Housing Specialist (Burbank, Calif.)

THERES NO PLACE LIKE HOM

The Housing Specialist manages programs funded by federal state and local units of government as well as other coordinating agencies providing excellent customer service and financial stewardship. Each Housing Specialist oversees an assigned group of households coordinating housing functions with the household their care teams property and owner management (POM) team and internal HOM staff. The Housing Specialist is responsible for client files coordinating with internal departments to ensure program requirements are met including all required documentation and ongoing communication. The Housing Specialist is a non-exempt position.

Primary Job Responsibilities:

Customer Service & Communication

Provide timely and excellent customer service with various stakeholders via phone in person email and/or utilizing the Padmission platforms.

Maintain weekly communication with participants and the care team during housing search.

Communicate with the participant and/or care team through the RFTA and inspection process and note updates in Journey and other relevant databases.

Coordinate with all HOM departments tasks related to and in support of timely customer service data entry problem resolution payment releases and reporting.

Represent HOM with provider partners and external stakeholder meetings.

Program Intake & Eligibility

Conduct housing program orientation individually or in group settings presenting on housing intervention roles of HOM team care teams and participants and process and timeline overview.

Conduct intake appointment verifying income assets and expenses to verify program eligibility and calculate participant rent (Total Tenant Portion TTP) and subsidy payment (Housing Assistance Payment HAP) in accordance with HUD regulation and specific program guidelines.

Access participant personal proprietary information utilizing various secure computer databases including HMIS RMS UHA and SAVE systems as well as other relevant tenant screening websites.

Housing Search & Leasing Process

Provide basic education to new property owners/managers on HOM programs policies and procedures.

Communicate with POM representatives to confirm Request for Tenancy Approval (RFTA) completion negotiate lease terms and address tenancy concerns.

Receive review and confirm RFTA for completion gross rent eligibility (including utility allowance) and work with HOM Property Support Specialist staff to build unit and property accounts in Padmission Journey.

Review lease agreements rent reasonableness and rent comps for accuracy and adherence to Fair Housing and statutory requirements.

Prepare and execute subsidy contracts including HAP and Rental Assistance Agreements (RAA).

Coordinate Move-In Kit distribution by delivery or pickup if applicable for new admissions and note in Journey.

Ongoing Program Management & Retention

Conduct interim and annual recertification as well as move-out appointments for unit transfers.

Coordinate and/or conduct staffing case conferences or other efforts with care teams for participants at risk of losing their housing.

Submit requests for termination to HOM Partners appropriately documenting all attempts to remedy program non-compliance notification of voluntary withdrawal or notification of death.

Documentation Compliance & Data Management

• Create maintain and audit participant digital files in accordance with HOM policies funder requirements and program compliance standards.
• Ensure all participant records are accurate complete and entered timely across multiple information systems including Journey HMIS and other required databases.
• Document all participant care team landlord and stakeholder interactions in Journey using clear accurate and compliant case notes.
• Upload and organize documentation using established naming conventions and file management protocols.
• Review participant files for completeness and proactively resolve missing or inconsistent documentation prior to payment processing recertifications or quality assurance reviews.
• Perform routine self-audits and data quality reviews to ensure compliance with HUD federal state local and agency requirements.
• Utilize complex information systems to monitor caseload performance payment status certification deadlines inspections and program milestones.
• Generate review and interpret reports to monitor program performance identify trends and ensure timely completion of required activities.
• Collaborate with Compliance Finance Property Operations and Program Leadership to resolve data discrepancies and maintain program integrity.
• Maintain strict confidentiality and safeguard Personally Identifiable Information (PII) and Protected Health Information (PHI) in accordance with agency policies and applicable laws.

Job Requirements & Essential Skills

Technical & Data Management

• Advanced proficiency in Microsoft Office Suite including Excel Word PowerPoint Outlook Teams SharePoint Planner and OneDrive.
• Advanced Excel skills including formulas sorting/filtering PivotTables data validation and report generation.
• Ability to create professional reports presentations and documentation using Microsoft Word and PowerPoint.
• Experience working within complex case management database and reporting systems such as HMIS Padmission Journey Tableau or comparable enterprise information systems.
• Strong analytical skills with the ability to interpret data identify trends monitor program performance and ensure data integrity.
• Demonstrated ability to manage large volumes of data while maintaining exceptional accuracy and attention to detail.
• Understanding of quality assurance compliance monitoring file auditing and documentation standards.

