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Sr. Housing Program Specialist
Ref No.: 19-09051
Location: Annapolis, Maryland
Position Description

Senior Housing Specialist 

The successful candidate needs to have experience in HCV (Housing Choice Voucher Occupancy Eligibility Income and Rent Calculation or equivalent. Experience with Visual Homes Management Information Systems The primary purpose of this position is perform various program activities to support of the ( "HACA” or "the Authority”) Housing Choice Voucher (HCV) Program, including participant re-certification, income and rent calculations, leasing, rent increases, briefings, quality control file reviews, coordination of check runs with Finance, monitorization of PIC/EIV reporting, submission of HCV department 50058s to PIC, and monitorization of HUD PIH Notices and changes in regulation. The services provided above assist low-income families and individuals who may include the homeless, elderly or disabled. Assistance will include helping the client to secure affordable housing and improve their living conditions with the goal of an improved quality of life and self-sufficiency. All activities must support HACA's mission, strategic goals, and objectives. This incumbent works under the general supervision of the Director of Housing Programs. The position duties and responsibilities listed below describe the general nature and scope of work. Other responsibilities, duties, and skills may be required and assigned, as needed. Technical Skills To perform this job successfully, the employee should have strong computer skills (e.g. MS Word, Excel, PowerPoint, and Outlook). Must have the ability to learn other computer software programs as required by assigned tasks. • Performs, conducts, and manages a participant caseload of up to 400 files including new admissions, recertifications, interims, rent increases, transfer moves, port outs and port ins, repayment agreements, participant terminations, and initial eligibility as necessary for assigned Housing Choice Voucher (HCV) program participants. • Accurately verifies information collected from multiple sources based on HUD-prescribed verification procedures and according to HACA Administrative Plan. • Ensures that all rent calculations are completed accurately and are properly supported through documentation in the HCV participant's file. • Ensures that files are maintained in the proper file order and are properly purged annually in accordance with HACA file retention protocols. • Properly maintains participant files and ensure participant personal identifying information is kept secure. • Ensures that all information on the HUD form 50058 is accurate and properly supported through documentation in the HCV participant's file and memos and certify that files are ready for any quality control measures or audit. • Makes recommendations for termination of assistance or HAP Contract when appropriate. • Conducts all work activities in a manner that supports achievement of SEMAP and/or other performance measures as required. • Schedules re-certifications and appointments with participants; interview participants. • Notifies participants and owners of the results of annual and interim re-certifications, unit changes and lease ups, and advise them of HAP and tenant portions of rent within established HUD time frames and requirements and HACA policy. • Ensures all participants are re-certified timely, receive a timely HQS annual inspection, and monitor participant moves and lease terminations. • Accepts Requests for Tenancy Approval and conducts affordability determinations. • Review documents relative to leasing and participant moves, such as the Request for Tenancy Approval, Tenancy Addendum, HAP Contract, owner lease and ensure accuracy and consistency across documents as required. • Negotiates rental amounts with property owners for initial lease-up, rent increases and as otherwise necessary when requested rental amounts are not affordable and/or not rent reasonable based on comparable units in the area. • Conducts data entry, entering all resident move-ins, changes, mandatory moves, and port-ins into the Authority's software system. • Interviews residents on an annual basis and makes interim rent determinations as requested. • Calculates retroactive rent increases or credits where applicable; ensures rent charges are accurate; forwards necessary documents to resident and landlord. • Schedules and notifies residents of weekly briefings. Conducts briefings for new admissions, mandatory moves, and port-ins as required. • Receive and review applications/documentation to certify family eligibility and accurately verify that all information provided follows program guidelines that establish eligibility and financial assistance daily and/or as assigned. • Accurately calculate family's gross/adjusted income, deductions, allowances, families rent to the owner as well as HAP Payment to the owner and any necessary utility reimbursement payment to the family. • Prepares and issues mailings and documents related to housing program transactions, including HUD 50058 forms, HAP contracts, notices of tenant rent, voucher expiration reminder letters, and missing document letters. • Prepares 52665s and other related documentation for 52665 and monitors for necessary incoming billing 52665s; requests billing information from other housing authorities as necessary. • Processes voucher extensions and denials in accordance with applicable procedures. • Performs accurate and timely data entry to maintain updated computer files pertaining to rent calculations and master files; utilizes computer programs to prepare correspondence and reports, including interview schedules, activity reports, transfer lists, etc., and reports as required. • Answer telephone inquiries from participants and property owners and return all calls and emails within 24-48 hours, or as otherwise required. • Ability to interpret and apply Federal, State, and local laws and regulations. • Analyze situations and adopt effective courses of actions. • Demonstrate knowledge of HUD rules and regulations, program procedures, forms and the Administrative Plan. • Maintain skill sets necessary to meet performance standards and comply with changing administrative requirements as directed. Read PIH notices, training materials, guidance and other HCV-related publications. • Speak and write effectively; and prepare clear, concise correspondence and reports. • Demonstrate flexibility and receptiveness to new ideas and approaches at all levels. • Communicate effectively with all members of the HCV department to coordinate completion of files. • Establish and maintain effective relationships with co-workers, and all internal and external clients. • Coordinate activities with HACA leadership, inspectors, and other co-workers. • Perform home visit appointments when required. • Conduct informal reviews and participate in grievance hearings as necessary. • Develop and maintain effective relations with the public and community organizations. • Perform quality control file reviews on files completed by coworkers and effectively communicate and coordinate with coworkers to ensure any necessary corrections are completed timely and accurately and accepted in PIC. • Submit all HCV transactions to PIC within the required timeframes, monitor PIC errors and ensure timely correction for accurate PIC reporting. • Monitor for updates to the HUD regulations including PIH Notices and other HUD advisories and alert HACA leadership. • Monitor PIC and EIV reports monthly including Deceased Tenants Report, Multiple Subsidies Report, Verification Report, New Hire Report, PIC SEMAP Reports and ensure proper and timely follow up is conducted on all cases needing attention. • Work with HACA Finance Department to conduct check runs for HAP payments to owners and Utility Reimbursement Payments to tenants.


