Admissions and Portability Manager

Title: Housing Choice Voucher Program Admissions and Portability Manager

Reports To: Senior Vice President of Housing Choice Voucher

Department/Division: Administrative Operations/HCV

FLSA Status: Exempt

Position Summary

Responsible for the day-to-day supervision of staff employees involved in waiting list management, determining and recertifying the continued eligibility of program participants, and incoming and outgoing portability for subsidized housing programs, housing assistance contracts and payments. This position will be the department’s primary point of contact for any software issues pertaining to INLIVIAN’s Yardi system and for maintaining HUD’s EIV reporting. This position will also serve as backup to the HCV Director.

Responsibilities

• Supervises department staff, providing ongoing assistance to support a positive and productive working environment. Plans, prioritizes, schedules, and assigns work.
• Assists staff in the interpretation of federal regulations and the Administrative Plan in daily operation; writes and reviews processes and procedures to ensure program compliance with statutory deadlines.
• Participates in and/or recommends the selection, employment, training, direction, utilization, discipline, and termination of department employees. Evaluates performance.
• Monitors processing of services and documents to ensure accuracy, compliance and timeliness. Performs regular audits for quality assurance purposes to determine accuracy and timeliness of services and payments.
• Assists in preparation of applications for funding, supplying data for reports, and implementation of new program activities.
• Reviews/monitors expired and/or expiring client list to ensure timely completion of recertification.
• Works with owners, participants, and staff during orientation. Explains policy and procedures to new owners and participants, answering questions and providing additional information.
• Reviews files and proposed termination packets for clients to ascertain whether termination is justified and ensures packet contains all relevant documentation.
• Ensures contracts are reviewed and submitted within 60 days.
• Reviews and approves/denies interim or recertification process based on results of applicable research. Conducts special reviews to resolve client continued eligibility issues.
• Attends training, meetings and/or sits on committees which impact HCV policies, procedures, and regulations. Conducts regular staff meeting to keep employees informed of relevant information and to discuss current issues.
• Prepares required reports in an accurate and timely manner and in accordance with Agency standards.
• Researches and responds to telephone calls, emails and letters from internal and external customers, including questions regarding portable billing issues from other PHAs; reviews and responds to questions regarding complaints.
• Reviews and approves all initial vouchers to be issued to incoming portable applicants/participants or applicants from the waiting list or other special programs who have been approved to search for units within the Housing Agency’s jurisdiction.
• Ensures compliance with selecting applicants from the waiting list, correct tenant rent calculations and lease-up utilization.
• Attends meetings, seminars, and conferences to keep abreast of new trends, activities, and concepts in the HCVP. Supports, assists, and works with other Agencies and affiliated organizations in joint efforts; which are mutually beneficial.
• Accountable for consistent adherence to strong Agency standards regarding the ethical, responsible, and appropriate use, care, and safeguarding of Agency materials, supplies, resources, and other assets.
• Undertakes and performs other work-related duties as assigned including work in other functional areas to cover absences or provide relief, to equalize peak work periods, or otherwise balance the workload.
• Ensures the Housing Assistance Payments check runs and PIC reporting are completed timely.
• Monitor’s HUD’s EIV reporting system and ensures INLIVIAN’s HCV data is up-to-date.
• Assumes the responsibility of point person for the INLIVIAN’s software issues within the HCV Department.
• Works with the annual independent auditors and ensures files are ready and complete.
• Assumes the responsibilities of the HCV Director in their absence.
  
  

Education and Experience

Bachelor’s degree in Business, Public Administration, or a closely related field from an accredited college or university and three (3) to five (5) years of experience in property management or low-income housing with increasing responsibility in a senior supervisory capacity.

The Following Certifications Must Be Obtained Within Eighteen (18) Months Of Employment Or Other Allowable Period Of Hire As Authorized By The SVP Of HCV

Housing Choice Voucher Executive Management

Housing Choice Voucher Specialist

Rent Calculation

Enterprise Income Verification System (EIV)

