Program Specialist Description

About Marin Housing Authority / Careers

Revised: February 24, 2004

Revised & retitled from Assistant Program Manager: April 2005

Definition

Under general supervision, performs a variety of responsible, complex, and difficult tasks in the development, implementation, and delivery of housing activities; provides a variety of administrative support such as performing programmatic analysis, creating and maintaining program databases and specialty ISSI computer software; assists in the overall coordination of a major program or function; assists clients by providing information and referral as needed; assists in the management of operations programs; performs other related work as assigned. 

Supervision Received and Exercised

Receives general supervision from the Program Manager or Director levels

Class Characteristics

This is the advanced journey level class which performs technical and specialist duties in an assigned housing program; assists in daily operations and program management including making recommendations on program procedures, policy, federal regulations interpretation, reporting requirements and client eligibility.

Work may include providing lead direction to staff including monitoring quality compliance of work performed, development and implementation of recordkeeping policies and their maintenance and the preparation of periodic reports.

Examples of Duties (Illustrative Only)

• Coordinates and monitors compliance for multiple housing programs involving different and complex regulations, procedures and policies.
• Provides client and applicant assistance, assists in mediation of client-landlord disputes, coordinates services with other divisions within Marin Housing and outside local service agencies.
• Develops and maintains the collaborative structure among community agencies involved in implementation and funding of the various programs that address clients with special needs.
• Researches grant opportunities and assists in assembling grant application and packet; writes and submits renewal grant application for Shelter Plus Care Program.
• Maintains and manages related agency databases in assigned program and troubleshoots problems for and trains staff in related regulatory requirements and the daily operations of specialized computer software and databases.
• Reviews annual interim re-examinations and certifies as appropriate, reviews utilities allowances, rent reasonableness prior to compiling and generating required periodic reports and logs.
• Examines documents, records, and forms for accuracy, completeness and conformance to applicable regulations and policies.
• Leads and assists staff engaged in providing cost housing related services, such as providing information, accepting applications and determining eligibility for program participation and distributes work assignments as needed.
• Performs the administrative support functions in the assigned housing authority program including evaluating applications, maintaining databases and logs generating reports and overseeing the re-certification process.
• Enters data into the specialized computer software, compiles, reviews and/or prepares edit material for reports, rent rolls, and records; prepares specialized reports, documents and correspondence.
• Monitors various aspects of the annual and interim recertification documents for accuracy and compliance with Housing Authority and HUD rules, regulations and procedures.
• Investigates program and/or lease violations, prepares reports and documents for grievance hearings and may represent the agency's case at grievance hearings.
• Conducts client briefings and orientations; handles landlord complaints and landlord-tenant disputes; may inspect units for compliance with established quality standards for verification.
• Participates in training of personnel regarding federal, state, and local housing regulations and agency policy and procedures.
• Ensures adherence to safe work methods, procedures and practices; identifies training opportunities and needs; makes recommendations regarding such to higher level staff.
• May assist Program Manager in the implementation of program changes in compliance with HUD regulations and MHA policy.
• Perform other related work as assigned.

Qualifications

Knowledge of:

• Principles, practices, methods and techniques of housing and housing program management and program coordination and monitoring.
• Applicable local, state and federal rules and regulations covering housing assistance programs.
• Modern office equipment and automated data systems, record keeping, rent roll maintenance, policies and procedures surrounding eligibility requirements, and community resources.
• Techniques for dealing with a variety of individuals from various socio-economic, cultural and ethnic backgrounds, in person and over the phone.
• Community resources available in Marin County for homeless low-income persons: problems and attitudes of socially, economically, physically and emotionally disadvantaged individuals and families.
• Techniques for facilitating positive, collaborative working relationships and teamwork and professionally representing the Housing Authority with governing boards and outside agencies.
• Record keeping principles and practices; computer software related to the work and general office administrative best practices.
• Rules and policies governing contracts; contract negotiation and monitoring techniques; modern methods, principles, and procedures related to budgeting, accounting, public housing information, and rental agreements; related housing technical information beyond normal program policies and procedures. 

Skill in:

• Interpreting, explaining and applying Marin Housing Authority and HUD rules and regulations and procedures when working with staff, clients, landlords outside agencies, and the MHA clients.
• Analyzing and making recommendations on complex housing problems and related data.
• Performing accurate detail work in compiling, organizing and maintaining data and records.
• Handling confidential information and materials with discretion and confidentiality.
• Training and providing lead direction to staff in regards to Housing Authority rules and regulations, practices and policies.
• Communicating effectively, both orally and in writing, when working with clients, staff and outside contacts and agencies in the course of work.
• Preparing reports and maintaining logs to monitor accuracy and timeliness of work.
• Advising and assisting clients in obtaining and maintaining subsidized low income housing assistance.
• Using independent judgment in applying a body of technical information in the performance of an important program function.
• Establishing and maintaining effective working relationships with those contacted in the course of the work including staff and clients; working collaboratively with human service agencies 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. 

Educations 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 a high school diploma supplemented by a minimum of 30 semester units of college level courses in a related field and four years of increasingly responsible experience in affordable housing eligibility or program administration working with programs for low-income or people with disabilities or other community-based services.

NAHRO or HUD certification as a Public Housing Manager or Occupancy Specialist may be substituted for the post-high school education requirement.

License and Certification:

Some positions may require possession of a valid California class C driver's license and have a satisfactory driving record.

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.