Title: PBV Specialist
Reports To: PBV Manager
Department/Division: Operations/ Housing Choice Voucher Program (HCVP)
FLSA Status: Non-Exempt
NO PHONE CALLS PLEASE!
Responsible for coordinating and managing the Project-Based Voucher (PBV) Program and Community Based Rental Assistance Programs (CBRA) programs for HCVP compliance and oversight activities pertaining to consistent application of program compliance. The duties listed below are intended only as illustrations of the various types of work that may be performed. Responsibilities include, but are not limited to, the following:
1. Conducts audits of internal and external resident files; develops and produces reports to ensure reporting and tracking of indicators and other compliance requirements are met; establishes and monitors corrective action plans to ensure on-going program compliance.
2. Holds briefings and interviews applicants on a scheduled basis and explains HCVP program and eligibility requirements. Addresses applicant concerns regarding program, application processing, waiting list placement, and explains decisions if application denied.
3. Assists applicants in completion of forms and the collection of required documents.
4. Reviews applications and documentation for completeness and accuracy, logs applications, and accurately inputs data into computer.
5. Prepares and sends written requests for income verification. Obtains, verifies, and calculates all sources of income and resources to determine financial eligibility of applicants.
6. Processes criminal background checks. Forwards negative information to the compliance department for further investigation and response.
7. Determines whether applicants meet program criminal and income eligibility requirements.
8. Requests additional documentation from the applicant. Ensures that all requirements for written, independent verification of information are met in an appropriate and timely manner.
9. Notifies applicants in writing of eligibility determination in accordance with HUD regulations and Authority policy.
10. Purges the waiting list at least annually.
11. Verifies preferences for waiting list applicants. Forwards adequate number of updated and completed applicant files to Management as appropriate based on utilization.
12. Accurately enters waiting list application information into appropriate system, keeping information up-to-date, when applicants submit changes.
13. Periodically reviews applicant files and updates information on prospective tenants and places non-respondents in inactive files.
14. Issues vouchers to all eligible applicants, from the waiting list, port-in applicants/participants or applicants who are referred through Special Programs.
15. Processes Request for Tenancy Approval packages for applicants. Provides extensions to applicants who may need more time to search for housing.
16. Conducts and/or participate in trainings for partner agencies and property management staff
17. Monitors HUD’s Public and Indian Housing Center (PIC) system to ensure timely reporting of third party 50058s; monitors Enterprise Income Verification (EIV) system, distributes information to the appropriate PBV site and verifies corrections are made.
18. Ensures timely and accurate input and maintenance of relevant data into electronic records system.
19. Responds appropriately to quality assurance reports regarding accurate and timely completion of field audits and achievement of target to close out review.
20. Responds to owner/agent inquiries regarding HUD regulations, answering questions and analyzing situations to determine best response depending on the circumstances.
21. Performs tenant rent calculation, ensuring accuracy and consistency with local market rates and taking into account various relevant factors to ensure correct payment of HCVP rental subsidies.
22. Handles documents of a sensitive nature and maintains confidentiality regarding all documents and information received by or in the possession of the employee.
23. Conducts program eligibility and continued eligibility to ensure maximum utilization in the Community Based Rental Assistance programs.
24. Performs other duties as assigned.
Education and Experience
Bachelor’s degree in Business, Public Administration, or a closely related field from an accredited college or university and one (1) to three (3) or more years of experience in property management or low income housing, or an equivalent combination of education and experience sufficient to fulfill essential position functions. The following Certifications must be obtained within twelve (12) months of employment or other allowable period of hire as authorized by the PBV Manager:
1. Housing Choice Voucher Specialist
2. HCV Rent Calculation
3. Enterprise Income Verification System (EIV)
4. Fair Housing
5. RAD PBV Housing Specialist
6. Low Income Housing Tax Credit Certification
Knowledge and Skills
1. Thorough knowledge of HCV Project-Based or Community Based Rental Assistance eligibility requirements pertaining to tenants and owners, as required by HUD.
2. Requires good interpersonal, oral, and written communication skills.
3. Ability to present information in a clear, organized, and convincing manner.
4. General knowledge of the modern principles, practices, and techniques of personnel management and training.
5. Ability to accurately and completely document in writing appropriate events, findings, and activities.
6. Ability to supervise the work of others and to hold subordinates accountable for tasks assigned.
7. Ability to successfully meet aggressive deadlines.
8. Ability to establish and maintain effective working relationships with subordinates, co-workers, and persons outside the Agency.
9. Ability to prepare clear and concise narrative and statistical reports and deal effectively with situations requiring tact and diplomacy, yet firmness.
10. Ability to operate appropriate Agency computer equipment and software packages.
The PBV Specialist receives instructions from the Lead PBV Housing Specialist or PBV Manager. Courses of action, deadlines, and priorities are established by procedure or the supervisor. Routine duties are initiated by the employee without supervisory direction. Instructions to the employee may be general or specific in nature and usually pertain to meeting contract deadlines. Problems or situations not covered by instructions are referred to the supervisor for resolution. The employee's work is reviewed closely during each phase of the assignment and upon completion for accuracy, progress, and compliance with procedures. The employee has no supervisory duties.
The employee refers to reference materials and an electronic record system follows established policies and procedures and federal regulation in performing routine duties. For situations where there are no guidelines, the employee requests guidance from the supervisor.
The employee performs a variety of related tasks which are routine in nature. The employee identifies work that needs to be done, coordinates efforts, performs assigned tasks, and works to meet internal and external deadlines to provide a review or response to agents/owners. Difficulty may be experienced in assessing results of reviews.
Scope and Effect
The employee's work affects PBV and CBRA Section 8 compliance with contracts. By successfully meeting deadlines, the employee contributes to positive revenue flow for the Agency, which affects its continued ability to provide and expand housing opportunities for low income families.
The employee's personal contacts are mostly with other employees, applicants, contractors (HUD and CGI) agents/owners, etc. Contact serves multiple purposes including: exchanging information, resolving problems, providing services motivating, justifying, defending, and making decisions. The contacts may, at times, be difficult to deal with, but on the whole, are cooperative and receptive.
1. Work is principally sedentary, but may involve some physical exertion and exposure to weather conditions and temperature changes during on-site visits and travel to meetings.
2. Must be able to establish and maintain effective working relationships with subordinates, co-workers, and persons outside the Agency.
3. Must be able to sit and/or stand for up to eight hours at a time while performing work duties.
4. Must be able to use fingers bilaterally and unilaterally to operate office-related equipment.
5. Must have vision and hearing corrected to be able to perform essential job functions.
6. Must be able to maintain punctuality and attendance as scheduled.
7. Must be able to perform essential job functions in an environment that will sometimes include increased levels of work-related stress.
8. An employee may request a reasonable accommodation to mitigate any of the physical requirements listed above.
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.
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.