Inspections Clerk

Inlivian; Charlotte (NC); On-site; USD 40,000 - 48,000; Full time

Job summary

Inlivian is seeking an organized Inspections Clerk to support the HCVP Inspections Manager in coordinating HQS inspections and related administrative duties within the Housing Choice Voucher Program. Required are a high school diploma or GED, strong office and communication skills, and the ability to handle confidential information.

Familiarity with Yardi Systems and HQS/HCVP guidelines is a plus. The role involves preparing schedules, maintaining inspection records, transmitting HQS forms to

Qualifications

• Knowledge of HQS/HCVP laws and HUD standards.
• Experience with administrative tasks in housing programs.
• Ability to manage confidential information and records.

Responsibilities

• Composes, proofs, and distributes confidential correspondence and reports.
• Schedules and maintains HQS inspections and re-inspections using Yardi Systems.
• Compiles inspection documents and prepares printed schedules.
• Maintains inspection records and coordinates notices to landlords/tenants.
• Transmits 50058 forms to HUD in a timely manner.
• Supports daily department operations and meetings.

Skills

HQS knowledge

HCVP housing management

Office software

Communication

Confidential information handling

Education

High school diploma or GED

Fair Housing Certification (within 18 months)

Tools

Yardi Systems

Job description

Title

Inspections Clerk

Reports To

Housing Choice Voucher Program (HCVP) Inspections Manager

Department/Division

Operations/Housing Choice Voucher Program (HCVP)

FLSA Status

Non-Exempt

Position Summary

Performs highly responsible administrative duties to assist the HCVP Inspections Manager in accomplishing the administrative functions of department. Coordinates the Section 8 Housing Choice Voucher Program (HCVP) for yearly Housing Quality Standards (HQS) inspections and conducts other administrative responsibilities. The duties listed below illustrate the various types of work that may be performed. Responsibilities include, but are not limited to, the following:

Responsibilities

• Composes, prepares, and proofreads and distributes confidential correspondence, reports, summaries, memoranda, and forms from verbal direction, relevant information from a variety of sources, or knowledge of Agency policy and procedures and presents the information in a clear and understandable format.
• Schedules and maintains annual inspections, and re-inspections by obtaining and coordinating the HQS annual inspection reports from the software Yardi Systems.
• Sorts and assembles unit inspections using utility allowance forms and maps/mapping software.
• Provides printed schedules with assembled inspection documents for daily production.
• Oversees and updates inspection records for cancellation and rescheduling canceled inspections.
• Prints inspection reports and mails out the tenants and landlords to ensure they are aware of the status of their unit.
• May assist with entering abated HQS inspections into the computer system. Assists HCVP Inspections Manager and inspectors with the computerized system and ensures inspection data is accurate and correctly entered.
• Reviews, corrects and maintains inspections within the the system.
• Transmits 50058 inspection forms to HUD in a timely manner.
• Assists with preparing and mailing written notice of failed HQS inspections, annual inspection notification, abatements, and notices of passed inspections to landlords and tenants.
• Maintains calendar for the HCVP Inspections Manager, scheduling appointments, meetings, and conference calls as required, and coordinates the overall daily operations of the department. Makes travel/training registration arrangements for the HCVP Inspections Manager and staff including reservations, preparation of itinerary, expense reports, and other related documentation.
• Assists the HCVP Inspections Manager in the preparation of necessary information, materials, and reports for conferences, appointments, and meetings. Attends staff meetings and may record and transcribe minutes of the meetings.
• Answers telephone and greets visitors in a courteous, professional manner, ascertains nature of their business and escorts them to the HCVP Inspections Manager or appropriate person. Answers general inquiries from other employees and the public, in person and over the phone. Refers calls and/or visitors to other employees or departments as appropriate.
• Ensures that contracts, letters, and forms from other departments and agencies requiring the signature of the HCVP Inspections Manager are executed and returned in a timely manner and that a copy is maintained on file.
• Locates and attaches appropriate files to correspondence to be answered by the HCVP Inspections Manager.
• Ensures noncompliant/failed inspection issues, disputes and complaints are forward for investigation by referring clients to the landlord-Tenant Management Program and forwarding inspection complaints to the HCVP Inspections Manager for investigation and resolution.
• Ensures privacy and maintains security of confidential materials sent to the HCVP Inspections Manager.
• Maintains appropriate files/records for general correspondence, contract documents, agreements, legal documents, financial reports, and general reports in an accurate and timely manner.
• Receives communications via the telephone, internet, and in person and either responds to routine questions or refers the more complex inquiries to the HCVP Inspections Manager or other appropriate person(s).
• Receives and date-stamps all incoming mail, faxes, internal memoranda, and other publications for the Inspections Division and routes to the HCVP Inspections Manager or appropriate department.
• Requisitions and maintains office supplies inventory by checking stock to determine inventory level, anticipating needed supplies, expediting orders, and verifying receipt of supplies. Maintains appropriate records and purchase order system.
• Handles documents on a variety of general topics of a highly sensitive nature and maintains confidentiality regarding all documents and information received by or in the possession of the employee.
• Accountable for consistent adherence to strong Agency standards regarding the ethical, responsible, and appropriate use, care, and safeguarding of Agency materials, supplies, resources, and other assets.
• Performs other duties as assigned.

