Housing Specialist, Portability

Title: Portability Housing Specialist

Reports To: Admissions & Portability Manager

Department/Division: Operations/ Housing Choice Voucher Program (HCVP)

FLSA Status: Non-Exempt

Position Summary

Responsible for determining continued eligibility for Housing Choice Voucher Program (HCVP) housing assistance and for performing recertification, tenant portability/transfer briefings/activities, maintaining tenant files for portability caseload, performing rent calculations, and ensuring program activities are in compliance with applicable regulations and that all data is properly recorded in participant files according to HUD regulations and CHA's Administrative Plan. The duties listed below illustrate the various types of work that may be performed. Responsibilities include, but are not limited to, the following:

• Responds courteously to calls, written requests, and e-mails from participants, service providers, and other authorized agencies and representatives to answer questions, and provide information and assistance as appropriate regarding the HCVP program and portability process.
• Interviews clients/portability voucher holders, coordinates background information checks of tenants to be recertified with appropriate HCVP department personnel. Verifies receipt of information from agencies or other sources as required. Performs final eligibility verifications.
• Accesses HUD Enterprise Income Verification (EIV) System for reported/unreported income; processes and submits HUD forms 52665 ad 50058 to initial PHA's timely to ensure HUD compliance.
• Counsels participants and landlords on voucher program, briefing them on rights, responsibilities and program obligations.
• Keeps landlords and participants informed of status of application, selection, and rejection in a timely manner. Notifies applicants in writing of eligibility determination in accordance with HUD regulations and Authority policy.
• Maintains participant files and processes files in accordance with Authority procedures and HUD regulations, including completing and securing all files on a daily basis. Prepares and forwards to storage all files of former participants, including a termination notice and a closed-out history sheet.
• Processes all actions regarding program participants, including rent adjustments, transfers, move-ins, and move-outs. Enters pertinent organized information into appropriate Authority computer system, including input and update of information pertaining to certification, re-certification inspections, rent reasonableness, and related reports. Processes a calculated work sheet with rent determinations.
• Works with outside agencies to implement the transition of residents under the Portability Housing Choice Voucher program. Collects required information and accurately completes appropriate forms.
• Sets up portability billing in the system to ensure payment of initial PHA. Processes incoming billing from other PHA to ensure that the correct rent is being paid on behalf of the tenant. Makes appropriate changes in system information in a timely and accurate manner.
• Ensures compliance with HUD and Authority regulation lease terms on behalf of participants and landlords and processes rent reasonableness form.
• Prepares HAP Contracts and Leases, and contacts landlords and participants to ensure their execution in accordance with program requirements.
• May provide limited mediation services between landlords and program participants to avoid evictions or unnecessary displacement.
• Recalculates all rent changes as amended in the HAP Contracts and Leases prior to transmission of documents to landlord and notifies residents of changes.
• Schedules and conducts transfer interviews with participants as assigned following proper verification methods/processing for each recertification in accordance with HUD and CHA policies and procedures.
• Provides technical assistance to landlords and program participants on Fair Housing requirements.
• Ensures privacy and maintains security of confidential materials.
• Accountable for consistent adherence to strong Authority standards regarding the ethical, responsible, and appropriate use, care, and safeguarding of Authority materials, supplies, resources, and other assets.
• The following Certifications must be obtained within eighteen (18) months of employment: Housing Choice Voucher Specialist, Occupancy Specialist, Rent Calculation, Enterprise Income Verification System (EIV) and Fair Housing.
• Performs other duties as assigned.
  
  

Qualifications And Knowledge

• High School diploma or possession of a certificate of equivalence of High School Achievement (GED) and one (1) year of relevant experience, plus at least three (3) years' experience in the housing or social services field, or an equivalent combination of education and experience sufficient to fulfill essential position functions.
• Thorough knowledge of pertinent HUD regulations as they pertain to the position and thorough knowledge of Authority policies and procedures.
• Thorough knowledge of accepted consultation and interviewing techniques.
• Ability to meet and deal tactfully and courteously with the public.
• Ability to understand and follow moderately complex written and oral instructions, communicate and relate to persons of diverse backgrounds and abilities.
• Ability to make routine decisions in accordance with established administrative rules, regulations and policies, to explain the re-examination process to tenants in an objective and impartial manner.
• Skilled in operating computer equipment, applicable software packages, and general office machines.
• Knowledge of mathematics sufficient to perform calculation required for rent adjustments.
• Ability to prepare clear, concise reports and make appropriate recommendations within scope of responsibility.
• Ability to use basic office equipment such as telephone, fax, copier, and computer.
• Ability to communicate clearly, concisely, verbally and in writing.
• Ability to establish and maintain effective and courteous working relationships with other employees, tenants, and community agencies and other entities that provide services and secure the cooperation of others.
• Ability to deal effectively with situations requiring tact and diplomacy
• 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.
• Must possess a valid State of North Carolina or South Carolina driver's license and regularly participate in continuous improvement and education. Must work with the highest degree of confidentiality
  
  

Supervision Received And Given

The employee receives instructions from the HCVP Admissions Manager and Lead Housing Specialist. Courses of action, deadlines, and priorities are established by procedure, the supervisor, or the employee, depending on the assignment. Routine duties are initiated and completed 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 usually referred to the supervisor for resolution. The employee's finished work is closely reviewed on a regular basis for accuracy, completion, and compliance with policies and procedures and the attainment of objectives. The employee has no supervisory duties.

Guidelines

The employee follows regulations and guidelines issued by HUD, traditional practices, and Authority policies and procedures, referring to reference materials and handbooks as necessary. For situations for which there are no guidelines, the employee may adapt existing guidelines, develop new guidelines, make a decision based on the circumstances, or seek guidance from the supervisor as appropriate to level of expertise. When new guidelines are required, the employee develops them in consultation with the supervisor.

Complexity

Work performed by the employee is relatively routine. The employee identifies work that needs to be done, prioritizes, coordinates efforts and performs the tasks. Occasionally, the employee must make decisions regarding unusual or sensitive situations and must develop new solutions. Managing heavy caseload to comply with recertification deadlines may be difficult at times.

Scope And Effect

The employee's work affects a significant portion of the units in the Housing Choice Voucher Programs and the owners/landlords and participants. Thorough, effective and accurate accomplishment of tasks, the employee contributes significantly to the Authority's ability to provide adequate leased housing to the city's low-income residents.

Personal Contacts

The employee's contacts are primarily with other employees, owners/landlords, and participants. Such contacts require the ability to establish and maintain good working relationships on a long-term basis. The purpose of these contacts is to obtain or provide information; plan, coordinate, and advise other activities; motivate, influence, or others; and justify, defend, negotiate, or resolve matters and issues concerning HCVP occupancy issues.

At times, some individuals may be skeptical, uncooperative, unreceptive, slightly hostile, and/or willing to express different viewpoints and objectives.

Physical Demands

• 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.