Housing Programs Administrator

Housing Programs Administrator Position Specification

Position Title: Housing Programs Administrator

Department: Housing

Location: Lincoln County, OR

Reports To: Housing Programs Manager

Job Type: Full-Time (40-hours per week)

Starting Wage: $24 per hour + benefits

Position Overview

The Housing Programs Administrator provides comprehensive administrative and program support for the Housing Authority of Lincoln County’s housing programs. This role manages occupancy processes, eligibility determinations, certifications and recertifications, inspection coordination, property oversight, maintenance coordination while ensuring full compliance with federal, state, and local regulations and agency policies. The position also maintains clear communication with applicants, residents, and supports accurate recordkeeping, and helps ensure the efficient daily operations necessary to provide safe, affordable housing to low-income individuals and families.

Programs could include (but are not limited to) Public Housing, Low-Income Housing Tax Credit (LIHTC), Local Innovation and Fast Track (LIFT) Rental, and Project-Based Vouchers. Specific program responsibilities are assigned by the Housing Programs Manager and are subject to change based on program need.

Key Responsibilities

• Process and verify housing applications, maintain waiting lists, and guide applicants through eligibility and intake requirements.
• Coordinate leasing and occupancy activities, including unit assignments, lease preparation, tenant orientations, and move-in/move-out procedures.
• Manage annual and interim recertifications, including income verification, rent calculations, and file updates.
• Support inspections by coordinating scheduling, tracking outcomes, and notifying tenants of required actions.
• Maintain accurate electronic and physical case files and perform periodic file audits to ensure compliance.
• Provide customer service to applicants, and tenants by responding to questions and explaining program rules and requirements.
• Ensure compliance with applicable federal, state, and local regulations, funding requirements, and agency policies; prepare required notices, forms, certifications, and reports.
• Communicate regularly with residents, applicants, and community agencies; make referrals to support services as needed.
• Assist with general administrative tasks, records, databases, correspondence, data collection, reporting, special projects, and other assigned duties to support the Housing Programs Manager and housing program operations.
• Maintain an active presence at assigned properties and help ensure that buildings, grounds, and common areas are clean, safe, and well maintained.
• Conduct and document regular walk-throughs of common areas, grounds, and vacant units; identify maintenance needs, safety concerns, damage, cleanliness issues, and potential lease violations.
• Promptly submit work orders, issue appropriate notices, or refer concerns to the responsible staff; notify maintenance or management immediately of urgent conditions affecting health, safety, or property security.
• Coordinate property access, inspections, and communication with residents, maintenance staff, and contractors; assist with move-in and move-out inspections and document unit conditions.

Supervision and Decision Making

• Work under general supervision using established procedures and program guidelines. Exercise judgment within those guidelines, with work reviewed periodically; refer unusual situations or decisions outside established authority to the Housing Programs Manager.
• This position has no supervisory responsibility. It may assist coworkers but does not direct their work.
• Plan assigned work and coordinate with others to identify obstacles, meet deadlines, and anticipate program needs over the next six to twelve months.

Education and Experience

• High school diploma or equivalent required, associate or bachelor’s degree in public administration, social services, or related field preferred.
• Two years of experience in affordable housing, property management, case management, or related administrative support preferred.
• Experience with permanent supportive housing, affordable housing compliance, or homelessness response systems.

Knowledge and Skills

• Professional office experience with strong organizational skills, professionalism, and appropriate workplace etiquette.
• Strong attention to detail and accuracy in data entry, documentation, and file management.
• Excellent customer service and interpersonal skills, with the ability to communicate clearly, respectfully, and professionally with diverse populations, including people experiencing homelessness or housing instability, and respond professionally to conflict.
• Bilingual proficiency in Spanish and English, including verbal and written communication, is preferred.
• Ability to prioritize and manage multiple tasks, deadlines, and sensitive information in a fast-paced environment.
• Proficiency with Microsoft Word, Excel, Outlook, and general computer systems; ability to learn property management software and program-specific tools (training provided).
• Knowledge of Fair Housing, landlord-tenant requirements, and applicable HUD, LIHTC, OHCS, or project-based rental assistance programs is preferred. Ability to learn and apply assigned properties’ funding, occupancy, and compliance requirements; training will be provided.
• Training in Housing First or trauma-informed practices is preferred.

Additional Requirements

• Ability to pass a background check in accordance with Housing Authority policy.
• Valid driver’s license and satisfactory driving record, with the ability to drive between assigned properties and the Housing Authority’s main office as needed.
• Ability to conduct regular property walk-throughs and attend to on-site responsibilities.
• No certifications or additional licensure are required.

Working Conditions

• Professional, open-office work environment requiring a high level of confidentiality, focus, and respectful communication.
• Frequent computer and phone-based work, including data entry, documentation, and regular interaction with applicants, tenants, landlords, and team members.
• Work includes time at assigned properties and travel between properties, the Housing Authority’s main office, and partner agencies for walk-throughs, inspections, meetings, and other program duties.
• May require occasional lifting or moving of files, office materials, or small equipment (up to 25 lbs.).

Housing Authority of Lincoln County is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Note: This position specification is intended to provide a general overview of the job's requirements and responsibilities. It is not an exhaustive list of all duties, responsibilities, or qualifications associated with the position.

Pay: From $24.00 per hour

Expected hours: 40.0 per week

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Retirement plan
• Vision insurance

Work Location: In person