Homeownership Program Services Coordinator Description

About Marin Housing Authority / Careers

Established: October 20, 2009

Definition

Under general supervision, provides difficult, technical, complex, and/or specialized office and programmatic administrative support to various housing programs; provides information and general assistance to clients, the public and other Agency staff; may provide lead direction and/or training to a small office support staff on a project or day-to-day basis; and performs other related work as assigned. Implements the residential rehabilitation and home ownership programs for the Marin Housing Authority including the Residential Loan Program, Below Market Rate Home (BMR) Ownership Program and the Mortgage Credit Certificate Program; provides technical and professional assistance to participants and local agencies to implement program goals and objectives.

Supervision Received and Exercised

Receives general supervision from the Director of Housing Development and Community Revitalization and may receive general direction from the Housing Specialist staff. May provide lead direction to clerical support staff on a project or day-to-day basis.

Class Characteristics

This position is a fully experienced, skilled administrative support class. Incumbents are expected to learn technical and specialized rules, regulations, policies, procedures, and activities related to the department to which assigned and to apply them independently. The incumbent coordinates and implements services for the Residential Rehabilitation Loan Program, Below Market Rate Home Ownership and Mortgage Credit Certificate programs for first time home buyers and other program participants. The incumbent works independently demonstrating considerable knowledge in construction, inspection, cost estimation, contract administration, real estate and construction lending and sales practices and closing procedures.

Incumbents in this class perform difficult, complex, technical, and/or specialized administrative support and program work, which requires the exercise of independent judgment, the application of technical skills, and the ability to acquire detailed knowledge of the activities and procedures specific to the program to which assigned. This class is distinguished from Administrative Services Technician in that the latter provides paraprofessional and technical information systems, purchasing and risk management support on an agency-wide basis.

Example of Duties (Illustrative Only)

• Develops and maintains detailed automated records retention and access system; maintains and tracks a variety of manual files and related materials; compiles information and drafts in report form.
• Researches and assembles information from a variety of sources for the preparation of periodic or special reports; uses spreadsheets and may make arithmetic and statistical calculations.
• Compiles, composes, types, proofreads and edits reports, correspondence, statistical documents, forms, informal minutes or meeting notes and other documents; selects appropriate document formats; gathers information necessary for document development, meetings and presentations; revises and maintains standardized documents; maintains confidential and personnel records; assists in designing and producing informational materials.
• Receives and screens incoming calls; provides information to the public, staff, landlords and tenants, outside organizations requiring the use of judgment and the interpretation of policies, procedures, rules and regulations; follows-up with clients on eligibility for related programs.
• Arranges for meetings by scheduling rooms, notifying participants, preparing agendas and ensuring that information is compiled and duplicated; may prepare summary or action minutes of such meetings.
• Meets with clients to provide an overview of the program as assigned; explains rules and regulations for eligibility and advises on the application process.
• Prepares correspondence, reports, forms, vouchers, work orders, and specialized documents related to the function to which assigned from drafts, notes, brief instructions, corrected copy, or dictated tapes; proofreads materials for accuracy, completeness, compliance with departmental policies, formatting, and correct English usage, including grammar, punctuation, and spelling.
• Prepares and updates a variety of periodic and special narrative, accounting, and statistical reports.
• Attends to a variety of office administrative details, such as keeping informed of departmental activities, transmitting information, ordering and coordinating supply orders, preparing contracts and agreements, arranging for equipment purchase and maintenance, and serving on various task forces and committees.
• Operates standard office equipment including job-related computer hardware and software applications, facsimile equipment, and multi-line telephones; may operate a two-way radio or other department-specific equipment.
• Coordinates and implements program services for the BMR program including: calculating the sales price per BMR agreements, preparing schedule and brochure and conducting lottery for the purpose of new and re-sale units under the BMR Program; screens applicants for eligibility and qualifying for financing; interacts with program participants (applicants, realtors, title companies, lenders, developers); maintains databases and prepares periodic reports.
• Coordinates and implements program services for the Mortgage Credit Certificate (MCC) program including: reviewing MCC submissions for accuracy and completeness and issues reservations and commitments; maintains data base; produces periodic reports; interacts with various program participants including borrowers and lenders; makes recommendations for revised procedures as appropriate; documents and implements revised policies and procedures.
• Coordinates and implements program services for the rehabilitation loan program including: Maintains updated policies and procedures; interacting with staff, clientele and loan servicing agents to ensure effective and efficient operation and coordination of work flow; prepares beneficiary demand statements, loan reviews at maturity and modification agreements as appropriate; maintains data base and produces periodic reports.
• Perform other related work as assigned.

