and refer and inform Director of more complex issues that may arise.
• Ensures that accurate and complete rental payments are received in a timely manner.
• Coordinates with other departments such as finance and case management to provide guidance in compliant operations of housing projects.
• Travels between sites and is required to drive.

Qualifications:

• Related work experience required, with a general understanding of the population served.
• Must possess relevant work experience demonstrating project management, excellent organizational skills and file management, and effectively and professionally communicating with the public.
• Experience in maintaining regulatory files and documents preferred.
• Working knowledge of Oregon Landlord-Tenant Law, Fair Housing laws and regulations preferred.
• Requires ability to maintain in strict confidence tenant information.
• Be able to work independently with minimal oversight.
  Must pass state-required background and DMV checks; possess a valid OR driver's license and a satisfactory driving record to be approved for driving rights. Candidate must be able to work independently and flexibly, under general supervision.
• Possess business experience sufficient to meet the demands of the position, including proficiency with a variety of software applications.
• Candidates must be able to use e-mail, compose documents, save and locate documents electronically, andlearn to use our Electronic Health Record (EHR) system. Proficiency in Word and other MS Office applications preferred.

Options for Southern Oregon provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.