Lead Housing Specialist

Title: Lead Housing Specialist

Reports To: Housing Choice Voucher Program (HCVP) Occupancy Manager

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

FLSA Status: Non-Exempt

Position Summary

Responsible for oversight and counsel of HCVP Housing Specialist(s) while keeping Manager apprised of staff development and more involved needs. The duties listed below illustrate the various types of work that may be performed. Responsibilities include, but are not limited to, the following:

Responsibilities

• 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.
• Performs interviews with participants/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.
• Monitors HUD Enterprise Income Verification (EIV) System for reported/unreported income; reviews, processes and submits HUD forms 52665 ad 50058.
• Has the ability to review and correct PIC errors by solving problems arising from the PIC program to ensure better performance.
• Provides participants and landlords information on voucher program, briefing them on rights, privileges, obligations, and responsibilities.
• 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 INLIVIAN policy.
• Monitors and maintains participant files and processes files in accordance with INLIVIAN procedures and HUD regulations and secures all files daily.
• Oversees and monitors staff to ensure compliance with HUD guidelines and regulations, the INLIVIAN’s Administrative Plan, federal, state, and local regulations, laws, ordinances, and INLIVIAN policies.
• Supervises the re-examination and applications process to ensure the timely and accurate processing of applicants from the program waiting list; oversees appropriate checks and balances on applicant processing. Oversees admissions activities.
• Assists landlords/owners and tenants in resolving controversies and makes recommendations to the HCVP Manager.
• Answers inquiries concerning policies and practices associated with the application and/or re-examination processes in a courteous and professional manner.
• Works with outside agencies to implement the transition of portable applicants/participants. Reviews, monitors, and collects required information and accurately completes appropriate forms. 13. Corresponds with other PHA’s regarding problem portability and occupancy billing issues, assisting participants when transferring to other PHAs.
• Monitors portability billing in the system to ensure payment of initial PHA. Monitors 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.
• Reviews and collects interim transfer and re-certification information, evaluates, verifies, and calculates information and rent for recertification and move-in. Explains rent calculation to tenants and assists with completion of recertification materials as necessary. Prepares and sends appropriate notices of rent adjustments in accordance with HUD regulations.
• Reviews and discusses non-compliant tenant issues with HCVP Manager to ensure clients are provided with reasonable opportunity to meet requirements to remain in compliance.
• Accurately updates the system with system notes and ensures compliance with program requirements and regulations. Reviews resident/applicant files/folders and verification forms for accuracy and completeness and accurately inputs data into computer in a timely manner.
• Compiles statistical data and prepares reports related to completed recertification, applicant folders, occupancy, and residents as required.
• Documents and investigates resident complaints and schedules appointments to discuss and initiate solutions or refers to HCVP Manager as appropriate to the situation.
• Ensures privacy and maintains security of confidential materials.
• 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 INLIVIAN standards regarding the ethical, responsible, and appropriate use, care, and safeguarding of INLIVIAN materials, supplies, resources, and other assets.
• Performs other duties as assigned.
  
  

Education And Experience

Associate degree in Business, Public Administration, or a closely related field from an accredited college or university and one (1) to three (3) years of experience or an equivalent combination of education and experience sufficient to fulfill essential position functions. Preferred two (2) years’ experience as a Housing Specialist. The following Certifications must be obtained within eighteen (12) months of employment or other allowable period of hire as authorized by the SVP, Housing Choice Voucher: * Housing Choice Voucher Specialist * HCV Rent Calculation * Enterprise Income Verification System (EIV) * Fair Housing

Knowledge And Skills

• Working knowledge of federal, state, and local laws, rules, and regulations and INLIVIAN policies and procedures pertaining to public housing.
• Thorough knowledge of interviewing techniques and record maintenance.
• 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.
• Working knowledge of the operation of the INLIVIAN’s computer system and applicable software.
• Knowledge of basic math principles sufficient to perform calculations for determining rent, resolving discrepancies, PIC and EIV errors.
• 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 an effective working relationship with other employees.
• Ability to deal effectively with situations requiring tact and diplomacy.
  
  

Supervision Controls

The employee receives instructions from the HCVP Manager (Admission/Recertification). The employee plans and carries out routine work activities with minimal supervision and independently resolves problems that arise. The employee receives specific instructions when complaints are brought to the attention of the supervisor, and when the supervisor is contacted by the employee for direction. The employee's work is reviewed periodically for conformance to INLIVIAN policies and attainment of objectives. The Lead Housing Specialist makes general assignments to subordinates within the Occupancy/Recertification’s division and specifying priorities, deadlines, and objectives. The HCVP Manager frequently makes specific assignments to department staff. Assignments to staff will include what is to be done, deadlines, quality, quantity, and priority. The employee supervises managerial and clerical employees and monitors the work of multiple work units.

Guidelines

The employee performs routine duties by following established HUD and INLIVIAN policies and procedures. These guidelines cover most job-related situations, and the employee may use independent judgment in making decisions within established parameters and area of expertise. If guidelines do not cover a situation, the employee normally consults the supervisor. Guidelines are generally specific and clear. Complexity The employee performs a variety of related, routine, and generally repetitive tasks. The course of action is determined by the supervisor and by established procedures. The employee may coordinate, integrate, and/or prioritize tasks.

Scope and Effect

The employee's work affects resident families, managers, other agencies, and other INLIVIAN personnel. The employee's efforts can enhance the INLIVIAN's continuing efforts to provide adequate to HCVP families on a timely basis and at reasonable rates. Personal Contacts Personal contacts are with all of the above persons and groups. The purpose of such contacts is to obtain and provide information and verify, document and record information submitted by residents, and other INLIVIAN activities.

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 preforming 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 co-workers and clients and perform essential job functions in an environment that will sometimes include increased levels of work-related stress.
• Must have vision and hearing corrected to be able to operate office equipment and fulfill essential job functions.
• 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 South Carolina driver’s license and regularly participate in continuous improvement and education. Must work with the highest degree of confidentiality. Signature - Review I have reviewed this job description and understand the requirements and responsibilities of the position. I understand that this description is subject to modification as the needs and requirements of the position chang