Qualifications

Knowledge of

• Laws, rules and regulations relative to affordable housing programs as assigned; codes, regulations, policies, and procedures.
• Real estate mechanics and lending practices, housing development and rehabilitation.
• Financial and real estate lending documents, lien and construction lending practices.
• Report writing and analysis and basic management and supervisory practices and techniques.
• Records management principles and practices; methods and techniques for manual and automated record keeping.
• Business arithmetic and basic statistical techniques.
• Standard office administrative practices and procedures, including the use of standard office equipment.
• Business letter writing and the standard format for reports and correspondence.
• Computer applications related to the work including word processing, database, and spreadsheet applications.
• Techniques for dealing effectively with the public and agency staff, in person and over the telephone.

Skill in:

• Planning, coordinating, and administering housing and rehabilitation loan activities with a particular emphasis on ensuring their effective and efficient operation.
• Acting as a liaison for participants and applicants with lending institutions, local agencies, title companies, Housing Authority Loan Committee and related businesses.
• Collecting required financial and personal information, preparing loan applications, preparing real estate bid documents, loan documents, and developing and presenting related reports in support of new and on-going home rehabilitation projects and first-home buyer purchases and sales.
• Reading complex residential, commercial or industrial construction plans and specifications.
• Effectively and accurately interpreting building plans, contract documents, schematics, and specifications.
• Writing and speaking clearly and concisely for the purpose of instructions and reports.
• Performing technical, specialized, complex and difficult office administrative work requiring the use of independent judgment.
• Learning programmatic requirements, laws and processes within a reasonable time period.
• Interpreting and implementing policies, procedures and computer applications related to the department or organizational unit to which assigned.
• Composing correspondence and reports independently or from brief instructions.
• Establishing and maintaining a records management system.
• Making accurate arithmetic and statistical calculations.
• Using initiative and independent judgment within established policy and procedural guidelines.
• Prioritizing work, coordinating projects, setting priorities, meeting critical deadlines, and following-up on assignments with a minimum of direction.
• Providing customer services and assistance to the public and other staff in a professional manner.
• Establishing and maintaining effective working relationships with those contacted in the course of the work.
• Communicating effectively both verbally and in written form including effective use of interviewing techniques.
• Working collaboratively with housing programs and divisions to assure the provision of comprehensive and coordinated services.
• Operating standard office equipment, including job-related computer hardware and software applications, facsimile equipment and multi-line telephones.
• Establishing and maintaining effective working relationships with those contacted in the course of the work.
  

Education and Experience:

Any combination of training and experience that would provide the required knowledge, skills and abilities is qualifying. A typical way to obtain the required qualifications would be:

Equivalent to graduation from high school with supplemental business school training and three years of responsible office administrative, secretarial, and/or general office support experience. Experience in dealing with the public and working in a public agency setting is desirable. College or technical school coursework in an appropriate curriculum is desirable and may be substituted for the experience on a yearfor-year basis to a maximum of two years.

License:

Some positions may require possession of a valid California class C driver's license and a satisfactory driving record. Possession of a State of California Real Estate License and/or General Contractor’s License is highly desirable.

Physical Demands:

While performing the duties of this job the employee is frequently required to sit for extended periods of time, talk and hear within standard ranges. The employee is required to walk, use hands to finger, handle, or feel objects, tools, or computer controls; and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus. Work is performed in a normal office setting with moderate noise levels.

Marin Housing Authority is an equal opportunity, affirmative action employer. Minorities, women and individuals with disabilities are strongly encouraged to apply.  Upon request, reasonable accommodations will be made for persons with disabilities and for religious reasons.