Special Programs Specialist

Summary

The primary purpose of this position is to support the Department of Rental Assistance with the case management of program participants in special programs. The incumbent maintains a caseload and is responsible for the programmatic and administrative functions associated with the participants' eligibility in the Authority's housing assistance programs, which may vary according to program regulations. Additionally, the incumbent processes annual reexaminations, interim changes, moves, and rent increases for housing assistance for the following programs:  HUD-VASH, SRO, Foster Youth to Independence, Portability, project-based voucher associated participants, and other special programs.

All activities must support the Housing Authority of the Birmingham District's ("HABD" or "Agency") mission, strategic goals, and objectives.

Essential Duties and Responsibilities

The position duties and responsibilities listed below describe the general nature and scope of work. Other responsibilities, duties, and skills may be required and assigned as needed.

• Receives and reviews applications from applicants (assists when necessary); interviews applicants; investigates and verifies information received and determines housing eligibility based on income and family composition.

•      Calculates annual income, determines initial and continued eligibility and calculates tenant rents and total payments according to related regulations, determines income allowances and deductions, and provides tenants with relevant documentation.

• Calculates Housing Assistance Payment ("HAP") amounts, tenant rents, and utility reimbursements.
• Processes Rent Increase Requests.
• Interviews participants for recertifications following housing program regulations; explains housing program obligations; verifies the information provided on reexamination or recertification forms, and determines continued eligibility of participants.
• Analyzes Enterprise Income Verification (EIV) reports and compares EIV information with documents provided by participants to determine reporting discrepancies. Addresses or escalates discrepancies as required.
• Contacts landlord to determine contract rent; negotiate lease agreements; reconcile monthly HAP and utility assistance payments.
• Conducts briefings for new admissions, moves, and port-ins; assists with workshops and training.
• Counsels participants on housing program obligations. Provides referrals and crisis intervention as needed.
• Establishes and maintains relationships with external service providers to coordinate counseling and services.
• Conducts community outreach and education to engage property owners about special programs.
• Issues Housing Choice Vouchers to individuals and families requesting to move, exercise portability options or require a smaller or larger unit.

•           Accepts requests for tenancy approval and conducts rent reasonableness and affordability determinations. Documents process as required.

• Assists with rent negotiations when requested by the participant.

•       Coordinates with landlords to obtain and provide documents, including leases, HAP contracts, and affordability notifications.

• Initiates and executes HAP contracts.
• Initiates termination of assistance of individuals and families for non-compliance, non-performance, or other grounds in conformance with established HABD policies and procedures.
• Maintains participant and landlord files and documents historical records within required compliance.
• Completes annual recertifications of participants in conformance with HABD policies.

•      Establishes and maintains filing system and clerical procedures for applications and moves; enters and retrieves data from the system, ensuring accuracy and completeness of the information.

• Pulls files and schedule appointments for reexaminations; make revisions, calculate rent adjustments, and notify participants and landlords in writing of changes.
• Generates and mails correspondence or notices to landlords and participants for appointments, changes in rent, termination of assistance, or other reasons.
• Assists with the monthly processing of checks payable to owners and participants; prepares and balances individual data sheets to Program Support Team Lead for reconciliation.
• Prepares and distributes incoming/outgoing mail and files necessary information into participant files.

• Performs data entry for all adjustments, tenant move-ins, changes, ports, or other changes to participant data; ensures accuracy of information. Tracks and monitors data for HUD reporting.

•           Performs quality control audits and makes corrections to tenant files.

•            Prepares files for third-party and HUD audits.

•        Forwards files to Compliance staff to review for possible program violations as appropriate.

• Counsels participants and assists in resolving problems between landlords and participants, including lease negotiations, transfer agreements, terminations, delinquent rent, property damages, etc.
• Prepares monthly reports to advise Program Support Team Lead of caseload status.
• Ensures assigned caseloads are completed promptly; balances caseload actions with HCV rent roll.
• Enters HUD form 50058 data for all recertifications and interim examinations and make corrections as needed.
• Monitors and tracks zero income participants every 90 days.
• Updates team lead regarding activities and tasks every week.