Professional Skills

• Demonstrated expertise in affordable housing and housing assistance programs providing participant-centered services while maintaining regulatory compliance.
• Strong organizational and project management skills with the ability to prioritize competing deadlines in a fast-paced environment.
• Excellent written and verbal communication skills with the ability to communicate effectively across diverse audiences.
• Ability to collaborate with internal departments community partners landlords and care teams while maintaining strong professional relationships.
• Exceptional problem-solving skills with the ability to make sound decisions using available data and program guidance.
• Strong accountability initiative and ownership of assigned caseloads data quality and program outcomes.
• Ability to work effectively with individuals experiencing homelessness and other vulnerable populations using trauma-informed respectful and de-escalation practices.

Other Requirements

• Team Members will have unrestricted access to sensitive data and information including Personally Identifiable Information (PII) and Protected Health Information (PHI) which requires adherence to HOM Security and Privacy Policies and all hires must pass a financial background check with no findings that impact the ability to fulfill compliance and role responsibilities.
• Team Member may use or disclose PII or PHI through the course of their Financial and Human duties listed above. All use and disclosure are subject to procedures outlined in Section 1.10 of the HOM Privacy Policies.
• Demonstration of the four (4) focus areas of HOM Inc.s Competency Model as shown below Emotional Intelligence Expertise Ethics and Excellence.
• Valid California drivers License and up to date automobile insurance.
• Willingness to perform duties as needed or as assigned.

Education and Experience

• High School Diploma or GED required; associate or bachelors degree in human services Social Work Public Administration Business Administration or a related field preferred.
• Minimum two (2) years of experience administering housing assistance affordable housing property management case management housing navigation or comparable human services programs.
• Experience working within federally state county or locally funded housing or homeless services programs strongly preferred.
• Experience using HMIS Padmission Journey Tableau Microsoft Excel or similar enterprise information and reporting systems.
• Experience interpreting program regulations and ensuring compliance with funding documentation and reporting requirements.
• Demonstrated experience managing complex caseloads while maintaining accurate documentation and meeting performance metrics.

HOM Competency Model

HOM Inc. values each and every employee and the jobs they are hired to perform. We take great pride in stating the BEST of the BEST work here. Team members are HOMs greatest asset and you make us stand out as a leader in our Housing community. To continue excelling as an organization and as a team the HOM Competency Model was developed.

The HOM Competency Model is a collection of the Four Es: Ethics Emotional Intelligence Excellence and Expertise. These skills and attributes together define successful performance for our organization. The model should guide team members in their actions and behaviors to deliver superior performance in their positions. It is our vision that employees will aspire to embody these principles as they carry out their functions at HOM ensuring the company continues to offer exceptional service to our customers and remains a positive and nurturing work environment.

About HOM

Taking care of people is central to our work which is why we offer highly competitive pay and a comprehensive and generous benefits program.

HEALTH

Offering excellent medical dental and vision benefits HOM also provides employee assistance programs for physical and mental well-being.

WELLNESS

Because this is challenging work HOM is committed to providing monthly chair massages employee wellness program events and challenges blood drives and more.

SAVINGS

In addition to competitive pay save for retirement with employer matching and opportunities for financial planning. Other insurance benefits include life disability and accident insurance and more.

BALANCE

Ensuring a healthy balance between work and life is important. Because individual needs for time away from work are diverse we offer generous paid time off (PTO) including 13 paid National holidays.

FUN

At HOM were not afraid of hard work or a good time! To keep our team strong and connected our employee-driven Culture Committee strives to provide engaging opportunities all year round.

Successful candidates will be required to complete a short behavioral and cognitive assessment prior to advancing to an interview.

Drug Free Workplace:

HOM Inc. is a Drug Free Workplace where post offer applicants and employees are subject to testing for drugs and alcohol when criteria is met as outlined in our policies.

Equal Opportunity Employer:

HOM Inc. is an Equal Opportunity Employer including disability/vets. HOM Inc. is dedicated to the principles of equal employment opportunity. We prohibit unlawful discrimination against applicants or employees on the basis of age 40 and over color disability gender identity genetic information military or veteran status national origin race religion sex sexual orientation or any other applicable status protected by state or local law.

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