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Occupancy Clerk (PH)

Position Description
May 2025

Supervisor: Assistant Director of Conventional Housing
Exemption: Non-Exempt
Starting Salary: $30,992.00

Duties and Responsibilities
Responsible for performing duties related to the processing of applications for individuals and families seeking to move into Fayetteville Metropolitan Housing Authority's public housing units. Performs day-to-day activities associated with the acceptance and review of required documents needed for determining housing eligibility. Meets standards of excellence in customer service, document preparation, and works as an integral member of the Housing Management Team.

Specific duties include the following:

  • Answers incoming calls and routes to the appropriate staff.
  • Answers inquiries from applicants concerning policies and practices associated with the application process.
  • Maintains records and files in accordance with established procedures.
  • Sends letters to individuals on waiting list when the individual advances to potential Move-In status.
  • Completes all documentation needed for gathering and receiving necessary birth certificates, social security cards, and current photo identification, files said documents, and indicates possession of documents on the FMHA Applicant File Checklist.
  • Interviews and aids applicants in understanding the screening process.
  • Confers with applicants on application status, notify selections to fill vacancies, and explain reasons for rejection to applicants when necessary.
  • Coordinates all background information required on applicants, and verifies receipt of information from agencies and other sources.
  • Conducts NSOR and Trespass List checks and indicates status/documentation on the FMHA Applicant File Checklist.
  • Completes criminal background checks for heads of household, and places documentation in the applicants' files. Indicates possession of documents/verification of check on the FMHA Applicant File Checklist.
  • Completes criminal background check for additional household members (18 and older) and places documentation in the applicants' files. Indicates possession of document of check on the FMHA Applicant File Checklist.
  • Completes rental verifications, places documentation in file, and indicates possession of documents on the FMHA Applicant File Checklist.
  • Ensures HUD's 92006 Supplemental and Optional Contact Information is completed, places documentation in the file, and indicates possession of documents on the FMHA Applicant File Checklist.
  • Performs debt owed check.
  • Performs reference checks for applicants' previous history. Documents in file and indicates on FMHA Applicant File Checklist.
  • Approve or Deny Applicants. Indicate on FMHA if applicants are accepted or denied.
  • Process and mail ineligible letters to applicants who are denied. Documents in file, and indicates denial on FMHA Applicant Checklist.
  • Performs double subsidy checks for all household members. Receives documents pertaining to double subsidies and ensures documentation in recorded in tenants' files. Indicates status of FMHA Applicant File Checklist.
  • Remove denied applicants from the Waiting List. Indicate denial of applicants on the FMHA Applicant Checklist.
  • Upon completion of acceptance/denial process transfer file to Occupancy Specialist for Move In.
  • Assists in providing data to facilitate the preparing of Agency and HUD required reports.
  • Any other duties assigned by supervisor.

Qualifications and Knowledge

  • High school graduate. Two (2) years college level courses in business practices, two (2) years of experience in clerical work that includes public contact work, or an equivalent combination of experience and education.
  • Occupancy Specialist Certification required or must obtain within twenty-four (24) months of hire date.
  • Knowledge of federal, state, local laws, rules, and regulations pertaining to public housing and FMHA policies and procedures on housing.
  • Knowledge of interviewing techniques and record maintenance.
  • Ability to meet, deal tactfully and courteously with the public.
  • Ability to understand and follow moderately complex written and oral instructions.
  • Ability to 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 processes to applicants in an objective and impartial manner.
  • Ability to use basic office equipment such as computer, typewriter, ten-key calculator, copier, multi-faceted phone system, etc.
  • Ability to be a team-player, establish, and maintain effective working relationships with other employees.
  • Ability to deal effectively with situations requiring tact and diplomacy.
  • Bondable.
  • Valid North Carolina driver's license.
  • Eligibility for coverage under PHA fleet auto insurance.

Supervision
The Occupancy Clerk receives instructions from the Assistant Director of Conventional Housing. Normally, the employee plans and carries out routine work activities with minimal supervision and independently resolves problems that arise. The Occupancy Clerk 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 Occupancy Clerk work is reviewed periodically for conformity to organizational policies and attainment of objectives.

The Occupancy Clerk has no supervisory duties.

Guidelines
The Occupancy Clerk performs routine duties by following established HUD and FMHA policies and procedures. These guidelines cover most job-related situations and the employee usually is required to use independent judgment in making decisions. If guidelines do not cover a situation, the employee normally consults the supervisor. Guidelines are generally clear.

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

Scope and Effect
The Occupancy Clerk's work affects potential resident families, managers, partner and other agencies, and other FMHA personnel. The Occupancy Specialist I's efforts can enhance FMHA's mission and continuing efforts to provide adequate leased housing to low-rent public housing families on a timely basis at reasonable rates.

Personal Contacts
The Occupancy Clerk has personal contacts with all of the abovementioned persons and groups. The purpose of such contact is to obtain and provide information, verify documents, and record information submitted by residents and other FMHA activities.

Physical Demands
Work is principally sedentary but may involve some physical exertion such as kneeling and crouching to obtain files, eye strain from working with computers and other office equipment.

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