Intake Analyst

Housing-Authority-of-the-Birmingham-District; Ivanhoe (AL); On-site; USD 42,000 - 55,000; Full time

Job summary

Housing Authority of the Birmingham District is seeking an Intake Analyst to manage applicant eligibility and occupancy, review applications, conduct interviews, and communicate with applicants about leasing and housing options.

The role supports maintaining occupancy goals and requiring consistent documentation, income verification, and compliance with policy and HUD regulations.

Qualifications

• Familiarity with admissions and occupancy policies and HUD rules.
• Ability to determine eligibility based on income and family composition.
• Capability to handle confidential information with discretion.

Responsibilities

• Select families from the waiting list per HABD policy.
• Review applications and interview applicants for admission.
• Provide eligibility case management for applicants.
• Communicate with applicants and the public on housing issues.

Skills

Rent calculations

Income verification

Policy knowledge

Customer service

Data entry

Communication

Multi-tasking

Confidentiality

Education

Associate’s degree or 2 years college in Social Work/Business Admin

HS Diploma or GED + 4 years related public housing experience

Tools

MS Word

MS Excel

Database/spreadsheet software

Job description

Summary

Under the supervision of the Intake Manager, the Intake Analyst is responsible for keeping all low-income housing filled with eligible residents according to HABD’s Admissions and Continued Occupancy Policy (ACOP) and HUD regulations. Individuals may perform other duties as assigned including working in other functional areas to cover absences or relief, to equalize peak work periods or otherwise balance the workload.

All activities must support the Housing Authority of the Birmingham District’s (“HABD” or “Authority”) mission, strategic goals, and objectives.

Essential Duties and Responsibilities

The position duties and responsibilities listed below describe the general nature and scope of work. Other responsibilities, duties, and skills may be required and assigned as needed.

1. Properly selects families from the waiting list pursuant to HABD policy.
2. Reviews applications for admission and conducts interviews with the applicants.
3. Provides eligibility case management for applicants.
4. Handles telephone calls from applicants and the general public concerning housing-related issues, rent computations, and lease-ups.
5. Verifies income and family composition as required. Performs criminal background checks, credit checks, landlord inquiries, and child care cost verifications.
6. Establishes and accurately maintain applicants’ files. Requests information needed to complete files to establish eligibility.
7. Schedules eligible applicants to view vacant units. Meets applicants for viewing and if necessary, to calculate rent and tenant selection and assignment.
8. Annotates and purges the waiting list on a regular basis and withdraws applicant file if needed. Establishes income occupancy eligibility.
9. Notifies ineligible applicants by letter. Schedules requested conferences and/or informal hearings.
10. Notifies eligible applicants of housing availability. Provides instructions to applicants assigned to available units on the lease up process.
11. Researches and prepares reports and records requested by management and HUD.
12. Advise(s?) management on occupancy as it relates to PHAS; monthly and annually, as requested.
13. Maintains lease-ups necessary to meet occupancy goals and execute lease agreements when required.
14. Assists at other sites as needed.
15. Performs other duties in support of strategic goals as required.

Behavioral Competencies

This position requires the incumbent to exhibit the following behavioral skills:

Job Knowledge: Exhibits requisite knowledge, skills, and abilities to perform the position effectively. Demonstrates knowledge of policies, procedures, goals, objectives, operational entities, requirements, and activities as they apply to the assigned organizational entity of HABD. Uses appropriate judgment & decision-making in accordance with the level of responsibility.

Commitment:Sets high-performance standards; pursues aggressive goals and works hard/intelligently to achieve them; strives for results and success; conveys a sense of urgency and brings issues to closure; persists despite obstacles and opposition.

Customer Service: Meets/exceeds the expectations and requirements of internal and external customers; identifies, understands, monitors, and measures internal and external customers; talks and acts with customers in mind. Recognizes work colleagues as customers.

Effective Communication: Ensures important information is passed to those who need to know; conveys necessary information clearly and effectively orally or in writing. Demonstrates attention to and conveys an understanding of the comments and questions of others; listens effectively.

Initiative:Proactively seeks solutions to resolve unexpected challenges. Actively assists others without formal/informal direction. Possesses the capacity to learn and actively seeks developmental feedback. Applies feedback for continued growth by mastering concepts needed to perform work.

Responsiveness and Accountability:Demonstrates a high level of conscientiousness; holds oneself personally responsible for one's work; does a fair share of work.

Teamwork: Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; puts team success above own interests; supports everyone's efforts to succeed.

Job Competencies

1. Ability to properly calculate rent.
2. Ability to understand the definition of annual income and be able to recognize sources of income that should and should not be included in annual income. Sufficient knowledge of various types of assets to determine income from assets.
3. Knowledge of verification requirements and the ability to determine which verifications are required.
4. Sufficient judgement to determine when alternative sources of verification are appropriate.
5. Ability to compose and manage correspondence; type letters, memos, emails, and notices.
6. Must be familiar with HABD’s Admissions and Continued Occupancy Policy as it relates to public housing.
7. Ability to follow protocol for collecting technical and highly personal information and to ask probing and clarifying questions as needed.
8. Ability to express complex ideas concisely and effectively and to respond accurately and clearly to questions and comments.
9. Ability to understand and evaluate verification documents (e.g., paystubs, insurance contracts, banking and investment documents) in order to apply program rules correctly.
10. Knowledge of operating office machines, office equipment, and software programs, including the ability to use various word processing, database, or spreadsheet software; operate a personal computer and input data correctly.
11. The ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
12. Ability to apply common sense understanding to carry out detailed written or oral instructions.
13. Ability to communicate effectively with customers, residents, and the public in a courteous and tactful manner.
14. Ability to reliably and predictably carry out duties and handle multiple tasks simultaneously.
15. Ability to handle confidential information in a discreet and professional manner.
16. Ability to perform any other related and appropriate duties and support of strategic goals as required.

Requirements

Education and/or Experience

Associate’s degree or two (2) years of completed college coursework from an accredited college or university in Social Work, Business Administration and two (2) years of public housing or multi-family housing experience. High School Diploma or GED and four (4) years of related experience in public housing or in a private sector multi-family housing role.

Special Requirements

Possess a valid Alabama driver’s license and safe driving record for those required to drive or allowed to drive on behalf of HABD. Some positions may require possession of a valid driver’s license and the ability to be insurable under HABD’s automobile insurance plan at the standard rate.

Possess a Public Housing Occupancy certification or obtain certification within one (1) year of hire date.

Possess a Public Housing Rent Calculation certification or obtain certification within one (1) year of hire date.

Physical Demands

An employee must meet the physical demands described here to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. To perform this job successfully, the employee is frequently required to remain in a stationary position. Daily movements include sitting; standing; reaching and grasping, operating computers and other office equipment; moving about the office, and attending onsite and offsite meetings. The employee must be able to exchange information in person, in writing, and via telephone. The employee must occasionally transport up to 25 pounds at times.

Work Environment

The work environment characteristics described here represent those an employee encounters while performing this job's essential functions. Reasonable accommodations may enable individuals with disabilities to perform essential functions.

Office environment. The noise level in the work environment is moderate. Stressful situations may occur when dealing with the public.