What are the responsibilities and job description for the Deputy Director of Housing Choice Voucher Program position at Indianapolis Housing Agency?
Position Summary
Reporting to the VP of Rental Assistance, the Deputy Director of Housing Choice Voucher Program (HCVP) will oversee the assigned HCVP divisions, providing management and leadership in designated areas within the department. This position involves planning, coordinating, and managing a wide range of activities to ensure compliance with HUD rules and regulations, as well as IHA policies and procedures related to the department. The Deputy Director will directly supervise program managers and provide general oversight over all other subordinate employees in the HCVP department. Additionally, this role is responsible for fostering a high-performance, customer service-oriented work environment that encourages teamwork, maintains quality control of each produced work product, and aligns with the agency’s mission. The Deputy Director will also manage the daily activities, overall performance, and compliance with HUD rules of the assigned management staff.
Position Responsibilities
ESSENTIAL DUTIES AND RESPONSIBILITIES
The statements below are intended to describe the general nature and scope of work in this position. This is not a complete listing of all required responsibilities, duties, and/or skills. Other duties may be assigned.
- Assists in the administration and coordination of HCVP activities; coordinates activities that involve more than one division; plans, directs, coordinates, and evaluates through subordinate level managers, work plans, processes, systems, and procedures; meets with management staff to identify and resolve problems; assigns projects; reviews, evaluates, and assists in implementing work methods and procedures.
- Assist the VP of Rental Assistance in preparing the department’s annual budget; monitor program income and expenses monthly, ensuring an optimal utilization rate and acceptable staffing are achieved without overspending.
- Manages performance and provides leadership and guidance to the HCVP management staff; promotes customer service and ensures that staff provide superior customer service to clients, residents, and staff; interviews and selects new staff; establishes performance requirements and personal development targets (training and development); regularly monitors performance and provides coaching for performance improvement; hears and makes recommendations on employee complaints and disciplinary matters.
- Continuously monitors and evaluates the efficiency and effectiveness of policies, customer service, methods, and procedures; assesses and monitors workload, administrative and support systems, and internal reporting relationships; formulates, identifies, and recommends opportunities for improvement.
- Stays abreast of all local, State, Federal, and other regulatory agency laws, rules, regulations, and policies applicable to multifamily project-based Section 8 regulations, rules, policies, and agreements.
- Analyzes, interprets, and communicates with employees, landlords, owners, management agents, and the general public about Section 8 regulations, rules, policies, and agreements.
- Directs and assures the maintenance of records and preparation of reports necessary for program operations; prepares reports and correspondence as required. Submits monthly performance reports on HCVP year-to-date SEMAP score, and RIM issues as required.
- Enhances growth and development through participation in training, meetings, and workshops.
- Demonstrates professional responsibilities by cooperating with other personnel to achieve departmental objectives and maintains good employee relations, interdepartmental objectives, and departmental goals and objectives.
- Guides HCVP management staff on initiating the progressive discipline process; initiates the progressive discipline process when necessary.
- Performs other related duties and special projects as required.
- Ensures that only eligible families are admitted to the program and all documentation is complete, accurate, and fully compliant with all applicable HUD requirements.
- Annual Income is documented in accordance with HUD rules.
- Adjusted Income is calculated correctly in accordance with HUD rules.
- Total Tenant Payment is calculated accurately.
- Voucher size for which each family qualifies is determined in accordance with the Administrative Plan.
- Conducts briefings for Voucher-holders emphasizing housing opportunities outside minority areas and low-income concentration.
- Ensures preparation, completeness, and accuracy of participant files with all necessary participant-supplied documents and third-party verifications (or documentation of why third-party verifications are not present), including Requests for Tenancy Approval, HAP contracts (with HUD-required Tenancy Addendum) Inspection reports, rent reasonableness determinations and leases.
- Ensures participants’ TTP does not exceed 40 percent of adjusted monthly income at initial lease-up.
- Ensures HUD at least a 95% submission rate for 50058 forms.
- Hold semi-annual meetings for landlords to attract new ones and inform and receive feedback from current ones.
- Ensures that the program is landlord-friendly without sacrificing duty to participants and HUD.
- Manages several site-based waiting lists under the Project-Based Voucher Program.
- Ensures timely referrals to fill vacancies at project sites.
