Title: HCV Program Specialist
Reports To: HCV Program Coordinator
FLSA Status: Non-Exempt
Date: October 1, 2020
Salary: $37,000-$43,000 Annually
Position Summary
Responsible for administering the HCV program and performing a variety of tasks to achieve and maintain high utilization and provide housing assistance subsidy to qualified participants. Tasks include eligibility, determination of income, lease up and ongoing program management. The duties listed below illustrate the various types of work that may be performed. The omission of specific statements regarding duties does not exclude them from the position if the work is similar, related, or a logical assignment in association with this position.
Responsibilities
Undertakes and performs the following and other work-related duties as assigned.
- Conducts interviews and confirms eligibility for Housing Choice Voucher participants.
- Maintains tenant and landlord information in the Agency computer system and determines if action is required and verifies information is entered accurately.
- Completes reexamination and interim review process, including the interviewing of applicants, completion of application forms, verification of family size and income data, determination of eligibility, establishment of priority for housing, determination of unit size, and maintenance of the waiting list to ensure compliance with HUD regulations and the Agency’s Administrative Plan.
- 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 Housing Choice Voucher program.
- Prepares portability reports to ensure information is complete and correct. Assures all necessary information is sent to Receiving HA promptly and payments to the RHA are processed according to HUD billing requirements.
- Processes rent reasonableness, rent increases, HAP contracts and Request for Tenancy Approvals as appropriate.
- Monitors household demographic profiles and updates databases. Makes appropriate changes in system for received documentation in a timely and accurate manner.
- Ensures all updates/changes regarding FSS participants are forwarded to FSS Coordinator.
- Calculates amounts owed to the Agency as a result of underreported income or fraud and creates repayment agreements with appropriate parties for approval by supervisor. May monitor/enforce agreements or assist in preparation for litigation, preparation of cases for referral to law enforcement agency, HUD, or other state agency as appropriate.
- Monitors resident compliance with lease provisions, reports instances of resident fraud and abuse to deter and/or prevent same, investigates and documents violations, advises program coordinators as appropriate, and communicates required remedies to residents.
- Schedules and reschedules annual reexamination appointments. Generates and mails written appointment notices/confirmations to tenants.
- Generates required reports in an accurate and timely manner, providing supporting documentation as appropriate.
- Reviews and keeps updated on all applicable rules and regulations concerning assisted housing programs, as well as applicable local, state, and federal laws, regulations, codes, and Agency rules, regulations, and administrative plan.
- Accountable for consistent adherence to Agency standards regarding the ethical, responsible, and appropriate use, care, and safeguarding of Agency materials, supplies, resources, and other assets.
Education and Experience
Associates degree in Social Work, Public Administration, or closely related field from an accredited college or university desired. Four (4) years of Housing Management, social service program experience, or an equivalent combination of education and experience resulting in the ability to fulfill the essential job duties of the position.
The following Certifications must be obtained within twelve (12) months of employment or other allowable period of hire as authorized by the HCVP Director:
- Housing Choice Voucher
- Occupancy Specialist
- Rent Calculation
- Enterprise Income Verification System (EIV)
- Fair Housing
Knowledge and Skills
- Thorough knowledge of Agency operating policies and procedures; principles, practices and techniques, HUD regulations pertaining to low-rent housing; and services available through local social service agencies.
- Good knowledge of leasing agreement procedures, recertification process, public housing and Section 8 standards, and housing quality standards inspections.
- General knowledge of NC Landlord Law.
- Ability to accurately and completely document in writing appropriate events and activities.
- Ability to read and comprehend relatively complex material.
- Ability to establish and maintain effective working relationships with other Agency employees and residents.
- Ability to communicate both orally and in writing. Ability to follow oral and written instructions.
- Ability to prepare clear and concise narrative and statistical reports.
- Ability to operate appropriate Agency computer equipment and software packages.
Supervision Controls
The HCV Program Specialist receives instructions from and is accountable to the HCV Program Coordinator. The employee receives specific instructions regarding areas with which the employee is not familiar, priorities, deadlines, when complaints are brought to the attention of the supervisor, and when the supervisor is contacted by the employee for direction. In familiar, regularly occurring duties, the employee plans and carries out work activities with minimal supervision and independently resolves problems that arise. The employee’s work is reviewed regularly and closely for accuracy, timeliness, and conformity to organizational policies, federal, state, and local regulations and attainment of objectives. The employee has no supervisory responsibilities.
Guidelines
The employee performs routine duties by following established policies and procedures, applicable reference materials, published laws, regulations, handbooks, and training materials. These guidelines cover most job-related situations. The employee may require guidance from the supervisor in situations not covered by existing guidelines but has reasonable latitude in the performance of customary duties.
Complexity
The employee performs routine duties following established and specific Agency policies and procedures, applicable local, state, and federal regulations, traditional practices, and information from training and reference materials. The course of actions is determined by the circumstances, assessment of critical issues, supervisor input, and by established procedures and applicable regulations. The employee may coordinate, integrate, and/or prioritize tasks. Routinely, the employee may adapt procedures to the circumstances and make decisions concerning resident or maintenance problems, collections, and management of staff using personal judgement based on prior experience.
Scope and Effect
Housing Specialists are key employees in the management and operation of Affordable, Commercial, Section 8 and Public Housing programs. Their work affects residents, Agency profitability, community groups, and support agencies on a continuing basis. Successful accomplishment of duties by the employee enhances the Agency’s image in the community and its ability to meet its overall mission of providing housing that is decent, safe, and sanitary.
Work Relationships
The employee will interact daily with other residents, landlords, coworkers, local officials (police, judges), outside service agencies, utility companies, contractors, and advertising contacts. The purposes of these contacts are to obtain or provide information, plan and coordinate, and to advise, motivate, influence, or direct subordinates or others, and justify, defend, negotiate, or resolve matters and issues concerning public housing. Conditions under which contacts occur can range from normal to stressful in emergency situations.
Physical Requirements
- Work is principally sedentary, but may involve some physical exertion, such as kneeling, crouching, or lifting to
598 - Must be able 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 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, but also involves working outdoors during visits to housing developments, sites, dwellings, or facilities.
Other Requirements
- Must possess a State of North Carolina driver’s license with no negative infractions and regularly participate in continuous improvement and education.
- Must be available for occasional overnight travel for training.
- Must pass employment drug screening.
- Must pass criminal background check.
- Must work with the highest degree of confidentiality.