Analyst, Administrative​/Clerical, Office Administrator​/ Coordinator

Overview

Under general supervision, this management classification performs duties related to affordable housing projects and programs.

Administers the compliance monitoring program for the City’s affordable housing portfolio, conducting annual monitoring cycles for multifamily rental (MFR) and City-assisted development (Dev) projects including property inspections, tenant file audits, tenant income certifications, and review of occupancy reports for rent and income compliance.

Conducts annual compliance monitoring for Single Family Rehabilitation (SFR) and First Time Homebuyer (FTHB) loan programs, including property title review, verification of owner occupancy, insurance verification, and assessment of title changes affecting the City’s lien position.

Calculates and distributes updated rent and income limits for all funding sources (HOME, LMIHAF, PLHA, and other applicable programs) on an annual basis; prepares and issues timely notification to borrowers of new limits applicable to their projects.

Reviews income and asset documentation for applicants to affordable units; ensures compliance with affirmative marketing requirements for HOME-assisted projects; coordinates with property management on vacancy notifications and marketing.

Tracks, requests, receives, reviews, and files quarterly reports and annual budgets for City-assisted development projects; monitors insurance policy expirations for all Dev and MFR projects and coordinates timely renewals.

Maintains compliance tracking systems and property files; manages document filing and record retention for regulatory agreements, loan documents, and monitoring correspondence.

Performs detailed special projects and research assignments. Collaborates with various staff and departments in completing special projects and reports.

Explains and interprets Divisional policies, procedures and regulations to the public.

Inputs housing data and prepares statistical charts, graphs, organizational and work flow charts, procedural manuals and reports using a variety of computer applications.

Evaluates community needs by working with citizen groups and acting as liaison between Division and community.

May prepare and process claims, purchase orders and/or vouchers by entering pertinent information into the computer and distributing and/or filing supporting documents.

Receives and screens visitors and telephone calls, providing general and specialized housing information regarding assigned function that requires the use of judgment, tact and sensitivity and the interpretation of policies, rules and procedures.

Composes and drafts housing correspondence, staff reports, specialized forms, technical and statistical material and confidential documents from drafts, notes or brief instructions; independently responds to correspondence and inquiries; proofreads and checks typed and other materials for accuracy and completeness and for compliance with policies and regulations.

Attends meetings and takes minutes.

Assists in the planning, developing and implementation of Division programs and procedures; directs and/or participates in conducting studies to evaluate existing and proposed programs, procedures and policies; directs and/or participates in the Division’s liaison activities.

Establishes and maintains a variety of filing and tracking systems.

Researches, investigates and analyzes divisional and interdivisional operations and administrative issues, including functions, organization structures, record procedures involving forms, documents and payrolls, work output and workload, expense control, layout and equipment.

Prepares organization and work flow charts, spreadsheets, policy and procedural manuals and written reports using automated equipment and a variety of computer software packages.

Researches public and private grant programs and assists in preparation of grant applications.

Assists in negotiating and preparing contracts between the City and community service providers.

Monitors contract compliance.

Attends workshops and seminars and presents information to appropriate personnel for follow‑up action.

Serves as Division liaison with other departments…