Skills Required Knowledge of the general operations and procedures of HACA properties, particularly in relation to housing programs. . Knowledge of the local, state, and federal laws governing the Authority's housing programs, including the Housing Choice Voucher Program and Project-Based Vouchers. . Skill in providing instruction on housing program requirements to potential participants and landlords, groups of participants and landlords, and one-on-one. . Ability to prepare and present ideas in English, in a clear and concise manner, both orally and in writing. . Ability to perform program-required computations with speed and accuracy. . Ability to understand, act on, and interpret policies; and to implement regulations and procedures as set forth by the Authority and/or HUD. . Ability to maintain composure and tactfully handle difficult situations and interpret questions correctly; ability to behave in a friendly, understanding, helpful, and professional manner with clients/customers, coworkers, and the general public. . Ability to utilize multiple computer systems in order to record information about file reviews and corrections; maintain HCV participant files; complete 50058 transactions; and search for participant information as needed, including computer knowledge and proficiencies in general applications including Microsoft Office Suite products (Word, Excel, PowerPoint, Access, Outlook, etc), HACA's system of record for processing 50058s, and HUD databases. . Ability to determine a solution and what method to follow based upon the transaction that needs to be completed. . Ability to comprehend complex written material. . Advanced communication skills in the areas of interviewing, investigation, interpretation, written and verbal communication, and negotiation. . Ability to take initiative and be resourceful. . Ability to effectively write letters, maintain documentation, and accurately complete required forms. . Ability to operate necessary office equipment, computers and peripherals. . Ability to perform basic arithmetic calculations. . Ability to study information and HUD regulations to determine, define, comprehend, and its elements and apply them to operations. . Attendance at seminars and or training as required. . Ability to safeguard confidential and sensitive information. . Ability to determine a solution and what method to follow based upon the transaction that needs to be completed. . Ability to exercise sound and ethical judgment when acting on behalf of the organization. . Demonstrate a high level of professionalism and superior customer service skills at all times, including, but not limited to answering the phone, speaking to prospective owners about the HCV program; and answering inquiries from participants, owners, applicants and the general public. . Ability to effectively perform with constant interruption. . Review of third-party documentation to determine program eligibility and compliance. . Responsible for maintaining all required records and for the preparation of all required reports. . Negotiate, within program guidelines, with landlords to house eligible families. Knowledge of the general operations and procedures of HACA properties, particularly in relation to housing programs. . Knowledge of the local, state, and federal laws governing the Authority's housing programs, including the Housing Choice Voucher Program and Project-Based Vouchers. . Skill in providing instruction on housing program requirements to potential participants and landlords, groups of participants and landlords, and one-on-one. . Ability to prepare and present ideas in English, in a clear and concise manner, both orally and in writing. . Ability to perform program-required computations with speed and accuracy. . Ability to understand, act on, and interpret policies; and to implement regulations and procedures as set forth by the Authority and/or HUD. . Ability to maintain composure and tactfully handle difficult situations and interpret questions correctly; ability to behave in a friendly, understanding, helpful, and professional manner with clients/customers, coworkers, and the general public. . Ability to utilize multiple computer systems in order to record information about file reviews and corrections; maintain HCV participant files; complete 50058 transactions; and search for participant information as needed, including computer