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Section 8 HCV NYC Subsidy Services Director
3 months ago
Possible Hybrid Workplace Opportunity
New York State Homes and Community Renewal (HCR) is the State’s affordable housing agency, with a mission to build, preserve, and protect affordable housing and increase homeownership throughout New York State.
A Civil Service exam is not required for this position. Candidates must meet the minimum qualifications outlined below to be considered.
Job Summary:
Under general supervision of the HCV Director, the Section 8 HCV NYC Subsidy Services Director will oversee the administration of almost 4,500 vouchers in New York City and ensure the program is in compliance with the HTFC Administrative Plan, Federal Section 8 regulations, and HUD guidance. This position will manage a team of approximately 25-35 employees, including case managers, case management supervisors, quality control staff, Family Self Sufficiency staff, a program manager, and clerical support. They will draft and implement office procedures and coordinate with statewide staff to implement appropriate quality assurance and control strategies.
Duties and Responsibilities include, but are not limited to:
Program Management
- Supervise and train employees, including case managers, case management supervisors, inspectors, the program manager, and other team members; ensure all staff are properly trained and meet certification requirements.
- Lead the administration of tenant-based vouchers in New York City, including managing the NYC waitlist, issuing additional vouchers as necessary to maximize utilization, assigning caseloads to staff, monitoring case management timeliness and accuracy, conducting random case sampling for compliance purposes, and ensuring proper follow up; strive to maintain a utilization rate of 95 percent or greater in the NYC program.
- Supervise the work of contractors who are assisting with inspections in New York City; make recommendations regarding the need for additional vendor capacity in order to remain compliant with inspection and case management requirements.
- Supervise training of new Case Managers and identify needs for additional training for existing CMs. Work with all Supervisors and Case Managers on on-going professional development, including time management and client interaction strategies.
- Ensure the timely resolution of inquiries and complaints from tenants, landlords, local elected officials, and other stakeholders regarding the New York City program; Assist the Statewide Deputy Director in tracking issues and drafting correspondence.
- Manage and improve staff performance including timely certifications and recertifications, annual inspections, and prompt customer service; minimize or eliminate any certification or inspection back-log.
- Provide a monthly metrics report to the HCV Director which includes current caseloads for all case managers, monthly output, the current utilization rate, waiting list indicators, certification backlogs, inspection backlogs, instances of emergency health and safety inspections/HAP abatements, etc.; recommend and track additional Key Performance Indicators for the New York City program as necessary.
- Ensure that the NYC program complies with all requirements contained within the Scope of Work for the current Local Administrator contract.
- Approve evaluations and job descriptions for all Subsidy Services staff.
- Liaison with staff at NYC HPD and NYCHA to coordinate services; explore the implementation of Small Area Fair Market Rents in coordination with the other two PHAs.
- Provides departmental support by responding to management issues as they arise, monitoring changes in regulations and guidelines and notifying staff, as well as maintaining departmental records.
- Oversee issuance of Section 8 programs voucher and management of the Family Self-Sufficiency Program in NYC.
- Establish performance measures and set targets for case managers related to response times, processing, empower staff to make recommendations on how to improve service delivery.
- Ensure services are accessible to people of all languages and cultural backgrounds as required by State law.
- Work with program and policy staff to develop a comprehensive procedure manual for the Department.
- Coordinate the electronic case file storage process in the NYC voucher program, working with DHCR case managers, the scanning team and ITS.
- Supervise the Program Manager who supervises one employee on the scanning team as necessary to establish an electronic data storage system that is paperless, secure and user-friendly.
- Supervise and promptly upload all e-faxes by assigned staff to the folder set up in the shared drive and to the individual case manager assignment folder in content server.
- Supervise, monitor and enforce corrective measures to facilitate various programs/systems incorporated for automated saving of all documents and correspondences generated by each case manager into the Content Server and into the particular folders under proper transaction type, document type and sub-document;
- Interact with the ITS when required on all aspects of the process and programming to ensure compliance with all Federal and State rules governing data security, integrity, and programmatic requirements.
- Interact with the vendor managing the Share Point System for the tracking tools and document generation functions of the program and reviewing of proper importing and uploading from FTP to Content Server.
- Interact with the vendor to be assigned with the mail clearing-house function for delivering all mailed documents generated by program.
- Review and correct or report for correction on a daily/weekly basis for any apparent error as seen from the various reporting tools created in Content Server on the work done by the scanning team and/or by case managers.
- Review and update the folders periodically in the Content Server for all log numbers by adding or moving log number folders to different sub folders in Content Server, depending on their status in SHCVS.
- Follow up with staff periodically regarding the implementation of the Document Imaging system & Work Flow, and Share Point for tracking/document generation to ensure adherence to new system requirements, and to trouble-shoot obstacles; report back to ITS, executive staff and vendors regarding any required improvements or upgrades.
HQS Inspection Unit
- Serve as the primary point of contact for the Inspections Vendor (CVR) and ensure completion of HQS inspections in the rest of NYC; receive and process data from the vendor.
- Develop a quality control plan for both in-house staff and the vendor; ensure that federal standards are being applied consistently and uniformly; monitor and report on inspection data.
- Manage the IMS (Inspection Management System) in collaboration with the vendor; facilitate periodic updates of IMS data to SHCVS.
This job description is not intended to be all inclusive and employee will be expected to perform other reasonably related duties as assigned.
Minimum Qualifications
- Bachelor’s degree and a minimum of 6 years’ experience
- Substitutions: four years of specialized experience or associate’s degree and two years of specialized experience may substitute for bachelor’s degree; J.D. or master’s degree may substitute for one year of specialized experience; Ph.D. may substitute for two years of specialized experience.
- Excellent writing and communication skills.
- Strong organizational and time management skills.
- Ability to work with a team and independently.
- Ability to handle shifting and multiple priorities in a fast-paced growth environment.
- Some in-state travel required.
What we offer at NYSHCR:
- Extensive benefits package including paid leave, including excellent health, dental, vision and retirement benefits with the New York State & Local Employees’ Retirement System.
- Promotional opportunity for dedicated professionals
- Work life balance benefits including a 37.5 hour work week and paid time off benefits including, vacation, sick, personal days, and Federal Holidays
- Opportunity for compressed scheduling
- 12 weeks of Paid Parental Leave
- Paid Family Leave
About New York State Homes and Community Renewal:
Under the leadership of Governor Kathy Hochul and Commissioner RuthAnne Visnauskas, HCR is a vibrant, innovative agency that integrates and leverages New York State’s housing resources. We have offices in New York City, Albany, Buffalo and Syracuse, and employ a diverse workforce of professionals who are hard-working and committed to serving low and moderate income families. Our mission is far reaching, encompassing single and multifamily housing finance, home improvement, rent regulation, housing subsidies, and community development. We partner regularly with a variety of public and private stakeholders.
Achieving this mission requires a wide range of skills and backgrounds in public policy, administration, real estate, construction. finance, law, and many other areas of expertise. We seek to provide a workplace environment that is productive, flexible, accountable, ethical, and caring. Our employees are empowered to make a difference where they live and work. We offer competitive pay and a comprehensive benefits package, including paid leave, health, dental, vision, retirement, and family-friendly policies.
Applicants must include resume and cover letter
New York State is an Equal Opportunity Employer (EOE)