Fair Housing

Knowledge and Skills

• Working knowledge of federal, state, and local laws, rules, and regulations and Agency policies and procedures pertaining to public housing.
• Requires good interpersonal, oral, and written communication skills; the ability to effectively communicate and interact with individuals of varying social, cultural, economic, professional, and educational backgrounds including the ability to effectively deal with individuals who may be argumentative, the ability to act with tact, good judgment, and discretion; and to maintain the confidentiality of matters as appropriate.
• General knowledge of the modern principles and practices of rental property management.
• Knowledge of basic math principles sufficient to perform calculations for determining rent, resolving discrepancies, PIC and EIV errors.
• Ability to present information in a clear, organized, and convincing manner.
• Good knowledge of the modern principles, practices, and techniques of personnel management and training.
• Ability to accurately and completely document in writing appropriate events and activities.
• Ability to supervise the work of others and to hold subordinates accountable for tasks assigned.
• Ability to establish and maintain effective working relationships with subordinates, co-workers, and persons outside the Agency.
• Ability to prepare clear and concise narrative and statistical reports and deal effectively with situations requiring tact and diplomacy, yet firmness.
• Ability to operate appropriate Agency computer equipment and software packages.
• Skilled in communicating on the level of the listener, recognizing when information has been misunderstood, and determining how to remedy the misunderstanding as needed to explain policies and procedures and to provide and exchange information to persons with varying levels of education, cultural backgrounds, and ages.
  
  

Supervision Controls

The HCVP Recertification’s Manager receives instructions from the SVP of HCV. Courses of action, deadlines, and priorities are established by procedure, the supervisor, or the employee, depending on the assignment. Meetings are held on a regular and frequent basis to discuss current issues, deadlines, and/or operational issues. Routine duties are initiated by the employee without supervisory direction. Instructions to the employee may be general or specific in nature. Problems or situations not covered by instructions are referred to the supervisor for resolution. The employee's finished work is reviewed closely for compliance with applicable policies, procedures, and regulations.

The employee gives instructions to subordinates in the HCVP Recertifications Division, which may be either broad and nonspecific or direct and specific depending upon the particular situation. Program policies are conveyed to subordinates through daily contact and other appropriate procedures. The employee monitors and evaluates the work of subordinates for accuracy, completeness, conformity to policy and achievement of goals or objectives and either performs or recommends interviewing, hiring, training, promotion, discipline, and termination.

Guidelines

The employee follows written guidelines, established policies and procedures, traditional practices, the Administrative Plan, and federal regulations in performing routine duties. For situations where there are no guidelines, the employee may adapt existing guidelines or request guidance from the supervisor.

Complexity

The employee performs a variety of related tasks, which are generally routine in nature. The employee identifies work that needs to be done, prioritizes, coordinates efforts, and performs the tasks. Occasionally, the employee is required to exercise personal judgment in making decisions in accomplishing assignments. Some situations are referred to the HCVP Operations Manager for resolution.

Scope and Effect

The employee's work affects a considerable portion of the Agency's Housing Choice Voucher Program and the tenants assisted by the Agency. Effective and efficient accomplishment of work by the employee contributes significantly to the Agency's ability to help clients find and remain in decent, safe, and sanitary housing.

Personal Contacts

The employee's personal contacts are mostly with other employees, applicants, landlords, and participants assisted by the Agency. Contact serves multiple purposes including: giving, gaining, and verifying information, planning, coordinating, and advising motivating, influencing, directing persons or groups, and justifying, defending, negotiating, and resolving matters and issues concerning leased housing.

Physical Requirements

• Work is principally sedentary, but may involve some physical exertion, such as kneeling, crouching, or lifting to obtain files, records, and office supplies, and eyestrain from working with computers and other office equipment.
• Must be able to sit and/or stand for up to eight hours at a time while performing work duties.
• Must be able to bend, stoop, push, and pull in the performance of office related duties.
• Must be able to use fingers bilaterally and unilaterally to operate office equipment.
• Must be able to establish and maintain effective working relationships with employees, tenants, and community agencies and other entities that provide services.
• Must have vision and hearing corrected to be able to operate office equipment and fulfill essential job functions.
• Must be able to perform essential job functions in an environment that will sometimes include increased levels of work-related stress.
• Must maintain punctuality and attendance as scheduled.
• An employee may request a reasonable accommodation to mitigate any of the physical requirements listed above.
  
  

Work Environment

Work involves the normal risks or discomfort associated with an office environment and is usually in an area that is adequately cooled, heated, lighted, and ventilated.

Other Requirements

• Must possess a valid State of North Carolina or State of South Carolina driver’s license and regularly participate in continuous improvement and education.
• The employee should have the ability to work flexible hours. Some evening work is required.
• Must work with the highest degree of confidentiality.