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Position Title: Housing Occupancy Specialist

Date Created: 8/30/2023

Location: Noblesville Housing Authority office

Hours: Monday – Friday 8:00 am – 4:30 pm

Salary Range: $40,000 – $45,000 annually depending on qualifications.

FLSA status: Exempt

Summary The position requires a self-motivated individual who communicates well with people of all backgrounds and personalities. It requires someone who is organized, cordial, versatile, and decisive. The person will serve as a case manager with clients and applicants for the Housing Choice Voucher program. This position requires someone who can determine eligibility of applicants and participants porting in and track the application waitlist, as well as maintain files and generate reports as required. This position will be responsible for responding to complaints, assisting walk-in clients as necessary. The person must have the ability to work individually or in a group. The Housing Occupancy Specialist is a key position and provides coordination and case management for the Housing ChoiceVoucher (HCV) program, ensuring compliance, efficiency, and consistency.

 Essential Duties and Responsibilities 

The position duties and responsibilities listed below describe the general nature and scope of work. Other responsibilities, duties and skills may be required and assigned, as needed. 

  • Ensure accurate input of applicant and participant data into software system. 
  • Determine eligibility and preferences, notify applicants of eligibility, and deny applications and expire vouchers as needed. 
  • Schedule, interview, and process HCV applications. 
  • Prepare, mail, and track any verifications needed for or from clients. 
  • Correspond as necessary with landlords, clients, agencies, and other housing authorities. 
  • Obtain criminal background check information for applicants as required. 
  • Maintain filing system for all active and terminated applicants and participants. 
  • Develop and maintain a working relationship with all appropriate agencies within the community. 
  • Assist applicants and participants as necessary. 
  • Assist walk-in clients as necessary. 
  • 4 
  • Schedule and prepare for Informal Hearings and Informal Reviews. 
  • Inform supervision staff of any relevant information, problems, or questions. 
  • Assemble applicant briefing packets and assist or conduct applicant briefings. 
  • Advise on revisions to Administrative Plan. 
  • Assist with HCV interim and annual reexaminations as necessary, and conduct quality control file checks as needed. 
  • Determine and resolve participant income discrepancies and inform appropriate personnel. 
  • Determine and establish repayment agreements when necessary between participants and the Noblesville Housing Authority. Coordinate with Executive Director. 
  • Prepare proposed termination letters and mail, including copies of grievance procedures and violations. 
  • In conjunction with the Executive Director, identify training and participate in trainings as appropriate. 
  • Review federal, state and local laws, regulations, guidelines, codes and ordinances pertaining to HCV as needed. 
  • Assist the Executive Director with the opening/closing of and the maintenance of the HCV waiting list. 
  • Process and distribute various forms, inspection records, repair letters and other documents including but not limited to HAP contracts, leases, and lease addendums. 
  • Mediate disputes from applicants, participants, landlords, and others, by phone, in person, or in writing. 
  • Inspect initial HCV units to ensure compliance with NHA and HUD requirements, conduct quality control inspections, and inspect units in response to complaints when appropriate. 
  • Conduct rent reasonable surveys to determine and certify rent comparability. 
  • Assist the Executive Director with preparation of monthly HCV reports to the Board of Commissioners. 
  • Assist Executive Director with preparing for workshops/trainings for landlords, tenants. and the general public. 
  • Answer or transfer (to the appropriate personnel) all telephone calls and maintain an appropriate log. 
  • Perform other reasonable duties as requested. 


This position requires the incumbent to exhibit the following job competencies: 

  • Ability to communicate effectively, both orally and in writing, and clearly express thoughts. 
  • Good typing skills and math skills. 
  • Ability to prioritize tasks and work in a fast-paced environment. 
  • Ability to read and interpret a variety of documents including leases, regulations, financial records, and procedures. 
  • Ability to maintain confidentiality, tact, diplomacy, and professionalism. 
  • Must have previous experience working with the public. 
  • Must have phone and be accessible. 
  • Must not have any prior felony convictions. 
  • Must be bondable. 
  • Must have the ability to establish and maintain effective working relationships with coworkers, clients, public officials, and the general public. 


Driver’s License 

NHA Staff must have a valid Indiana Driver’s License, have a good driving record, and be insurable by NHA’s insurance carrier. Must have reliable transportation. 

Education and/or Experience 

Must have at least a high school diploma or GED. 

Technical Skills 

To perform this job successfully, the employee should have strong computer skills (MS Word, Outlook, Excel). Must have the ability to learn other computer software programs as required by assigned tasks. 

Physical Demands 

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. 

To perform this job successfully, the employee is frequently required to remain in a stationary position. Daily movements include sitting; operating computers and other office equipment; moving about the office; and attending onsite and offsite meetings. The employee must be able to communicate via email and verbally via telephone. The employee must occasionally transport up to 25 pounds or lift items up to 50 pounds with weight handling equipment or assistance from other workers. 

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. 

Office environment. The noise level in the work environment is generally moderate. 

Comprehensive employee benefits package provided. NHA is an Equal Opportunity Employer.