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Hiring Range: $23.60 to $26.00/hr DOE

SUMMARY: The Certification Specialist is responsible for leasing and certification functions for Kavod Senior Life in compliance with HUD guidelines, federal and state laws and organizational policies and procedures. This role provides support to the Director of Leasing and Administration, Chief Financial Officer and President/CEO as needed, and reports directly to the Director of Leasing and Administration.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. 

1. Leasing, Move-Ins, Move-Outs, Transfers, and Waitlist Management

• • Respond to inquiries from prospective residents (Independent Living and Assisted Living), conduct property tours, and follow-up after tours. Maintain statistics on inquiries, tours, applications, and move-ins.
  • Assist applicants with completing application materials and ensure processing is completed per admissions procedures, including: verifications, background checks, and landlord references.
  • Maintain the Waitlist in compliance with HUD guidelines.
  • Maintain Vacancy List and provide updates during weekly Leasing meetings.
  • Send completed applications to Resident Care Coordinators for entrance interview scheduling.
  • Lease apartments in accordance with HUD guidelines. Collaborate with the Leasing Assistant and Resident Care Coordinators to ensure all applicant files are complete and provided to the Director of Leasing and Administration at least two days prior to lease signing for audit review. Conduct move-in orientations and unit walkthroughs.
  • Following lease signing, update leasing software, process payments, notify staff of new residents, distribute emergency contact information, secure all documentation, and generate EIV reports as required by HUD.
  • Coordinate unit transfers, including lease signing, orientation, walkthroughs, and rent certifications. Submit transfer certifications to the Director of Leasing and Administration at least two days prior to lease signing for audit review. Secure required forms (Intent to Vacate or Unit Transfer) to initiate the process.
  • Assist the Marketing department with outreach events to promote Assisted Living, such as occasional community resource fairs, on site open houses and the annual Kavod on the Road conference. Participate in strategy discussions about successful ways to attract new private-pay move ins (AL).
  • Share leasing responsibilities equally with another Certification Specialist.

2. Annual and Interim Certifications

• • Conduct annual and interim recertification meetings in compliance with HUD/FHA requirements and the organization’s Recertification Manual.
  • Maintain EIV User designation and adhere to HUD/EIV policy at all times.
  • Stay current with HUD regulations, including Multifamily Housing Handbook 4350.3, as well as updates to HUD and Fair Housing programs.
  • Schedule and distribute 60–65 certification notices per month in compliance with HUD timelines.
  • Meet with 30–35 residents per month to collect documentation and conduct apartment inspections. Submit annual inspection forms within one day, issuing work orders immediately for emergency items.
  • Copy required documentation and return originals to residents.
  • Prepare and submit third-party verifications (income, assets, medical expenses), making at least two verification attempts per requirement.
  • Compile monthly recertification worksheets and submit to the Director of Leasing and Administration by the 25th of the month for audit/review. Correct errors as directed and obtain final approval prior to processing.
  • Prepare HUD Form 50059 in leasing software, generate resident copies, prepare meals letters, and assemble recertification packets per policy.
  • Issue rent and meals change notices and required 120-, 90-, and 60-day notices by the 1st of the month.
  • Review recertification details with residents, explain rent changes, and obtain signatures no later than the 9th of the month.
  • Maintain certification-related spreadsheets (recertification lists, meal subsidies, interim certifications, etc.) and keep HUD/verification forms up to date.
  • Conduct annual tenant file audits (for both new move-ins and current residents) using the Tenant File Review Worksheet, in preparation for CHFA reviews.
  • Assist the Director of Leasing and Administration in preparation for management and financial audits.
  • Maintain accurate, organized, and up-to-date resident files; manage archiving and assist with storage processes as required.
  • Share recertification responsibilities equally with another Certification Specialist.

3. General Duties and responsibilities.

• • Notify appropriate personnel of monthly move-ins, move-outs, transfers, and resident deaths.
  • Coordinate unit turnovers with Director of Facilities to ensure move-in in timely manner.  Inspect apartments when turnover completed by Facilities.
  • Maintain a working list of residents’ furniture needs and try to match to furniture left behind by former residents that needs to be rehomed.
  • Alert Resident Care Coordinators and other appropriate staff of concerns regarding personal or social tenant problems that arise.  Concerns are communicated through memos and copies maintained in the tenant file.
  • Process and keep current Reasonable Accommodations/Modifications requests and Meals Exemption Requests.
  • Keep current on all updates and changes in HUD and Fair Housing programs and requirements. 
  • Provide coverage of essential duties for Director of Leasing and Administration, Certification Specialist, and Leasing Assistant during time off and as requested to ensure timely processes. Provide essential training/tours to new hires at Kavod (job shadowing/interviews).

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE:  Bachelor’s degree (B.A.) from four-year college or university; or one to two years experience and/or training in bookkeeping and/or leasing; or equivalent combination of education and experience.  Experience in performing HUD-subsidized project leasing-related activities strongly preferred.

LANGUAGE SKILLS:  Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.  Ability to write routine reports and correspondence.  Ability to speak effectively before groups of customers or employees of organization. Bi-lingual skills preferred (Russian/English).

 COMPUTER SKILLS:  To perform this job successfully, an individual should have knowledge of Cornerstone leasing software; Microsoft Outlook contact management systems; Microsoft Excel and Microsoft Word.

OTHER SKILLS and ABILITIES:  Ability to work well within the organization as a team member; ability to take and follow directions; must have people-oriented skills, especially pertaining to the patience and understanding necessary for working with elderly residents.  This position also requires an organized person possessing a math aptitude, basic bookkeeping knowledge, excellent communication skills, and conscientiousness for accuracy and attention to detail. 

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  While performing the duties of this Job, the employee is regularly required to sit; use hands to finger, handle, or feel and talk or hear. The employee is frequently required to reach with hands and arms. The employee is occasionally required to stand; walk and stoop, kneel, crouch, or crawl.  The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.  Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

 Position opened until filled.