Intake Coordinator jobs in Champaign, IL

Position Summary

Responsible for administering the Section 8/Housing Choice Voucher (HCV) Programs waiting lists and determines eligibility of low-income families for placement in vacancies in compliance with applicable regulations, and ensures, wherever possible, that all discretionary activities are administered in conformance with Agency policy. Responsible for the Agency receiving at least a satisfactory rating concerning HUD agency scoring systems such as Section 8 Management Assessment Program (SEMAP) and other future HUD required evaluation systems.

Responsibilities

The duties listed below illustrate the various types of work that may be performed. The omission of specific statements regarding duties does not exclude them from the position if the work is similar, related, or a logical assignment in association with this position. Undertakes and performs the following and all other work-related duties as assigned.

• Answers telephone and responds courteously to calls, written requests, and e-mails to answer questions and provide information and assistance within area of expertise regarding programs or refers calls to other employees or departments as appropriate.
• Receives, reviews, and processes applications for the HCV programs (i.e., Move to Work (MTW), Portability Emergency RAD and some HCV Special programs).
• Confers with HCV staff, the Local Self Sufficiency (LSS) Department and community Agencies during intake and eligibility process.
• Manages daily operations of HCV Support Clerk.
• Interviews applicants on a scheduled basis and explains programs and eligibility requirements. Addresses applicant concerns regarding programs, application processing, waiting list placement, and explains decisions if application is denied.
• Assists applicants in completion of forms and identification of required documents.
• Reviews applications and documentation for completeness, logs applications, and accurately inputs data into computer.
• Prepares and sends written requests for income verification. Obtains, verifies, and calculates all sources of income and resources to determine financial eligibility of applicants.
• Conducts criminal background checks, reviews, and evaluates criminal offender record information and checks credit for HCVP applicants.
• Determines whether applicants meet program eligibility requirements. Contacts and interviews references to determine whether applicants meet the Agency’s suitability standards and ranks applications according to successful compliance with eligibility requirements and established policies.
• Requests additional documentation from the applicant and/or references and/or makes field visits and/or visits to the applicant’s place of residence when appropriate. Ensures that all requirements for written independent verification of information are met in an appropriate and timely manner.
• Notifies applicants in writing of eligibility determination in accordance with HUD regulations and Agency policy.
• Based upon a review of all information assembled, identifies factors that indicate a particular type of residential complex or unit may be required to meet specialized individual needs.
• May conduct rent calculations and determine increases and decreases at reexaminations and verify income to evaluate participant’s proper rent payment level.
• Reviews lease documents for accuracy and completeness prior to execution of leases by authorized personnel.
• Conducts orientation program for landlords and participants. Implements comprehensive orientation program to ensure landlords and certificate/voucher holders are fully aware of their responsibilities and duties under the program.
• Explains HCV rental agreements, payments, housing quality standards, and other program rules, regulation and requirements to perspective tenants and landlords; resolves any issues or concerns on program requirements and utility allowances.
• Accurately enters waiting list application information into appropriate system, keeping information up-to-date, and ensuring correct coding.
• Periodically reviews applicant files and updates information on prospective tenants and places non-respondents in inactive files.
• Conducts recertifications/certifications/interims/transfers in accordance with HUD and Agency policies and procedures. Requests bank, TANF, food stamps, employment, school/college, childcare verifications from appropriate agencies to complete recertifications/certifications.
• Participates in review and discussion regarding non-compliant tenant issues with Director of HCV to ensure clients are provided with reasonable opportunity to meet requirements to remain in compliance.
• Maintains assigned case records regarding terminated contracts and assistance or reduction in amounts in amounts of assistance and accurately updates system on all assigned cases and HUD forms in accordance with HUD regulations and Agency policy.
• Accurately, enters move-in and move-out data into system, as needed.
• Ensures privacy and maintains security of confidential materials.
• Serves as lunch coverage for some staff as needed.

Education and Experience

Associate degree in social services, business management or related field. Two (2) years’ experience involving case management, client services. An equivalent combination of education and experience may be considered.

The following Certifications must be obtained within one (1) year of employment or other allowable period of hire as authorized by the Executive Director or his/her designee:

§ Rent Calculation

§ Enterprise Income Verification System

§ Fair Housing

§ Occupancy Standards

Knowledge and Skills

• Working knowledge of applicable federal, state, and local laws, rules, and regulations and Agency policies and procedures pertaining to public housing, including fair housing laws
• Knowledge of the guidelines, rules regulations governing the Section 8 HCV, MTW, LSS programs of the Agency and understand the Administrative Plan.
• Knowledge of eligibility regulations and of rent calculations and payment schedules
• Thorough knowledge of interviewing techniques and record maintenance.
• Ability to meet and deal tactfully and courteously with the public.
• Ability to understand and follow moderately complex written and oral instructions, communicate and relate to persons of diverse backgrounds and abilities.
• Ability to make routine decisions in accordance with established administrative rules, regulations, and policies, to explain the re-examination process to tenants in an objective and impartial manner.
• Ability to operate the Agency’s computer system and applicable software.
• Knowledge of mathematics sufficient to perform calculation required for rent adjustments.
• Ability to prepare clear, concise reports and make appropriate recommendations within scope of responsibility.
• Ability to use basic office equipment such as telephone, fax, copier, and computer.
• Ability to communicate clearly and concisely, both orally and in writing. Ability to communicate on the level of the listener, recognizing when information has been misunderstood, and the ability to rectify any misunderstanding as needed when explaining Agency policies and procedures.
• Ability to establish and maintain an effective working relationship with tenants, landlords/owners, participants, and other employees.
• Ability to deal effectively with situations requiring tact and diplomacy.
• Ability to deal effectively with sensitive and confidential information.
• Ability to prepare clear and concise narrative and statistical reports in a timely manner.