knowledge and proficiencies in general applications including Microsoft Office Suite products (Word, Excel, PowerPoint, Access, Outlook, etc), HACA's system of record for processing 50058s, and HUD databases. . Ability to determine a solution and what method to follow based upon the transaction that needs to be completed. . Ability to comprehend complex written material. . Advanced communication skills in the areas of interviewing, investigation, interpretation, written and verbal communication, and negotiation. . Ability to take initiative and be resourceful. . Ability to effectively write letters, maintain documentation, and accurately complete required forms. . Ability to operate necessary office equipment, computers and peripherals. . Ability to perform basic arithmetic calculations. . Ability to study information and HUD regulations to determine, define, comprehend, and its elements and apply them to operations. . Attendance at seminars and or training as required. . Ability to safeguard confidential and sensitive information. . Ability to determine a solution and what method to follow based upon the transaction that needs to be completed. . Ability to exercise sound and ethical judgment when acting on behalf of the organization. . Demonstrate a high level of professionalism and superior customer service skills at all times, including, but not limited to answering the phone, speaking to prospective owners about the HCV program; and answering inquiries from participants, owners, applicants and the general public. . Ability to effectively perform with constant interruption. . Review of third-party documentation to determine program eligibility and compliance. . Responsible for maintaining all required records and for the preparation of all required reports. . Negotiate, within program guidelines, with landlords to house eligible families. Job Knowledge: Exhibits requisite knowledge, skills, and abilities to perform the position effectively. Demonstrates knowledge of policies, procedures, goals, objectives, operational entities, requirements, and activities as they apply to the assigned organizational entity of the Agency. Uses appropriate judgment & decision making in accordance with level of responsibility. Commitment: Sets high standards of performance; pursues aggressive goals and works hard/smart to achieve them; strives for results and success; conveys a sense of urgency and brings issues to closure; persists despite obstacles and opposition. Customer Service: Meets/exceeds the expectations and requirements of internal and external customers; identifies, understands, monitors and measures the needs of both internal and external customers; talks and acts with customers in mind. Priority is focused on service delivery through establishing and maintaining positive relationships with internal and external colleagues and customers. Includes, but not limited to, being approachable/accessible to others. Recognizes work colleagues as customers. Effective Communication: Ensures important information is passed to those who need to know; conveys necessary information clearly and effectively orally or in writing. Demonstrates attention to, and conveys understanding of, the comments and questions of others; listens effectively. Initiative: Proactively seeks solutions to resolve unexpected challenges. Actively assists others without formal/informal direction. Possesses the capacity to learn and actively seeks developmental feedback. Applies feedback

Skills Preferred
Experience Required Minimum of five (5) years of experience in property management or housing program administration. An equivalent combination of education and experience may be considered. Must possess a valid driver's license Training required: Nan McKay HCV SPECIALIST or National Association of Housing and Redevelopment Officials HOUSING CHOICE VOUCHER OCCUPANCY, ELIGIBILITY, INCOME AND RENT CALCULATION or equivalent Experience with Visual Homes Management Information Systems
Experience Preferred
Education Required Bachelor's degree in management, public administration, social work, or related field

Location- Annapolis, MD
Duration- 12 months +
 
Thanks
 
Ray Santos I rsantos@sunrisesys.com I Sunrise Systems Inc I 105 Fieldcrest Drive Suite 504 Edison, NJ 08837 I (732) 395-4426 I www.sunrisesys.com
 
You can also find me here!!! 
 
https://www.linkedin.com/in/rsantos4424