Senior Housing Program Specialist (235 views)

Annapolis, MD
May 17, 2019 2019-07-16
Job Description

Essential Duties and Responsibilities

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.

  • 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 recertifications and appointments with participants; interview participants.
  • Notifies participants and owners of the results of annual and interim recertifications, unit changes and lease ups, and advise them of HAP and tenant portions of rent within established HUD timeframes and requirements and HACA policy.
  • Ensures all participants are recertified 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.
  • Issues and signs on all voucher issuances ensuring proper voucher utilization, tolling time is provided to the families as necessary, and voucher issuance effective dates are correct.
  • Conducts briefings for new landlords on the Housing Choice Voucher Program.
  • Manage special projects as needed.
  • Other duties as assigned.

Starting Salary: $22/hour

EEO Statement

The Housing Authority of the City of Annapolis ensures Equal Employment Opportunities for employees as required by federal and state orders and laws. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential tasks.  This job description is intended to accurately reflect the position activities and requirements.  However, management reserves the right to modify, add, or remove duties and assign other duties as necessary. It is not intended to be and should not be construed as an all-inclusive list of all the responsibilities, skills, or working conditions associated with the position.