- Ensures compliance with and oversees monitoring reviews of Project-Based HAP Contracts.
- Manages the Tenant-based waiting list and ensures compliance with SEMAP criteria.
- Achieves a program-wide utilization rate of at least 98 percent.
- Select applicants from the waiting lists in accordance with the Administrative Plan.
- Oversees management of incoming and outgoing clients under the portability feature of the HCVP through direct supervision and general supervision of portability staff.
- Ensures adequate staffing to facilitate timely processing of portability moves.
- Monitors exchange of clients with other agencies and makes recommendations to bill or absorb.
- Monitors outstanding accounts receivable to ensure timely payments from initial PHA’s and liaisons with IHA Finance staff to ensure collections.
- Ensures timely and accurate payments to receiving PHA’s.
- Provides leadership and gives directives to the Admissions/Leasing/Portability Manager; ensures that established departmental objectives are consistently met.
- Oversees management of the Project-Based Voucher Program by exercising direct supervisory responsibility over management.
- Monitors PBV contracts to ensure compliance with contractual obligations; ensures timely referrals to respective project developments to facilitate timely leasing of units as they become vacant.
- Manage individual project site-based waiting lists and perform eligibility reviews for clients on the waiting list.
- Review and audit areas of responsibility for HUD compliance and efficiency.
- Provides leadership and gives directives to the Special Programs Manager; ensures that established departmental objectives are consistently met.
Ensures initial, annual, special, and quality control inspections are performed in a timely manner and in accordance with HUD’s Housing Quality Standards and applicable IHA requirements, including the standards under SEMAP for sample size and frequency of quality control inspections.
- Ensures timely dissemination of necessary correspondence to owners and residents.
- The rent reasonableness database is complete, easy to use, and updated on a regular basis.
- Rent reasonableness determinations are made for all move-ins and rent increase requests.
- Owner/landlord and participant complaints are investigated and resolved fairly and promptly.
- Assess internal program systems to ensure effective processes.
- Ensures the inspection-tracking database is accurate and up to date.
- Analyzes quality control inspections and proactively adjust procedures/policies based on trends.
- Reviews and analyzes monthly RFTA Tracking to ensure efficiency and effectiveness.
- Manages relationship performance of contracted inspection firms; reviews and approves invoices for completeness.
- Analyzes and assists in resolving Housing Quality Standards (HQS) compliance issues, PIC issues, and SEMAP errors.
- Provides training and informational updates to contractors, if applicable, to advise of changes in federal regulations, Administrative Plan, and/or city and state building codes.
- Provides leadership and gives directives to the Inspections Manager; ensures that established departmental objectives are consistently met.
- Ensures completion of not less than 98 percent of annual re-certifications on time, and those special inspections are conducted as needed.
- Ensures participant families are approved for a different unit/Voucher size only when appropriate.
- Ensures family moves are acceptable under program guidelines and the IHA Administrative Plan.
- Verifies that all information (complete information for the Annual Re-certifications, only changed information for the Interim) is documented using EIV when available; otherwise, third-party verifications or documentation of why third-party verification was unavailable.
- Owner requests for rent increases are approved only when documentation justifies the increases, and there is budget authority to fund them.
- Reviews utility allowance schedule annually and updates it when needed.
- Ensures the accurate and timely submission of 50058 forms to HUD in 90 percent of all cases.
- Provides leadership and gives directives to continued occupancy Managers; ensures that established departmental goals and objectives are consistently met.
The employee receives assignments from the VP of Rental Assistance. Most instructions are broad directives or policy statements. Normally, the employee gets specific instructions only in unusual or sensitive circumstances. The employee initiates and follows through on routine tasks with minimal supervision. Situations that arise that are not covered by instructions are referred to the VP of Rental Assistance or dealt with independently, depending on the circumstances. Normally, the employee identifies what needs to be done and indicates the priorities, deadlines, and resources available.
The employee monitors subordinates' work for accuracy, completeness, policy compliance, and objective achievement, evaluates performance, and provides counseling.
Guidelines:
The employee refers to IHA’s and HUD’s guidelines when performing work. These guidelines cover most job-related situations, although employees must frequently use independent judgment in making decisions. If guidelines do not cover a situation, the employee consults the supervisor or decides based on the circumstances.
