JOB SUMMARY

The Rental Office Facilitator assists people seeking housing in Plymouth’s affordable housing portfolio and completes housing applications both onsite and in the community. The Rental Office staff works directly with people who are homeless or have very low income; many are chemically dependent and mentally ill. The Rental Office staff completes a high volume of paperwork, track data related to eligibility and contacts with applicants, and are responsible for timely and professional communication with the housing authority, referring partners, and applicants about the progress of pending applications for housing. As a bridge between homelessness and housing, the Rental Office Facilitator communicates daily with social services agencies throughout the Seattle area and with multiple departments within Plymouth Housing to exchange information about applications and move in coordination. Additionally, the position answers inquiries regarding program policies, leasing procedures, or community resources by phone, email, or in person.

This is a unionized position represented by Local 8 of the Office and Professional Employees International Union (OPEIU).

ESSENTIAL JOB FUNCTIONS

(Responsibilities, accountabilities, and competencies; may not include all duties of this job)

Rental Intake and Screening

• Assists homeless and low-income applicants in correctly filling out subsidy applications and/or Low-Income Housing Tax Credit paperwork. Interviews applicants onsite and outreaches people in shelters, hospitals, jails, and the street as needed.
• Ensures that all applicant and partner agency inquiries are responded to in a timely manner, including monitoring the office voice mail and responding promptly to messages.
• Maintains records of all contact with clients including updating notes in the tenant database and application tracking tools.
• Screens applicants for eligibility. Communicates timely with applicants regarding denials and appeals processes.
• Works with applicants to obtain income verification, homeless verification, and other necessary eligibility information. Applies 3rd party verification techniques where appropriate.
• Tracks the status of pending applications and move-ins.
• Reviews requests and obtains documentation of reasonable accommodation needs. Tracks reasonable accommodation requests. Informs staff, tenants, and applicants of the results of the reasonable accommodation requests, uploading them into the Agency database.
• Communicates with Building Management, Social Services, and referring agency to schedule move-ins.
• Communicates with outside agencies to coordinate applicant referrals.

Referral

• Responds to inquiries from the public about low-income housing and offers referral information for a wide spectrum of community services.
• Continually expands knowledge of services and housing options for homeless and/or low-income households by visiting and developing relationships with other agencies as well as communicating by phone.
• Uses resource manuals and the internet to obtain information regarding services for applicants and tenants.
• Assists applicants in obtaining the relevant documentation needed for placement within Plymouth and may contact other agencies and organizations on behalf of the applicant.
• Prepares and presents information to Plymouth’s appeals committee for applicants submitting an appeal following initial eligibility screening or application denial.

Housing and Stabilization

• Builds effective relationships with homeless and low-income people seeking services; provides referrals to services and community resources.
• Tracks applicants’ and tenants’ requests for accommodations and communicates with the building teams about approved accommodations.
• Maintains and distributes written information on homelessness resources.
• Uses approved de-escalation techniques provided by Plymouth training in responding to angry or upset tenants, applicants, and guests.

Administrative

• Performs Rental Office duties including responding to walk-in inquiries about homeless housing and resources, welcoming applicants for appointments, filing application paperwork, making copies of eligibility documents for applicants, and answering telephone calls for the Rental Office staff.
• Enters all application processing benchmarks into Agency database.
• Maintains applicant database and files, documenting all activity.
• Keeps daily records of activities and contact with applicants and enters this information into Agency database.
• Completes other records and reports as directed by the Rental Office Manager.
• Prepares applicant files for submission to Compliance Department. Ensures that files are accurately and timely completed prior to submission.
• Processes incoming Rental Office mail and email on a daily basis including date/time stamps as appropriate.

Compliance

• Develops and maintains relationships with Seattle Housing Authority and others to ensure the needs of Plymouth and prospective tenants are being met.
• Ensure leasing and transfer compliance with funding source requirements (i.e., HUD, City, State, and Low-Income Housing Tax Credit.)
• Assists Compliance Department when requested, i.e., reviewing paperwork for accuracy, filing, assisting with reports, archiving, etc.

Performs other related job functions as assigned by the Rental Office Manager.

ESSENTIAL JOB QUALIFICATIONS

(Any equivalent combination of knowledge, skills, abilities, education, and experience)

Education: High school diploma, GED, or combination of education and relevant work experience.

Experience: 1+ years of combined or related administrative or general office duties and experience with processes requiring accurate data entry, detailed record keeping and confidentiality.

Knowledge, Skills & Abilities:

• Committed to working toward diversity, equity, and inclusion in providing services to tenants and working with Plymouth staff. Able to communicate and work effectively with a diverse group of voices in support of Plymouth’s goal of being an anti-racist organization.
• Ability to communicate effectively with tenants and the general public directly from various backgrounds, by answering, documenting, resolve or escalate incoming telephone and email inquiries.
• Proficient and demonstrated experience with most Microsoft Office applications, particularly Word, Excel, and Outlook.
• Must be able to work efficiently and effectively with customized databases and technology and conduct internet research.
• Ability to work independently and as part of a team to complete high volumes of detailed paperwork.

DESIRED QUALIFICATIONS

Education: Some college or a combination of relevant job experience in a housing or human services organization is desired but not required.

Experience:

• Prior work with people who are homeless, mentally ill, or chemically dependent in social services, leasing and/or property management settings is desired.
• Customer service experience is desired.
• Bilingual applicants are strongly encouraged to apply.

COVID-19 Vaccination Requirement

Plymouth Housing employees are required to be fully vaccinated against COVID-19.
As a condition of employment, new hires will be required to:

• submit proof of vaccination, or
• have an approved request for medical or religious exemption and an approved accommodation.

People are considered fully vaccinated against COVID-19 two weeks after receiving the final dose of a vaccination approved by the Center for Disease Control and Prevention (CDC).

Job Type: Full-time

Pay: $25.47 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Work Location: One location

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