HRA Housing Administrative Specialist

Brainerd HRA; Brainerd (MN); On-site; USD 40,000 - 55,000; Full time

Job summary

A local housing authority in Brainerd, Minnesota seeks a Housing Administrative Specialist to assist in managing various housing programs. Key responsibilities include processing applications, maintaining tenant files, enforcing lease provisions, and ensuring compliance with regulations. Candidates should possess an associate’s degree, relevant experience, and strong communication skills, alongside a valid driver’s license. Training for necessary certifications will be provided.

Qualifications

• Two years’ experience in an administrative position or four years' relevant education and experience.
• Certification in Public Housing Occupancy Specialist within one year of employment.
• Driver's license and access to reliable transportation.

Responsibilities

• Assist in the operation of all housing programs and initiatives.
• Process applications for housing program waiting lists.
• Maintain tenant files and develop a filing system.
• Perform rent calculations and assist with inspections.
• Enforce lease provisions and manage financial transactions.

Skills

Knowledge of Brainerd HRA programs

Knowledge of Fair Housing Laws

Intermediate proficiency with MS Office applications

Strong verbal and written communication skills

Ability to organize and prioritize

Ability to establish effective working relationships

Education

Associate’s degree in related field

Tools

Windows-based personal computer software applications

Job description

Under the supervision of the Housing Manager, the Housing Administrative Specialist will assist in the operation of all housing programs and initiatives at the Brainerd HRA. This includes Public Housing, Section 236 Multifamily Housing, and Low-Income Housing Tax Credits (LIHTC). This position is expected to follow local, HRA, state, and federal policies, regulations and laws.

• Answer telephone and in-person requests for information concerning HRA programs.
• Process applications for placement on housing program waiting lists; review eligibility factors and preference scoring for income targeting, bedroom size, and reasonable accommodation requests; prepare denial letters, send notification letters, and complete waiting list updates.
• Perform all activities relating to screening, intake, eligibility determination, rent calculation, leasing/move-in, interim rent changes, annual recertifications, repayment agreements, transfer requests, and move-outs.
• Create and maintain tenant files; develop and maintain a filing system for multiple files; identify files to be purged or retained.
• Process work orders and prepare billing statements.
• Assist with scheduling and completion of in-unit and other property inspections.
• Enforce lease provisions and house rules for each property, including writing lease violation warnings and lease terminations.
• Receive and post rent, security deposit payments, and other payments on tenant accounts; process security deposit refunds or create final billing statements to vacated tenants.
• Process monthly ACH batches; reconcile and balance cash receipts for bank deposits; approve payment of vendor invoices and initiate tenant chargebacks; process month-end tenant accounting reports.
• Complete periodic training related to updated program guidelines, new agency initiatives, or other staff development topics.
• Other activities as directed.

Knowledge, Skills and Abilities

• Knowledge of Brainerd HRA programs.
• Knowledge of Fair Housing Laws and regulations is preferred but not required. Training will be provided.
• Knowledge of MN Landlord/Tenant Statues and Data Privacy Laws is preferred but not required. Training will be provided.
• Knowledge of National Standards for Physical Inspection of Real Estate (NSPIRE) habitability standards is preferred but not required. Training will be provided.
• Ability to research, interpret, and apply regulations.
• Knowledge of office equipment and intermediate proficiency with MS Office applications.
• Ability to understand and follow complex oral and written instructions.
• Strong verbal and written communication skills with a focus on attention to detail and data accuracy.
• Ability to organize, establish priorities, meet program guidelines and timelines, and work independently.
• Ability to establish and maintain effective working relationships with staff and the general public.
• Ability to resolve conflicts and negotiate effectively.
• Professional, positive, and welcoming demeanor with a passion for providing exceptional customer service.

Minimum Qualifications

• Associate’s degree in related field and two years’ experience in an administrative position or four years’ combination of relevant education, training and experience that meets the requirement to successfully accomplish the assigned duties and responsibilities as determined by the Executive Director.
• Ability to be certified in Public Housing Occupancy Specialist and NSPIRE standards training within one year of employment, if not already in possession of certification from a nationally recognized training program.
• Ability to be certified in Multifamily and LIHTC Occupancy Specialist and NSPIRE standards training within three years of employment, if not already in possession of certification from a nationally recognized training program.
• Extensive experience with windows-based personal computer software applications is required.
• Possession of a valid driver's license and access to reliable transportation.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing this job, the employee is required to talk, hear, have eyesight and have mobility enough to operate a variety of office machines, operate a vehicle and work in buildings with stairs and elevators. The employee frequently is required to bend/stoop, reach above shoulder level, push and pull. The employee occasionally required to squat, crawl, climb, kneel and carry/lift up to 24 lbs.