Lead PBV Specialist

Position Summary

Responsible for oversight and counsel of HCVP Project Based Voucher Housing Specialist(s) while keeping the Project Based Voucher 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 clients, 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 and 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 Agency policy.

Monitors and maintains participant files and processes files in accordance with Agency procedures and HUD regulations, and secures all files daily.

Oversees and monitors staff to ensure compliance with HUD guidelines and regulations, the Agency’s Administrative Plan, federal, state, and local regulations, laws, ordinances, and Agency 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 including purging of waiting lists, eligibility determinations for applicable programs, and lease-ups.

Assists landlords/owners and tenants in resolving disputes and makes recommendations to the HCVP PBV Manager.

Answers inquiries concerning policies and practices associated with the HCVP/PBV program for all aspects of the tenant based or project based program.

Works with partner agencies to ensure proper implementation of CHA’s Community Based Rental Assistance Program.(CBRA)

Quality Control and approves files submitted by partner agencies and property management companies performing site-based administration for the RAD-PBV, Traditional PBV and CBRA programs, as needed.

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 PBV 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 PBV 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 Agency standards regarding the ethical, responsible, and appropriate use, care, and safeguarding of Agency materials, supplies, resources, and other assets.

Performs quality control duties for direct reports’ waiting list pulls, new admissions, and annual and interim recertifications.

Assists HCVP PBV Manager in completing performance evaluations of direct reports.

Assigns High Gear tickets

Reviews Operating Cost Adjustment Factor packages prior to approval.

Reviews and Maintains RCRS (Rental Compliance Reporting System) database for LIHTC

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. Must have at least two (2) years of experience as a Housing Specialist.

The following Certifications must be obtained within eighteen (18) months of employment or other allowable period of hire as authorized by the Senior Vice President of HCVP:

-Housing Choice Voucher Specialist w HCV Rent Calculation

-RAD PBV Specialist w Fair Housing

-Enterprise Income Verification System (EIV) w Low Income Housing Tax Credit Certification

 

Knowledge and Skills

Working knowledge of federal, state, and local laws, rules, and regulations and Agency 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 Agency’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 PBV Manager 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 Agency policies and attainment of objectives.

The Lead Housing Specialist makes general assignments to subordinates within the Project Based Voucher division and specifying priorities, deadlines, and objectives. The HCVP PBV 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 Agency 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 Agency personnel. The employee's efforts can enhance the Agency'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 Agency 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.