Public Housing Intake Specialist

Purpose: The Public Housing Intake Specialist is responsible for performing various clerical duties related to the intake and processing of applications for public housing. This includes interviewing clients, verifying eligibility, and maintaining applicant files in accordance with Decatur Housing Authority’s Admissions and Continued Occupancy Policy (ACOP) and HUD regulations. The Intake Specialist plays a critical role in ensuring low-income housing units are filled with eligible residents, maintaining occupancy goals, and ensuring compliance with housing rules and regulations. 

Responsibilities:  

Customer Service: 

• Review applications for public housing and conduct one-on-one interviews with applicants to assess eligibility. 

• Handle inquiries from applicants and the public regarding housing-related issues, rent calculations, and leasing processes. 

• Schedule and coordinate property viewings for eligible applicants and meet with applicants for unit showings as needed. 

• Notify eligible applicants of available units and provide detailed instructions on the lease-up process. 

• Notify ineligible applicants and schedule conferences or informal hearings as needed. 

• Process Housing Applications. 

• Answer incoming calls for work orders, generate in the system and distribute to the appropriate property. 

Administrative: 

• Verify income and family composition, including conducting criminal background checks, landlord inquiries, and childcare cost verifications. 

• Establish and maintain accurate applicant files, following up via phone or letters to request missing information. 

• Ensure waiting lists are regularly updated, including purging ineligible applicants. 

• Advise management on occupancy rates and issues related to PHAS (Public Housing Assessment System) and provide reports for HUD and management as required. 

• Understand and apply HUD definitions of annual income and recognize sources of income that should and should not be included in calculations. 

• Demonstrate knowledge of allowable deductions from annual income and assist in determining adjusted income based on family circumstances. 

HUD Compliance: 

• Ensure compliance with verification requirements, applying judgment to determine when alternative sources of verification are necessary. 

• Accurately complete HUD-50058 entries and correctly use transaction codes in compliance with public housing regulations. 

• Work closely with Property Managers and Assistants to ensure effective communication and coordination regarding lease-ups and occupancy. 

All other duties as assigned.  

Knowledge, Skills, and Abilities: 

• Excellent communication skills, both written and verbal. 

• Excellent organizational and time management skills. Ability to multitask, prioritize work, and meet deadlines efficiently. 

• Proficient in Microsoft Word and Excel; ability to learn new software programs as necessary. 

• Strong data entry skills and typing proficiency. 

• Ability to evaluate complex verification documents, including pay stubs, banking records, and insurance contracts. 

Qualifications: 

• Must possess a high school diploma or GED, previous administrative experience preferred.  

• Must possess Public Housing Occupancy Certification or be able to obtain it within year of hire. 

• Must be bondable and insurable under the Housing Authority’s insurance policy. 

• Must possess a valid driver’s license and clean driving record. 

• Ability to travel occasionally for training or other purposes. 

Physical Requirements: 

The work is sedentary.  Typically, the employee may sit comfortably to do the work.  However, there may be some walking; standing; bending; carrying of light items such as papers, books, small parts; driving an automobile, etc.  No special physical demands are required to perform the work.