Intake Specialist

(Please click the link above to review the full job description)

The Intake Specialist is responsible for providing customer service to clients looking for rental assistance in the Helena community. The position will explain program requirements and procedures, collect applicant information, determine eligibility for public housing and the voucher programs, and maintain applicant records. The position will also conduct client orientations and move-in inspections.

The position works under the supervision of HHA’s Housing Program Manager.

Duties Include:
• Provide direct customer service and technical assistance to clients in using Rent Café. This includes assistance in making applications, completing intake documentation, and coordinating lease-up.
• Maintain and monitor waiting lists, conduct yearly purges, and communicate eligibility status to applicants.
• Assist applicants in completing applications, explain requirements, and collect necessary documents.
• Collect reasonable accommodation information, coordinate approvals, and coordinate with the 504 Officer on approvals, this could include collecting information for transfers and coordinating with the Admissions Specialist and/or Public Housing Specialists.
• Verify applicant information, conduct background checks, and manage appeal process.
• Review applications, determine eligibility, and notify applicants of decisions.
• Maintain applicant files with all relevant documents and correspondence.
• Notify applicants of housing unit or voucher availability and verify continued eligibility.
• Coordinate Violence Against Women Act (VAWA) relocations to initiate protection (typically emergency transfer) by collecting documentation to support the preference, reviewing documentation with the Housing Program Manager and coordinate the actual transfer into an available unit with the Admissions Specialist.
• Coordinate the local Housing Choice Voucher programs for new lease up applicants from the wait list through lease-up. This involves pulling applicants from the wait list, preference verification, income guideline verification, criminal background, completing application process with documentation, issuing the voucher, explaining HUD rules and regulations (briefing), issuing a request for tenancy approval, maintaining communication with landlords, coordinating HQS inspection, signing Housing Authority Payment (HAP) contracts, and coordinating with the HCV Specialist on placement of new units and landlords in the YARDI system
• Provide support to the State Housing Choice Voucher briefing process, including documentation preparation and presentation.
• Use a wide variety of computer-based applications including Microsoft Office Suite, Internet applications, Outlook, YARDI (proprietary resident management systems), and other Windows-based applications.

Qualifications to Join our Team:
• This position requires any combination of education and experience equivalent to an associate degree with coursework in human services, business, communication and/or office technology.
• Two years’ experience in social service, housing, customer service, and/or office management.
• Attention to detail, customer service, communication, math, and office software skills are required.
• Possession of, or the ability to obtain a valid driver’s license with an acceptable driving record and the ability to pass a criminal background check.

Anticipated New Hire Pay Range:
$19.19 - $22.86 per hour depending on qualifications (for highly qualified candidates), plus organizational and individual pay awards (base pay increases and bonuses).  Full-time employees receive 37 days of paid time off, health insurance, and participation in the Montana Public Employees Retirement System. To see additional benefit details, please visit the HHA Employment Information page.

HHA offers organizational and individual pay awards (base pay increases and bonuses) and promotion opportunities based on employee performance and tenure.

How to apply:
Please submit a cover letter, resume and completed HHA Employment Application Form either electronically at or by mail to CMS, Attn: Greg Ross, P.O. Box 1251, Helena, MT 59624.

Application Deadline:
The position is open until filled.  Applications received by May 14, 2024, will receive priority consideration. If a suitable candidate is found during that screening, later applications will not be considered. We look forward to speaking with you!

HHA is committed to maintaining a safe and secure work environment for employees and residents. As part of our hiring process, we conduct criminal history checks for the top candidates of all recruitments and driving history checks for candidates of positions that require operating company vehicles.

For more information regarding benefits and how to apply, please visit the HHA Employment Information page here.

Questions: Please call 406-442-4934 or email gross[at]