Program Assistant

Located in Medford, OR

Salary: $19.20-20.94

JOB SUMMARY: Program Assistant

Working independently and collaboratively with others, this position plays an integral role in executing the organization's mission, philosophy, and commitment to providing, developing and preserving decent, safe and affordable housing to families and individuals while coordinating efforts towards self-sufficiency. All employees are also expected to maintain a high level of trust, integrity and ethical standards.

The Housing Choice Voucher Program Assistant position is a full-time position in the Housing Choice Voucher Department under the supervision of the Director of the Housing Choice Voucher Program. The primary responsibilities are to perform responsible clerical and technical duties pertaining to applicant eligibility in the housing assistance program; to coordinate and participate in the applicant interview process; to review and explain Housing Authority policies, procedures and regulations to applicants; and to maintain various files, records, logs, and reports; and to perform a variety of tasks relative to assigned areas of responsibility.
ESSENTIAL JOB FUNCTIONS:
The essential functions of this position require prioritizing and completing all assigned tasks in a timely and efficient manner, adjusting for changing priorities and availability of resources, and demonstrating initiative in identifying additional job-related tasks to be completed when time permits. These duties are a representative example of position expectations. Actual duties assigned may vary and change depending on the business needs of the department and the Housing Authority.
1. Maintain regular attendance with or without reasonable accommodations.
2. Assist Leasing Specialist in interviewing housing applicants to determine eligibility; investigate and verify applicant information for accuracy and completeness; verify and review criminal and eviction history and rent calculations; contact applicants to discuss and clarify informational discrepancies.
3. Coordinate briefing sessions with prospective residents to explain Housing Authority policies, procedures, rules and regulations; outlining duties and responsibilities of the Housing Authority of Jackson County, partner agencies, applicants and residents.
4. Operate specialized office equipment with a high degree of accuracy, skill, and independent judgment.
5. Assist and advise clients on proper procedures for completing Housing Authority forms; respond to inquiries regarding Housing Authority policies and procedures.
6. Prepare and process program applications including: check incoming housing applications for eligibility and completeness. This will involve direct dialogue with clients. Mail eligibility/ineligible letters according to program requirements.
7. Answer questions and provide information to the public and other agencies regarding application procedures and waiting list status.
8. Print waiting lists, send offer letters, process responses/no responses and pull application files for leasing department.
9. Process a variety of verifications, rent increases, assist Case Coordinators when needed.
10. Maintain all HCV collection records, receipt payments, enforce payment as needed, including coordination with collection agencies.
11. Process HCV Security Deposit Loans, execute loan documents, receipt payments, enforce payment as needed.
12. Utilize various computer applications and software packages; enter data, maintain and generate reports from a database or network system; create documents using word processing software.
13. Operate a variety of office equipment including a typewriter, copier, facsimile machine and computer and laptop.
14. Maintain, develop and implement complex, accurate filing systems and records, including the retrieval, editing and entering of computer records; modify systems as appropriate; conduct file and record searches.
15. Perform related duties and responsibilities as required.
REQUIRED KNOWLEDGE, SKILLS & ABILITIES:
Qualified candidates for this position will have relevant education and experience necessary to perform the essential functions and meet the minimum performance expectations for this position with or without an accommodation.
1. Knowledge of basic Housing Authority operations, services and activities of public housing assistance program and other affordable housing programs.
2.Knowledge of Housing Authority policies and procedures pertaining to occupancy eligibility.
3.Ability to use modern office procedures, methods and equipment including computers and supporting word processing and spreadsheet applications.
4.Strong organizational office skills necessary for setting up client files, creating documentation, record keeping, maintaining accurate agency records, and data management, storage and retrieval.
5.Knowledge of, ability to compile and format data and information.
6. Excellent oral and written communication skills necessary to communicate clearly and effectively with internal and external clients, other public agencies, vendors, social service constituents, and other diverse audiences to coordinate the delivery of services with other partner agencies.
Demonstrated ability and competency to communicate clearly and concisely in both individual meetings and group presentation settings.
7. Ability to learn best practice interview principles coupled with sensitive and compassionate interviewing techniques.
8.Strong interpersonal skills necessary to develop, establish and maintain effective, professional, collaborative, and collegial working relationships with Housing Authority staff, clients, contractors, vendors, social service providers, and others with whom we may work.
9. Strong ability to multitask is essential while remaining flexible with changing priorities and deadlines.
10.Well-reasoned decision making with a high attention to detail in actual work product, organization, planning, work flow, and project prioritization to ensure tasks are completed efficiently and accurately.
11. Naturally self-motivated, confident individual with ability to work independently and/or with limited direction, as well as cooperatively in a team environment, while consistently demonstrating collaborative, respectful and productive work habits. Actively pursue professional development opportunities to add value to the agency and to help the agency meet its strategic goals and objectives.
12. Highly ethical individual who applies ethical standards of behavior to daily work activities. Takes responsibility for actions and decisions and fosters a work environment where integrity is rewarded. Exercises discretion when involved in highly confidential and sensitive matters.
13. Demonstrated ability and proficiency in using the English language in spoken and written form (including usage, spelling, grammar and punctuation), writing professional business letters and publications, and in preparing reports and related materials.
14. Demonstrated experience and competency operating and working effectively and efficiently with computers and other forms of office technology, electronic data, computer programs and software applications, especially Microsoft Word, Excel and Outlook.
AVAILABILITY
Availability and Accessibility
Due to (a) the nature and scope of the essential functions, (b) the importance of personal interactions between this position, employees, clients and other members of the public, and (c) the availability of job-related tools, equipment and resources at work, performance of the essential functions requires regular, consistent and on-site attendance while working independently and with others.
Approximately 40 hours / week may be required to efficiently perform the job duties of this position. Your presence is also required at designated internal and external meetings. Employees in this position may be required to work a flexible work schedule as a condition of employment, including scheduled and unscheduled overtime. This is understood to mean that the hours of work may vary from day to day and include evenings and weekends. Work schedule specifics will be determined by the hiring supervisor.
JOB QUALIFICATIONS:
Education & Experience
1. Education equivalent to the completion of the twelfth grade.
2.Two years of experience providing responsible clerical support
An equivalent combination of experience and education that demonstrates the required knowledge, skills and abilities required for the position will be considered in lieu of the outlined requirements.
License or Certificates
Possess a valid driver’s license and have a satisfactory driving record that meets the required driving criteria. New employees establishing resident status in the State of Oregon must obtain an Oregon driver’s license within 30 days.

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