Supervisor Controls

The employee receives instructions from the Director of HCV. Normally, the employee plans and carries out routine work activities with minimal supervision and independently resolves problems that arise. The employee receives specific instructions when complaints are brought to the attention of the supervisor, and when the supervisor is contacted by the employee for direction. The employee's work is reviewed periodically for conformity to organizational policies and attainment of objectives. The employee has no supervisory responsibilities.

Guidelines

The Eligibility Specialist performs routine duties by following established HUD and Agency policies and procedures. These guidelines cover most job-related situations and the employee may use independent judgment in making decisions within established parameters and area of expertise. If guidelines do not cover a situation, the employee normally consults the supervisor. Guidelines are generally specific and clear.

Complexity

The employee performs a variety of related, routine and generally repetitive tasks. The course of actions is determined by the supervisor and by established procedures. The employee may coordinate, integrate, and/or prioritize tasks.

Scope and Effect

The employee’s work affects a significant portion of the units in the Housing Choice Voucher Programs and the owners/landlords and HCV participants. Thorough, effective, and accurate accomplishment of tasks, the employee contributes significantly to the Agency’s ability to provide adequate leased housing to the city’s low-income residents.

Personal Contacts

The employee’s contacts are primarily with other employees, owners/landlords, HCV participants. Such contacts require the ability to establish and maintain good working relationships on a long-term basis. The purpose of these contacts is to obtain or provide information; plan, coordinate, and advise other activities; motivate, influence, or direct others; and justify, defend, negotiate, or resolve matters and issues concerning HCV occupancy issues. At times, persons contacted may be skeptical, uncooperative, unreceptive, hostile, or willing to express different viewpoints and objectives.

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Work is principally sedentary, but may involve some physical exertion, such as kneeling, crouching, or lifting to obtain files, records, and office supplies, and eyestrain from working with computers and other office equipment.
• Must be able to sit or stand for up to eight (8) hours at a time while performing work duties.
• Must be able to bend, stoop, push, and pull in the performance of office related duties.
• Must be able to use fingers bilaterally and unilaterally to operate office equipment.
• Must be able to establish and maintain effective working relationships with co-workers and clients and perform essential job functions in an environment that will sometimes include increased levels of work-related stress.
• Must have vision and hearing corrected to be able to operate office equipment and fulfill essential job functions.

7. Must maintain a professional appearance and portray a positive image for the Agency.

8. Must be able to maintain punctuality and attendance as scheduled.

9. An employee may request a reasonable accommodation to mitigate any of the physical requirements listed above.

Medicinal and Recreational Marijuana

Marijuana is a Schedule I controlled substance and is illegal under federal law. The Agency observes the common rule of the Federal Marijuana Law of the Controlled Substances Act (CSA) (21 U.S.C. § 811), which does not recognize the difference between medical and recreational use of marijuana and has established the required Drug Free Workplace Policy. Employees are NOT permitted to use or possess any form of marijuana for medical or recreational purposes. Any applicant for employment who tests positive for marijuana during a pre-employment drug screening shall be ineligible for employment with the Agency. Any applicant for employment who advises the Agency that he/she uses any form of marijuana will be ineligible for employment. The Agency is unable to grant a request for a reasonable accommodation to use marijuana under any circumstance.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work involves the normal risks or discomforts associated with an office environment but are usually in an area that is adequately cooled, heated, lighted and ventilated.

Other Requirements

• Must possess a valid driver’s license and maintain a good driving record.
• Must be available for occasional overnight travel for training.
• Must pass employment drug screening and criminal background check.
• Must work with the highest degree of confidentiality.

Read and Acknowledge

The Housing Authority of Champaign County is an Equal Opportunity Employer. This job description is subject to change and in no manner states or implies that these are the only duties and responsibilities to be performed. The duties herein are representative of the essential functions of this job. This job description reflects management's assignment of functions; however, it does not prescribe or restrict tasks that may be assigned. Nothing in this document restricts management's right to assign or reassign duties and responsibilities at any time. The qualifications listed above are guidelines, other combinations of education and experience that could provide the necessary knowledge, skills, and abilities to perform the job may be considered at the discretion of the Executive Director.

Employment with the Housing Authority of Champaign County is on an “at-will” basis. Nothing in this document is intended to create an employment contract, implied or otherwise, and does not constitute a promise of continued employment.

Disclaimer: The above statements describe the general nature, level, and type of work performed by the incumbent(s) assigned to this classification. They are not intended to be an exhaustive list of all responsibilities, demands, and skills required of personnel so classified. Job descriptions are not intended to and do not imply or create any employment, compensation, or contract rights to any person or persons. Management reserves the right to add, delete, or modify and/or all provisions of this description at any time as needed without notice. This job description supersedes earlier versions.

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Free parking
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday
• Weekends as needed

Ability to Relocate:

• Champaign, IL 61822: Relocate before starting work (Required)

Work Location: In person