Housing Specialist (Burbank, Calif.)

Description

THERE’S NO PLACE LIKE HOM

The Housing Specialist manages programs funded by federal, state, and local units of government, as well as other coordinating agencies, providing excellent customer service and financial stewardship. Each Housing Specialist oversees an assigned group of households, coordinating housing functions with the household, their care teams, property and owner management (POM) team, and internal HOM staff. The Housing Specialist is responsible for client files, coordinating with internal departments to ensure program requirements are met, including all required documentation and ongoing communication. The Housing Specialist is a non-exempt position.

Primary Job Responsibilities:

Customer Service & Communication

· Provide timely and excellent customer service with various stakeholders via phone, in person, email, and/or utilizing the Padmission platforms.

· Maintain weekly communication with participants and the care team during housing search.

· Communicate with the participant and/or care team through the RFTA and inspection process and note updates in Journey and other relevant databases.

· Coordinate with all HOM departments, tasks related to and in support of timely customer service, data entry, problem resolution, payment releases, and reporting.

· Represent HOM with provider partners and external stakeholder meetings.

Program Intake & Eligibility

· Conduct housing program orientation, individually or in group settings, presenting on housing intervention, roles of HOM team, care teams, and participants, and process and timeline overview.

· Conduct intake appointment, verifying income, assets, and expenses to verify program eligibility and calculate participant rent (Total Tenant Portion [TTP]) and subsidy payment (Housing Assistance Payment [HAP]) in accordance with HUD regulation and specific program guidelines.

· Access participant personal proprietary information utilizing various secure computer databases, including HMIS, RMS, UHA, and SAVE systems, as well as other relevant tenant screening websites.

Housing Search & Leasing Process

· Provide basic education to new property owners/managers on HOM program’s policies and procedures.

· Communicate with POM representatives to confirm Request for Tenancy Approval (RFTA) completion, negotiate lease terms, and address tenancy concerns.

· Receive, review, and confirm RFTA for completion, gross rent eligibility (including utility allowance), and work with HOM Property Support Specialist staff to build unit and property accounts in Padmission Journey.

· Review lease agreements, rent reasonableness and rent comps for accuracy and adherence to Fair Housing and statutory requirements.

· Prepare and execute subsidy contracts, including HAP and Rental Assistance Agreements (RAA).

· Coordinate Move-In Kit distribution, by delivery or pickup, if applicable, for new admissions and note in Journey.

Ongoing Program Management & Retention

· Conduct interim and annual recertification, as well as move-out appointments for unit transfers.

· Coordinate and/or conduct staffing, case conferences, or other efforts with care teams for participants at risk of losing their housing.

· Submit requests for termination to HOM Partners, appropriately documenting all attempts to remedy program non-compliance, notification of voluntary withdrawal, or notification of death.

Documentation, Compliance & Data Management

• •Create, maintain, and audit participant digital files in accordance with HOM policies, funder requirements, and program compliance standards.
• •Ensure all participant records are accurate, complete, and entered timely across multiple information systems, including Journey, HMIS, and other required databases.
• •Document all participant, care team, landlord, and stakeholder interactions in Journey using clear, accurate, and compliant case notes.
• •Upload and organize documentation using established naming conventions and file management protocols.
• •Review participant files for completeness and proactively resolve missing or inconsistent documentation prior to payment processing, recertifications, or quality assurance reviews.
• •Perform routine self-audits and data quality reviews to ensure compliance with HUD, federal, state, local, and agency requirements.
• •Utilize complex information systems to monitor caseload performance, payment status, certification deadlines, inspections, and program milestones.
• •Generate, review, and interpret reports to monitor program performance, identify trends, and ensure timely completion of required activities.
• •Collaborate with Compliance, Finance, Property Operations, and Program Leadership to resolve data discrepancies and maintain program integrity.
• •Maintain strict confidentiality and safeguard Personally Identifiable Information (PII) and Protected Health Information (PHI) in accordance with agency policies and applicable laws.

Requirements

Job Requirements & Essential Skills

Technical & Data Management

• •Advanced proficiency in Microsoft Office Suite, including Excel , Word , PowerPoint , Outlook , Teams , SharePoint , Planner , and OneDrive .
• •Advanced Excel skills, including formulas, sorting/filtering, PivotTables, data validation, and report generation.
• •Ability to create professional reports, presentations, and documentation using Microsoft Word and PowerPoint.
• •Experience working within complex case management, database, and reporting systems such as HMIS , Padmission Journey , Tableau , or comparable enterprise information systems.
• •Strong analytical skills with the ability to interpret data, identify trends, monitor program performance, and ensure data integrity.
• •Demonstrated ability to manage large volumes of data while maintaining exceptional accuracy and attention to detail.
• •Understanding of quality assurance, compliance monitoring, file auditing, and documentation standards.

Professional Skills

• •Demonstrated expertise in affordable housing and housing assistance programs, providing participant-centered services while maintaining regulatory compliance.
• •Strong organizational and project management skills with the ability to prioritize competing deadlines in a fast-paced environment.
• •Excellent written and verbal communication skills with the ability to communicate effectively across diverse audiences.
• •Ability to collaborate with internal departments, community partners, landlords, and care teams while maintaining strong professional relationships.
• •Exceptional problem-solving skills with the ability to make sound decisions using available data and program guidance.
• •Strong accountability, initiative, and ownership of assigned caseloads, data quality, and program outcomes.
• •Ability to work effectively with individuals experiencing homelessness and other vulnerable populations using trauma-informed, respectful, and de-escalation practices.

Other Requirements

• •Team Members will have unrestricted access to sensitive data and information including Personally Identifiable Information (PII) and Protected Health Information (PHI), which requires adherence to HOM Security and Privacy Policies, and all hires must pass a financial background check with no findings that impact the ability to fulfill compliance and role responsibilities.
• •Team Member may use or disclose PII or PHI through the course of their Financial, and Human duties listed above. All use and disclosure are subject to procedures outlined in Section 1.10 of the HOM Privacy Policies.
• •Demonstration of the four (4) focus areas of HOM Inc.’s Competency Model as shown below, Emotional Intelligence, Expertise, Ethics, and Excellence.
• •Valid California driver’s License, and up to date automobile insurance.
• •Willingness to perform duties as needed or as assigned.

Education and Experience

High School Diploma or GED required; associate or bachelor's degree in human services, Social Work, Public Administration, Business Adminis