Rental Assistance Program Specialist

Description

The
Rental Assistance Program Specialist
is responsible for processing applications for Rental Start-Up, Homelessness Prevention and Utility Assistance and provides system navigation to advocates/case managers and property owners/managers who serve low-income people living with HIV/AIDS in need of short-term housing and utility assistance. Completes administrative duties required to support the Rental Assistance Program (RAP) Team. The
Rental Assistance Specialist
reports to the Program Director of the Rental Assistance Program and meets for weekly supervision and programmatic assignments.

• Act in accordance with Victory Programs, Inc.’s Standards of Excellence at all times, including maintaining professional ethics, boundaries and client confidentiality.
• Responsible for the joint effort in enforcing all policies and procedures of the program.
• Implement best practices in compliance with Victory Programs’ Philosophy of Care and our Housing First philosophy.
• Process Utility Assistance, Rental Start-Up, and Homelessness Prevention Program Applications
• Screen potential applicants for the Utility Assistance, Rental Start-Up, and Homelessness Prevention Programs for eligibility. Follow-up with providers to assist them as they complete applications with their clients.
• Collaborate with and advise providers on how to determine RAP eligibility and fill out and submit applications on behalf of their clients.
• Assess housing service plans as needed and, if necessary, work with case managers to devise a plan that will meet the clients’ needs and the criteria of program funders.
• Act as a liaison between clients and landlords, property management companies, and housing authorities while maintaining client confidentiality.
• Work with Victory Programs Inc. staff and other outside providers to process applications, verify documentation, and prevent fraud.
• Finish RAP applications partially started by external providers, as needed.
• Create and maintain electronic and written records of rental assistance and utility requests, rents and allocations. Utilize an electronic database to enter and track client demographic information, application status, and all forms required in RAP data entry workflow.
• Maintain an application tracking spreadsheet and a data entry tracking spreadsheet
• Ensure proper documentation procedures are maintained including data collection, storing, and labeling of client files in the department shared drive, and overall maintenance of client records and other paperwork required by the agency and or funding sources.
• Complete Mid-point check-ins and 6 Month Outcomes surveys.
• Call, mail, and email case managers to receive the report back.
• Contact clients when case managers are not responding or in touch with clients.
• Collect and enter data into EHR and tracking spreadsheets.
• Communicate with external/internal providers for general RAP questions.
• Assist in training with internal and external providers, including preparing for and facilitating training, communication about upcoming training, and sharing materials.
• Refer clients and case managers to both internal and external housing, legal, health care, and utility resources, as necessary.

• Answer and maintain the RAP phone line, email inbox, and incoming faxes. Forward messages and documents accordingly.
• Answer each phone call in a cheerful and professional manner.
• Log information on calls received, where required and maintain detailed and accurate records.
• Respond to calls, voicemails, and emails within 3 business days of receipt.
• Sort and disperse incoming RAP postal mail.
• Print and prepare outgoing RAP postal mail.
• Communicate with external/internal providers for general RAP questions.
• Provide clients, providers, and landlords with correct and accurate information regarding RAP services. Ask for input from team colleagues if unsure of the correct response to inquiries.
• Refer unusual or difficult situations to the RAP Director.
• Perform related duties and projects as assigned.

• Participate and support the agency in program holiday events, State House rallies, fundraising and advocacy events, HIV/AIDS rally…