Housing Quality Standard Clerk

EAST ORANGE HOUSING AUTHORITY; East Orange (NJ); On-site; USD 38,000 - 52,000; Full time

Job summary

East Orange Housing Authority in New Jersey is seeking an HQS Clerk to provide administrative support for HQS and NSPIRE inspections within the Housing Choice Voucher program. You will coordinate schedules, manage records, prepare inspection documents, and communicate with tenants, landlords, and staff to ensure HUD rules and agency policies are followed.

The role requires strong organizational skills, attention to detail, and proficiency with standard office software; prior public housing

Qualifications

• High School Diploma or GED required; associate degree preferred.
• Minimum of two years administrative/clerical experience.
• Experience in public housing, affordable housing, or HCV programs preferred.
• Familiarity with HUD regulations and housing inspection processes preferred.

Responsibilities

• Coordinate and schedule HQS/NSPIRE inspections for the HCV program.
• Answer calls and emails regarding inspection status and scheduling.
• Prepare daily inspection schedules and packets for HQS Inspectors.
• Maintain accurate inspection calendars and records.
• Receive, review, and process inspection documents and reports.
• Prepare final fail reports and related inspection correspondence.
• Print and mail notices to tenants and landlords.
• Confere with Property Management regarding outcomes and reinspection scheduling.
• Provide administrative support to the HQS Inspector and department.

Skills

HQS/NSPIRE knowledge

HUD regulations

Organizational skills

Attention to detail

Verbal & written communication

Multi-tasking

Independent work

Inspection tracking systems

Customer service

Education

High School Diploma or GED

Associate's degree preferred

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Microsoft Teams

Job description

Description

JOB SUMMARY

The Housing Quality Standards (HQS) Clerk performs administrative and clerical duties in support of the Housing Quality Standards (HQS) and NSPIRE inspection activities for the Housing Choice Voucher Program. This position is responsible for coordinating inspection scheduling, maintaining inspection records, preparing inspection documentation, and communicating with tenants, landlords, and staff. The HQS Inspections Clerk assists the HQS Inspector and HCV Department in ensuring inspections are conducted in accordance with HUD regulations and Agency policies.

ESSENTIAL FUNCTIONS:

• Coordinate and schedule annual, initial, and special HQS/NSPIRE inspections for the Housing Choice Voucher Program
• Answer telephone calls and respond courteously to inquiries, written requests, and emails regarding inspection status, scheduling, and program requirements
• Prepare, print, and assemble daily inspection schedules and inspection packets for HQS Inspectors
• Schedule, track, cancel, and reschedule inspections and maintain accurate inspection calendars
• Maintain and update inspection records in computerized tracking systems to ensure accuracy and completeness
• Receive, review, and process inspection documentation and inspection reports
• Prepare final fail reports and related inspection correspondence for review by the HQS Inspector
• Print and mail inspection notices, reports, and correspondence to tenants and landlords to ensure timely communication of inspection results
• Confer with Property Management, landlords, and tenants regarding maintenance repairs, inspection outcomes, and reinspection scheduling
• Provide administrative assistance to the HCV Inspector, including preparation of materials, reports, and information for meetings, conferences, and appointments
• Compose, prepare, and proofread confidential correspondence, memoranda, reports, summaries, and forms in accordance with Agency policies and procedures
• Perform other related duties as assigned.

CORE COMPETENCIES:

• Knowledge of Housing Quality Standards (HQS) and NSPIRE requirements
• Understanding of HUD regulations and Housing Choice Voucher Program operations
• Strong organizational and time management skills
• Attention to detail and accuracy in data entry and record keeping
• Strong verbal and written communication skills
• Ability to manage multiple tasks and deadlines in a fast-paced environment
• Ability to work independently and as part of a team
• Proficiency with computerized inspection tracking systems and office software
• Strong customer service skills when interacting with residents, landlords, and the public.

Requirements

QUALIFICATIONS AND REQUIREMENTS

Education and Experience:

• High School Diploma or equivalent (GED) required; Associate's degree or higher preferred.
• Minimum of two (2) years of administrative or clerical experience.
• Experience working in public housing, affordable housing, Housing Choice Voucher Programs, property management, or a related field preferred.
• Familiarity with HUD regulations and housing inspection processes preferred.

Knowledge and Skills:

• Proficiency in Microsoft Office applications, including Word, Excel, Outlook, and Teams.
• Ability to maintain confidential information and records.
• Strong organizational, customer service, verbal, and written communication skills.
• Ability to manage multiple priorities and maintain accurate records with attention to detail.

Certifications:

• NSPIRE Training and Certification strongly preferred.
• Fair Housing Certification strongly preferred.