Subsidy Specialist

https:/helpfbms.org; Brockton (MA); On-site; USD 48,000 - 64,000; Full time

Job summary

Father Bill’s & MainSpring in Massachusetts seeks a Subsidy Specialist to join the Leased Housing team within the Housing Department. This full-time role requires strong organizational skills, adherence to program requirements, and sensitivity when working with a complex population of formerly homeless individuals and families.

Responsibilities include managing occupancy data, rent collection, income certifications, drafting leases, and generating reports.

Qualifications

• Associate’s degree required; 2–3 years of administrative experience in tenant collections/recertifications.
• Knowledge of HUD/Section 8/Massachusetts Rental Voucher programs is a plus.
• Strong organizational skills and attention to deadlines; ability to handle complex housing populations.

Responsibilities

• Keep occupancy, vacancy, turnover and related data current.
• Assist Leased Housing Manager with rent collection activities.
• Adhere to deadlines and pay attention to details.
• Track and complete income certification and annual recertification of residents; document compliance with funder regulations.
• Draft leases and housing assistance payment contracts accurately.
• Assist with data entry of compliance reports in Excel.
• Interact with residents and coordinate with case management staff on documentation collection.
• Follow up on late payments and related communications.
• Generate basic reports and responses to agency file audits.
• Receipt, entry and tracking of tenant rental payments.
• Create reports on balances, vacancies, and occupancy.
• Maintain organized resident and property files.
• Monitor delinquent rents and fees; support subsidy manager in collections.
• Review monthly property financial reports and assist with monthly revenue reports.
• Coordinate inspections and unit access.

Skills

Empathy

Professionalism

Communication

Record-Keeping

Job Knowledge

Attendance

Reliability

Initiative

Adherence to Policy

Work Ethic

Education

Associate’s degree or equivalent

Tools

Excel

Job description

Subsidy Specialist

Housing Department

Mission Statement

Father Bill’s & MainSpring is committed to ending and preventing homelessness in Southern Massachusetts with programs that provide emergency and permanent housing and help people obtain skills, jobs, housing, and services. We help people who are struggling with homelessness or are at risk of homelessness to achieve self-sufficiency.

Father Bill’s & MainSpring is a growing and dynamic social service agency with particular expertise in emergency and permanent housing, job training and placement, and prevention services for individuals and families in need. Over the next five years, our strategic focus includes an increase in affordable, permanent supportive housing, a more efficient model of care for families experiencing homelessness, commitment to an enhanced delivery model to reduce the need for shelter, and improved community relations in order to achieve these goals. Our staff are thoughtful and caring individuals who share our passion for these ideals and creative approaches to helping people improve their lives.

We offer a generous benefits package and a comprehensive orientation and training program, as well as ample opportunities for advancement for qualified individuals who show a commitment to our Mission.

Position Summary

This position works as part of the Leased Housing department which operates as a ‘mini housing authority’ within FBMS, managing the administrative responsibilities of the housing portfolio. FBMS provides housing and support services to formerly homeless individuals and families. This position requires excellent organizational skills and adherence to program requirements, but flexibility and an understanding of the nuances of working with a complex population. Full-time position reporting to the Leased Housing Manager in Braintree, MA. Associate’s degree required; and 2-3 years of experience in administration, tenant collections/recertifications; or equivalent education and experience. Knowledge of HUD/Section 8/Massachusetts Rental Voucher programs a plus.

Essential Responsibilities

• Keep occupancy, vacancy, turnover and related data current;
• Assist Leased Housing Manager with rent collection activities;
• Strict adherence to deadlines and attention to details;
• Track and complete income certification and annual recertification of residents in a timely, accurate manner; document income certification compliant with funder regulations;
• Draft leases and housing assistance payment contracts in a timely and accurate manner;
• Assist with data entry of compliance reports in Excel spreadsheets;
• Interact with residents and coordinate with case management staff regarding collection of compliance documentation in a sensitive and respectful manner;
• Timely follow up with participants on late payments and documentation for steps taken and correspondence issued;
• Responsible for generating some basic reports including the preparation of responses to agency file audit reports;
• Receipt, entry and tracking of tenant rental payments;
• Ability to generate, understand and present reports showing outstanding balances, vacancies, occupancy, etc.;
• Maintain organized and up-to-date resident and property files;
• Monitor delinquent rents and fees, support subsidy manager in taking appropriate action to collect rents and fees;
• Review monthly property financial reports and assist Subsidy Manager with creation of monthly revenue or other monitoring reports;
• Coordinate and complete inspections, access to units, and other property access;

Skills & Competencies

• Empathy: An understanding and empathy for those dealing with homelessness and related issues.
• Professionalism: Maintains the highest level of professionalism in the delivery of services, building of relationships, collaboration with co-workers, and representation of Father Bill’s & MainSpring within the organization and the community.

• Communication: Speaks appropriately in positive and/or negative conversations with supervisors, co-workers, volunteers, donors and constituents; Articulates the goals of Father Bill’s & MainSpring.

• Record-Keeping: Routine clerical or record-keeping incidental to the essential responsibilities of the job (including, but not limited to, data entry and case file updates).

• Job Knowledge: Possesses the practical and technical knowledge required on the job.

• Attendance: Acceptable overall attendance record, consistently at work and on time.

• Reliability: Relied upon regarding task completion and follow-up. Follows instructions, responds to management direction and solicits feedback to improve performance.

• Initiative: Seeks out new assignments and is willing to be flexible with additional duties.

• Adherence to Policy: Follows safety and workplace expectations, regulations and processes as defined in the Employee Handbook.

• Work Ethic: Demonstrates a commitment to the Mission and adheres to the Operating Principles of Father Bill’s & MainSpring and works as part of a team toward a common goal.

Other

• Safety & Security: Actively promotes and personally observes safety and security procedures, and uses equipment and materials properly.

• Travel: Local travel may be required. Valid driver’s license and good driving record required.

• Physical Demands: The demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations under the Americans with Disabilities Act (ADA) may be made to enable individuals with disabilities to perform the essential functions.

• Must be able to verbally convey detailed information or important instructions or ideas accurately or quickly. Must be able to hear average or normal conversations and receive ordinary information. Average visual acuity is necessary.

This job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities required of the employee. Other duties as assigned may be part of the job.

Father Bill’s & MainSpring is an equal opportunity employer.