Education And Experience

High school diploma or possession of a certificate of equivalence for High School Achievement (G.E.D.) and one (1) years of relevant experience or an equivalent combination of education and experience sufficient to fulfill essential position functions. Fair Housing Certifications must be obtained within eighteen (12) months of employment or other allowable period of hire as authorized by the HCVP Inspections Manager.

Knowledge And Skills

• Thorough knowledge of: federal, state and local laws, rules and regulations pertaining to HCVP and Agency policies and procedures on leased housing and HUD Housing Quality Standards (HQS) and inspection procedures.
• Working knowledge of: the principles, practices, and techniques of HCVP housing management; private rental market, client rights and city code standards.
• Thorough knowledge of generally accepted business principles, practices, and techniques.
• Thorough knowledge of general office procedures and practices, including business English, grammar, and math.
• Skilled in operating office computer equipment, applicable software programs, and general office machines.
• Must be able to establish and maintain effective working relationships with co-workers, residents, vendors, and other persons outside the Agency.
• Ability to communicate clearly and concisely, orally, and in writing.
• Ability to establish and maintain effective working relationships with co-workers and persons outside the Agency.
• Ability to deal effectively with situations that require tact and diplomacy, yet firmness.
• Ability to deal effectively with sensitive and confidential information.

Supervision Controls

The Inspections Clerk receives instructions from the HCVP Inspections Manager. Methods of accomplishing work are generally at the discretion of the employee and the employee may determine priorities within established deadlines. Instructions to the employee may be general or specific in nature. The Inspections Clerk keeps the HCVP Inspections Manager informed of work progress and finished work is closely reviewed for accuracy, completion, and compliance with policies and procedures. The employee has no supervisory responsibilities.

Guidelines

Guidelines followed by the employee include published laws, regulations, handbooks, and established policies and procedures. Independent research may be necessary depending on the activity and/or task requirements. If guidelines do not cover a situation, the employee consults the supervisor or makes a decision based on the circumstances and experience within area of expertise and parameters defined by the supervisor.

Complexity

The employee performs a moderate number of routine tasks. The course of action is determined by established procedure, the supervisor, or the employee. Tasks frequently have to be coordinated, integrated, and/or prioritized. Good judgment is required and decisions regarding unusual circumstances may be made by the employee within his or her area of expertise.

Scope and Effect

The employee’s work affects the Inspections Department and, by extension, the Agency’s housing programs and clients. Performing duties effectively, efficiently, and in a professional manner can contribute to enhancing the Agency’s image in the Community and its ability to provide housing that is decent safe and sanitary.

Personal Contacts

Most of the employee’s contacts are with Agency employees, landlords, and tenants. Contact is made to verify, give, obtain, clarify, provide information, coordinate, advise, motivate, influence, justify, defend, negotiate, or resolve matters or issues.