Housing Specialist

City of Galveston; United States; On-site; USD 42,000 - 64,000; Full time

Job summary

City of Galveston is seeking a capable administrative professional to support grant programs administered by the Housing and Community Development Department. The role involves handling eligibility documentation, preparing loan and grant closings, and coordinating with homeowners and contractors to implement project contracts.

Responsibilities include processing invoices, maintaining records, generating monthly reports for HUD, and assisting in annual planning and reporting activities.

Qualifications

• High School diploma or equivalent required; experience in advanced staff support with bookkeeping and loan processing preferred.
• Knowledge of grant programs (CDBG/HOME) and related regulations is a plus.
• Ability to manage records, data entry, and reporting for HUD/Consolidated plans.

Responsibilities

• Provide clerical and program assistance to staff for grant administration.
• Obtain eligibility documentation for housing rehabilitation and homebuyer programs.
• Review eligibility and determine funding eligibility under CDBG/HOME.
• Prepare legal documents for loan and grant closings and assist with bid documents for contractor procurement.
• Maintain filing systems, process invoices, and track program expenditures.

Skills

Customer service

Multi-tasking

Data reconciliation

Project management

Education

High School diploma or equivalent

Tools

Spreadsheet software

Loan processing software

Job description

An island community rich in history and opportunity, Galveston is the ideal place to live, work and raise a family!

Job Description SUMMARY

Under general supervision, provides various technical program assistance and clerical support to staff for the administration of grant programs assigned to the Department.

ESSENTIAL FUNCTIONS

• Serves as a receptionist for the Department; receives and refers callers; maintains appointment schedules; responds to various inquiries and provides program information; transcribes letters, reports, statements and memos.
• Obtains eligibility documentation from applicants for the CDBG and HOME housing rehabilitation/reconstruction and home buyer assistance programs.
• Reviews eligibility documentation for applicants; determines eligibility for funding in accordance with CDBG and HOME programs.
• Coordinates the preparation of legal documents for loan and grant closings, including promissory notes, mortgages, escrow agreements and construction contracts.
• Facilitates pre-construction conferences with the homeowner and contractor to implement contract documents and discuss the project aspects.
• Facilitates and attends home buyer closings.
• Prepares monthly delinquent reports, letters and reports.
• Maintains various filing systems; data enters requisitions for purchase orders; processes invoice payments; maintains financial records of program expenditures.
• Prepares activity reports and submits to HUD; prepares labor standards enforcement reports.
• Maintains and updates the loan portfolio for CDBG and HOME housing rehabilitation/reconstruction and home buyer assistance programs.
• Assists in the preparation of the Annual Consolidated Plan and the Consolidated Annual Performance and Evaluation Report.
• Prepares loan payments for deposit; participates in the review and processing of loan payoffs, refinancing requests and associated processes.
• Participates in the preparation of bid documents for contractor procurement of CDBG and HOME projects.
• Updates rehabilitation/reconstruction and homebuyer assistance waiting list; prepares insurance letters for homeowners and contractors.
• Performs various recordkeeping; processes bi-weekly payroll; maintains staff records.
• Assists the Housing and Community Development Analyst in the preparation and presentation for the annual Fair Housing Event and the GISD Back to School Event.
• Orders and maintains office supplies; schedules equipment maintenance.
• Arranges and coordinates travel schedules and reservations; maintains travel expenses and related activities.
• Maintains public information requests.
• Supports the relationship between the City of Galveston and the general public by demonstrating courteous and cooperative behavior when interacting with citizens, visitors, and City staff; maintains confidentiality of work-related issues and City information; performs other duties as required or assigned.
• Employees may at any time be required to work in order to provide for the safety and well-being of the general public, including the delivery and restoration of vital services, in the event of an emergency.

KNOWLEDGE AND SKILLS

Knowledge:

• City organization, operations, policies, and procedures.
• State and federal regulations and requirements governing the various grant programs.
• Local community demographics and statistics.
• Code of Federal Regulations.
• City building codes.
• Housing Quality Standards.
• Federal Labor Standards provisions.
• Environmental reviews.
• Performance management systems.
• Basic accounting and budgeting principles and practices.
• Research methods.
• Accounts payable and loan processing methods and practices.
• Basic office management principles and practices.
• Principles and practices of project management.
• Principles and practices of record keeping.
• Business and personal computers, and spreadsheet software applications.

Skill in:

• Handling situations requiring diplomacy, fairness, firmness and sound judgment.
• Providing efficient customer service.
• Multi-tasking.
• Identifying and reconciling discrepancies in data and information.
• Understanding and applying City policies and procedures, and applicable federal and state regulations.
• Explaining state and federal grants management and administration policies and procedures.
• Establishing and maintaining cooperative working relationships with all levels within the City.
• Communicating effectively verbally and in writing.

MINIMUM QUALIFICATIONS

High School diploma or equivalent; AND five years’ experience in advanced staff support, including bookkeeping and loan processing; OR an equivalent combination of education and experience.

LICENSE AND CERTIFICATION

Possession of a valid Texas driver’s license.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

Work is performed primarily in a standard office environment. May be required to lift and carry items weighing up to 10 pounds.

Compensation Range

The City of Galveston is an equal opportunity employer and will consider only the qualifications of the applicants. The City does not tolerate any form of discrimination based on race, color, religion, sex, age, national origin, or physical/mental disability in employment or provision services.

Galveston Island is a coastal barrier island located along the Gulf Coast of Texas. Galveston's convenient coastal location along with its close proximity to Houston, has contributed to the city becoming the economic engine it is today - including being the employment center of Galveston County. The City of Galveston has a population of approximately 50,000 and is home to key industries in medicine, education and maritime.