HCV Program Coordinator

2 days ago

Grand Rapids, Michigan, United States Grand Rapids Housing Commission Full time
Job Summary

We are seeking a highly skilled and detail-oriented HCV Customer Service and Intake Coordinator to join our team at the Grand Rapids Housing Commission. As a key member of our staff, you will be responsible for administering the Section 8 Housing Choice Voucher Program (HCVP) waiting lists and determining eligibility of low-income families for placement in vacancies.

Key Responsibilities
  1. Administer the HCVP waiting lists and determine eligibility of low-income families for placement in vacancies.
  2. Process applications for the HCV program, reviewing all information to ensure eligibility and conducting credit checks and background investigations.
  3. Interview applicants on a scheduled basis and explain program and eligibility requirements, addressing applicant concerns and explaining decisions if applications are denied.
  4. Prepare move packets and assist applicants in completing forms and identifying required documents.
  5. Review applications and documentation for completeness, log applications, and accurately input data into the computer system.
  6. Determine whether applicants meet program eligibility requirements, contacting and interviewing references to determine suitability standards and ranking applications accordingly.
  7. Request additional documentation from applicants and/or references and/or conduct field visits and/or visits to applicants' places of residence when necessary.
  8. Notify applicants in writing of eligibility determinations in accordance with HUD regulations and Commission policy.
  9. Identify factors that indicate a particular type of residential complex or unit may be required to meet specialized individual needs.
  10. Conduct rent calculations and determine increases and decreases at reexaminations and verify income to evaluate participant's proper rent payment level.
  11. Assist in coordinating the orientation program for landlords and residents, implementing a comprehensive orientation program to ensure landlords and certificate/voucher holders are fully aware of their responsibilities and duties under the program.
  12. Explain HCVP rental agreements, payments, housing quality standards, and other program rules, regulations, and requirements to perspective tenants and landlords, resolving any issues or concerns on program requirements and utility allowances.
  13. Verify preferences for waiting list applicants and refer to suitable housing units.
  14. Accurately enter waiting list application information into the appropriate system, keeping information up-to-date, and ensuring correct coding.
  15. Purge wait lists and ensure a fair and impartial process of placement of referred waiting list candidates into available vacant units.
  16. Periodically review applicant files and update information on prospective tenants and place non-respondents in inactive files.
  17. Prepare, run, and send first, second, and third letters for recertifications, advise the appropriate HCV Coordinator, and prepare and distribute client recertification lists.
  18. Coordinate portability with other housing authorities or agencies and issue vouchers to housing program applicants, including transfers, maintaining records of incoming and transferring clients within the portability process.
  19. Work with outside agencies to implement the transition of residents under the Portability Housing Choice Voucher Program, preparing required information and accurately completing appropriate forms.
  20. Set up portability billing in the system to ensure payment of initial PHA and process incoming billing from other PHAs to ensure the correct rent is being paid on behalf of the tenant.
  21. Prepare and maintain documents and correspondence, such as agendas, memos, reports, forms, etc., using computer software such as word processing, spreadsheet, and database.
  22. Maintain filing and/or recordkeeping systems, including a suspense file for pending actions.
  23. Order office supplies and maintain supply inventory to ensure adequate stock levels.
  24. Perform back-up receptionist duties, including greeting visitors, clients, landlords, and staff, providing required assistance, and providing back-up support for other clerical positions.
  25. Accountable for consistent adherence to strong Commission standards regarding the ethical, responsible, and appropriate use, care, and safeguarding of Commission materials, supplies, resources, and other assets.
  26. Undertake and perform work in other functional areas to cover absences or provide relief, to equalize peak work periods, or otherwise balance the workload.
Requirements

We are seeking a highly skilled and detail-oriented individual with a high school diploma or equivalent and three years of relevant experience or an equivalent combination of education and experience sufficient to fulfill essential position functions.

The ideal candidate will possess a working knowledge of applicable federal, state, and local laws, rules, and regulations and Commission policies and procedures pertaining to public housing, including fair housing laws.

The candidate should also have knowledge of the guidelines, rules, and regulations governing the HCVP programs of the Commission and understand the Administrative Plan.

A thorough knowledge of interviewing techniques and record maintenance is also required, as well as the ability to meet and deal tactfully and courteously with the public.

The candidate should be able to understand and follow moderately complex written and oral instructions, communicate and relate to persons of diverse backgrounds and abilities, and make routine decisions in accordance with established administrative rules, regulations, and policies.

The ideal candidate will also possess the ability to operate the Commission's computer system and applicable software, knowledge of mathematics sufficient to perform calculations required for rent adjustments, and the ability to prepare clear, concise reports and make appropriate recommendations within the scope of responsibility.

A strong ability to communicate clearly and concisely, both orally and in writing, is also required, as well as the ability to establish and maintain an effective working relationship with tenants, landlords/owners, and other employees.

The candidate should be able to deal effectively with situations requiring tact and diplomacy and deal effectively with sensitive and confidential information.

A strong ability to prepare clear and concise narrative and statistical reports in a timely manner is also required.

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