Emergency Rental Assistance Supervisor

at Waldo Community Action Partners in Belfast, Maine, United States

Job Description

Funding for this position is available through December 2022

The Emergency Rental Assistance Supervisor assists with the day-to-day office operations of Emergency Rental Assistance program. The supervisor ensures efficient and effective program operations according to program and agency standards.  Supports, monitors, and participates in processing of applications and certifications. Reviews and approves or denies applications for Emergency Rental Assistance (ERA) program. Provides program orientation to new hires and ensures services delivered meet program requirements. Ensures the program provides positive customer services and efficient and effective access to program resources. The position serves as the agencies Housing Stability Coordinator collaborating with internal and external resources. including referrals to other services and programs. 


Program Administration

  1. Provides oversight and direction for the Emergency Rent Relief team to maximize reach of program services.
  2. Ensures the program operates within established budgets and fiscal guidelines.
  3. Follows Agency financial policies, practices and procedures.
  4. Ensures services comply with applicable laws, rules, regulations and grant/contract terms
  5. Reviews daily and monthly workflow and reports, managing program work volume, ensuring effective measures are in place and workflow meets needs.
  6. Responds to client complaints/concerns.
  7. Assists with program applications to support efficient program operations and meet client need.
  8. Maintains an inventory of all program equipment.
  9. Ensures proper documentation of all transactions, client eligibility, etc. as required by internal policies and procedures or external terms and conditions of funding requirements.
  10. Ensures efficient processes for program delivery, including pre-screening and processing, managing applications and certifications for services and collecting required documentation and paperwork for work and processing payment.
  11. Assumes shared responsibility of all aspects of the Rent Relief programs, including answering telephone and managing access to services and resources.
  12. Coordinates applications for services according to regulations and established processes.
  13. Collects clear, concise and complete documentation, ensuring that each application meets the required documentation standards according to established rules, regulations and procedures set forth by the Federal and State entities.
  14. Ensures positive communication with clients, vendors, agency and program staff.
  15. Maintains working knowledge of all services, forms, and guidelines required to make appropriate decisions for each household ensuring successful access to eligible resources.
  16. Maintains client records/files in accordance with program requirements.
  17. Supports and maintains appropriate vendors process timely payment.
  18. Prepares accurate and timely required program reports to meet requirements as requested.
  19. Assists with program budgets, work plans, contracts, proposals and narratives as requested.
  20. Completes data entry into multiple electronic formats and paper files, creates and updates documents as required, and performs general clerical duties to ensure program paperwork is complete and accurate.
  21. Manages daily workflow to maximize staffing to meet program need.
  22. Completes Purchase Orders for program(s) as authorized.
  23. Provides Supportive Coaching for clients/staff when needed.
  24. Makes appropriate referrals and coordinates with other social service programs to support client housing stability needs including referrals to Pine tree Legal.
  25. Performs light housekeeping duties.

Personnel Administration

  1. Provides direct supervision of assigned Rental Assistance Services staff providing individual and group support.
  2. Maintains a team approach requiring standards of excellence in customer service.
  3. Provides orientation and ongoing training identified for supervised staff.
  4. Participates in the hiring process for Rental Assistance Staff.
  5. Cross trains staff to ensure program continuity.
  6. Supervises, coaches, disciplines, and manages staff in accordance with WCAP Policies and Procedures.
  7. Continually evaluates job performance of staff including annual performance evaluations.
  8. Manages work schedule for program staff.
  9. Reviews and authorizes time records for supervised staff.

Professional Development

  1. Keeps up to date on any appropriate program, State and Federal regulations governing all aspects relevant to this position.
  2. Participates in other local and state level meetings/trainings related to all aspects of this position
  3. Participates in any required trainings, meetings and professional development activities.
  4. Seeks consultation as needed and participates in the supervisory process

Leadership and Teamwork

  1. Collaborates with all partner agencies to assure effective communication processes across agencies
  2. Adheres to policies in the use of computer technology and all telecommunication devices.
  3. Attends monthly Energy/Housing Council meetings as assigned.
  4. Assists in policy development and program planning.
  5. Facilitates coordination with other programs and Maine Housing to support compliance and to continuously improve coordination and collaboration.
  6. Maintains a professional relationship with all external stake holders, contracts, programs and recipients.       

Safety and Wellness

  1. Actively promote safety and accident prevention with the workplace.
  2. Report any unsafe conditions, incidents and /or accidents immediately.

Non-Essential Duties and Responsibilities:

  1. Performs additional duties as assigned.
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Job Posting: 671749

Posted On: Jan 20, 2022

Updated On: Feb 20, 2022