Complexity:
The employee performs a wide variety of tasks, ranging from routine to difficult, which are not closely related. The employee must identify the work that needs to be done, determine how to accomplish it, and coordinate, integrate, and prioritize various tasks or assignments. Regular decisions involving typical and atypical circumstances, conflicting data, or other non-routine occurrences must be made by the employee. Routine work is directed, and problems encountered do not require extensive analysis for identification. Tasks often need to be coordinated, integrated, and prioritized. The employee may make decisions regarding unusual circumstances or refer them to the supervisor for resolution.
Scope and Effect:
The employees' work primarily impacts the housing authority's housing choice voucher program, as well as the Agency's HCVP program participants and program landlord. Successful accomplishment of duties by the employee will result in adequate and timely service to program participants, those seeking participation in HCVP programs, and program Landlords.
Personal Contacts:
Contacts are primarily with other Agency employees, federal, state, and local government officials, representatives, and community agencies—the employee contacts HCVP program participants, those seeking participation in HCVP programs, and program Landlords. The primary purpose of contacts is to obtain, give, or clarify information, plan and provide assistance, and resolve problems.
BEHAVIORAL COMPETENCIES
This position requires the incumbent to exhibit the following behavioral skills:
Leadership: Provides direction to people and/or projects by clearly and effectively setting courses of action for the department, staff, and tasks; manages the planning,
execution, and achievement of department goals by communicating regularly with staff, tenants, and stakeholders.
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; brings issues to closure and 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; and recognizes working 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 an understanding of the comments and questions of others; and listens effectively. Demonstrates the ability to develop audiovisual presentations to both internal and external audiences.
Responsiveness and Accountability: Demonstrates high conscientiousness, holds oneself personally responsible for one's work, and does their fair share of work. Comply with procedures and understands the importance of maintaining and managing confidential and proprietary information.
Teamwork: Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; supports everyone's efforts to succeed; attends, supports, and participates in all team building exercises and events.
Continuous Improvement and Innovation: Seeks the constant improvement of technological business processes and services; explores out-of-the-box methods and is open to experimenting with new ideas; uses data, knowledge, and strategic decision-making to generate new and innovative solutions.
Problem Solving: Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; and works well in group problem-solving situations. Uses reason even when dealing with sensitive topics and/or irate customers.
Professionalism: Approaches others in a tactful manner; reacts well under pressure; treats others with respect and consideration regardless of their status or position; and accepts responsibility for own actions.
Qualifications
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements below represent the required knowledge, skill, and/or ability.
Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
Job Competencies
- Knowledge of HUD policies and other Federal, state, and local laws, rules, and regulations related to low-income housing and IHA policies.
- Knowledge of sound public policy practices and procedures, business English, and basic mathematics. Knowledge of spoken and written Spanish is preferred but not required.
- Comprehensive and demonstrable knowledge of HUD HQS inspection procedures and IHA Section 8 policies and procedures.
- Certification in HQS Inspection, Income, Rent, and Voucher program administration required within the first year of employment (training and tests at IHA’s expense).
- Excellent communication, customer service, and interpersonal skills. Ability to communicate with and relate to persons of diverse backgrounds and abilities and to establish and maintain effective working relationships with participants, landlords, and the public.
- Ability to supervise others effectively and collaboratively, reinforcing good performance and dealing firmly but fairly with less than satisfactory performance.
- Ability to meet both internal and SEMAP program deadlines.
- Ability to plan and prioritize work of self and staff.
- Valid Driver’s license.
Bachelor’s degree from an accredited college or University in Business Administration, Public Administration, Urban Affairs, City Planning, Urban Planning, or a related field and (5) five years of progressively responsible management experience, of which three (3) years in a departmental supervisory or management capacity in public housing, Section 8, tax credit housing, assisted apartment management, or local government
housing work (e.g., code enforcement, planning, community development) is required. An equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this position may be considered.
Technical Skills:
Incumbent performs multifaceted work requiring a deep understanding of HUD rules and requirements relative to Voucher program eligibility, income, rent, inspections, and contract procedures. The employee must be able to handle complex interpersonal
situations involving conflicts between assisted tenants and landlords with skill and professionalism. To perform this job successfully, an individual should have above-average abilities using computer software such as MS Word, Excel, Outlook, etc., and be capable of using internet resources for research and developing advanced reports—the ability to learn other computer software programs as required by assigned tasks.