•       Performs administrative and clerical duties, assisting the Rental Assistance Department and other departments as required.

•       Performs other related duties as assigned.

Behavioral Competencies

This position requires the incumbent to exhibit the following behavioral skills:

Job Knowledge: Exhibits requisite knowledge, skills, and abilities to perform the position effectively. Demonstrates knowledge of policies, procedures, goals, objectives, operational entities, requirements, and activities as they apply to the assigned organizational entity of HABD. Uses appropriate judgment & decision-making in accordance with the level of responsibility.

Commitment: Sets high-performance standards; pursues aggressive goals and works hard/intelligent to achieve them; strives for results and success; conveys a sense of urgency and brings issues to closure; persists despite obstacles and opposition.  

Customer Service: Meets/exceeds the expectations and requirements of internal and external customers; identifies, understands, monitors, and measures the needs of internal and external customers; talks and acts with customers in mind.  Recognizes work colleagues as customers.

Effective Communication:  Ensures important information is passed to those who need to know; conveys necessary information clearly and effectively orally or in writing. Demonstrates attention to and conveys an understanding of the comments and questions of others; listens effectively.  

Initiative: Proactively seeks solutions to resolve unexpected challenges. Actively assists others without formal/informal direction. Possesses the capacity to learn and actively seeks developmental feedback. Applies feedback for continued growth by mastering concepts needed to perform work.

Responsiveness and Accountability:  Demonstrates a high level of conscientiousness; holds oneself personally responsible for one's work; does a fair share of work.  

Teamwork: Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; Contributes to building a positive team spirit; puts team's success above own interests; supports everyone's efforts to succeed.

Job Competencies

• Knowledge of HUD, federal, state, and local laws and regulations, and HABD policies and procedures related to the position.
• Knowledge of the general operations and procedures of HABD properties and the Housing Choice Voucher Program.
• Knowledge of public housing residents' issues and ability to counsel individuals of varying social, educational, and economic backgrounds.
• Knowledge of the HCV program and applicable HUD rules and regulations.
• Strong language and communication skills.
• Proficient in basic mathematical and statistical skills and ability to understand and interpret data, charts, and graphs.
• Skill in performing research and analysis.
• Ability to prioritize tasks and work in a fast-paced environment.

•        Ability to establish and maintain effective working relationships with co-workers, vendors, consultants, contractors, tenants, HUD, and local, state, and federal officials. Ability to communicate with people from a broad range of socio-economic backgrounds.

Education and/or Experience

Associates Degree or two (2) years of college work from an accredited college or university with major course work in Business/Public Administration, Social Services, or related field and one (1) year of experience in property management, public housing, the Housing Choice Voucher Program, or a closely related public service agency/entity.  A minimum of two (2) years of progressive professional development in any other field may be considered.  Section 8 or Public Housing experience preferred.

An equivalent combination of education and experience in other fields may be considered.

Must obtain an HCV and rent Calculation certification within six months (6) of employment.

Some positions may require possession of a valid driver's license and the ability to be insurable under HABD's automobile insurance plan at the standard rate.

Technical Skills

The employee should have strong computer skills (e.g. MS Word, Excel, PowerPoint, and Outlook) to perform this job successfully. Must have the ability to learn other computer software programs as required by assigned tasks.  

Physical Demands

The physical demands described here represent those that an employee must meet to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

To perform this job successfully, the employee is frequently required to remain in a stationary position. Daily movements include sitting; standing; reaching, grasping, operating computers and other office equipment; moving about the office, and attending onsite and offsite meetings. The employee must be able to exchange information in person, in writing, and via telephone. The employee must occasionally transport up to 25 pounds.

Work Environment

The work environment characteristics described here represent those an employee encounter while performing this job's essential functions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Office environment. The noise level in the work environment is moderate.

The position is open until filled.