Director of Government Programs & Finance

Director of Government Programs & Finance

Department

Operations

Supervisor

Executive Director

Regular / Temp

Regular

Full / Part

Full Time

Description

The Director of Government Programs & Finance is responsible for overall operation of the Housing Authority’s Finance Department and Assisted Housing programs, under the supervision of the Executive Director. The Director of Government Programs & Finance performs managerial, supervisory, and administrative tasks involved in planning, organizing, coordinating, and directing efforts to provide low-income housing through the Assisted Housing lease program, with strong emphasis on HUD’s Housing Choice Voucher Program

Responsibilities

Government Program Department

• Monitors maintenance of Assisted Housing records to ensure compliance with HUD regulations and Housing Authority policies and procedures concerning housing programs.

• Monitor the occupancy rates of the Housing Choice Voucher Program, Special Programs and Public Housing Program, including the Two-Year Tool.

• Prepares grant applications for additional funding, as well as track and renew current grants.

• Establishes and maintains HUD-required financial records and statistical reports, and assists with HUD monitoring and reviews.

• Analyzes complex financial data, extracts and defines relevant information, and interprets data to determine past financial performance, project feasibility, and process improvements.

• Monitors changes in Federal, State, and local laws and regulations affecting the Section 8 Housing Choice Voucher Program by reading legislative reports, periodicals, and related materials.

• Implement standard operation procedures, reports, and tracking systems to ensure the accuracy and relevance of information and enforces department policies and procedures.

• Coordinates, supervises and identifies training needed in the department’s workflow; monitors the department performance, as well as provide counsel for the supervisory staff.

• Conduct audits to maintain the integrity of the programs and the department.

• Oversee and coordinate the annual SEMAP report.

Finance Department 

• Oversee accounting and financial administrative functions, financial reporting and compliance.

• Plan and coordinate audits with external auditors including the preparation of the annual audit report.

• Oversee, implement, and evaluate internal controls and best practices.

• Develop and conduct policy, procedures, controls, or actions as needed.

• Prepares and submits reports, budgets, records, and statistical information to the Executive Directive and Board of Commissioners.

• Responsible for maintaining the integrity of the system of accounting, procurement, reporting and all HABC’s records. 

• Assists with financial and strategic planning for the agency. 

• Develop annual budgets.

Maintenance Tech

Director of Government Programs & Finance

Department

Operations

Supervisor

Executive Director

Regular / Temp

Regular

Full / Part

Full Time

Description

• Responsible for helping to maintain the entire property in an attractive, comfortable condition.
• Assists in trash pickup, bulk pick, Laundry facilities trash, pool maintenance and curb appeal on
the property.
• Assists in all types of maintenance, when necessary and as requested.
• Complete the turnovers/make-readies of vacant units, as requested and in a timely manner.
• On-call in accordance with scheduling to handle maintenance emergencies from residents and
property emergencies
• Assists with resident functions, as requested.
• On call required

Responsibilities

The activities listed below are not all inclusive; however, they are indicative of the types of activities
normally performed by the Maintenance Tech.

• Complete all duties regarding make-ready/vacant units as assigned by Maintenance Lead and /or
Property Manager.
• Assist during trash-out of the apartment, moving heavy bulky items to designated property
location.
• Inspect vacated apartments and complete Make-Ready checklist before beginning turn over.
• Replace or repair window screens, latches, hinges, shelving, baseboards, mirrors, closets doors,
mini-blinds, ceiling fans, lights, etc.
• Check faucets, sink plugs and repair/replace as necessary.
• Services general plumbing and basic electrical needs of the property to include replacing/fixing
toilets, light switches, garbage disposals, ceiling fans, etc.
• Make new keys when requested. Replace vacancy lock (if applicable) on day lock is changed for
new resident move-in.
• Assists in maintaining inventory of tools, equipment and supplies and report any supplies needed
to Maintenance Lead and / or Property Manager.
• Replace burned out light bulbs, broken globes, etc., in units and throughout the exterior of the
property, as needed.
• Service appliances, as requested.

PHA/HCV Receptionist

Director of Government Programs & Finance

Department

Operations

Supervisor

Executive Director

Regular / Temp

Regular

Full / Part

Full Time

Description

The Receptionist/Clerk is responsible for the highest level of customer service for both clients and staff in providing a point of contact for walk in traffic, incoming telephone calls and providing office support to the Section 8 and Eligibility departments.

Responsibilities

Customer Service
1.Answer large volume of incoming telephone calls, assist callers, provide information, andmake community referrals, and direct calls to appropriate staff members.
2.Provide accurate information regarding application procedures, waiting lists, and qualifications to both callers and walk-in clients.
3.Provide and maintain appropriate forms, as needed.
4.Refer clients to staff for appointments or assistance.
5.Maintain professional and personable customer service.
6.Advise supervisors if client wait time exceeds 15 minutes.
7.Sign in vendors or visitors
8.Order/procure office supplies
Office Responsibilities
1.Update and maintain client information and program tracking.
2.Make copies.
3.Date stamp incoming paperwork and file.
4.Open lobby at 8:00 a.m. and close at 5:00 p.m.
5.Ensure lobby is clean and organized at all times.
6. Note all applicant and client calls are in software system.
7. Route incoming mail and paperwork to appropriate staff members.
8. Assist in filing duties.
9. Sending out mailings and letters.
10. Distribute incoming faxes to appropriate places.
11. Meter Mail, distribute mail and occasionally go to the post office.
12. Special projects and other assigned duties as needed
Collaboration
1. Attend department meetings and agency staff meetings.
2. Participate in HACSL activities and committees as needed or desired.
II. Job Requirements
1. Graduation from a standard senior high school or equivalent.
2. Two years full-time paid related job experience.
3. Valid driver’s license.
4. Able to communicate well in English language, both written and spoken.
5. Must be able to multi-task.
6. Ability to work well under stressful conditions.
7. General office and clerical skills required.
8. Because of the nature of this work, position requires someone pleasant, personable, and patient and having a desire to be of assistance to those in need.
9. Able to work with minimum day to day supervision.
10. Bilingual Spanish/English preferred.
11. Must be prompt and dependable.
12. Approach problems pro-actively and be solution focused.
13. Ability to work well with general public, low income individuals, the elderly and disabled.

HCV Specialist

Director of Government Programs & Finance

Department

Operations

Supervisor

Executive Director

Regular / Temp

Regular

Full / Part

Full Time

Description

Responsible for implementing the complete leasing cycle under the agency’s tenant-based rental assistance housing programs, primarily the Housing Choice Voucher (HCV) Program. Will work on all aspects of Section 8 program.

Responsibilities

  • Conducts annual re-certifications for HCV participants to determine continued eligibility and benefit level. This process includes scheduling re-certification appointments, collecting documentation, entering all information in computer data base, making revisions, calculating rent adjustments, and notifying residents and landlords orally and/or in writing of changes.
  • Ensures that all re-certifications are completed by required due date.
  • Determines eligibility for current program participants and recertifies participants, and accurately completes rent calculations for Housing Choice Voucher participants by following required federal regulations and local policies.
  • Submits files for case screening each month and completes any corrections for previous month by the stated due date.
  • Compiles files with all necessary documents following the verification hierarchy and other required policies outlined in the HCV Administrative Plan and Standard Operating Procedures (SOPs). This includes following-up on pending documents to ensure timely processing of interim and annual recertifications.
  • Receives approved inspection reports, and completes final rent calculations for any annual recertification or new lease (initials) in a timely and accurate manner. This includes notifying owners and tenants in writing of rent amounts.
  • Completes Housing Assistance Payment (HAP) contracts, obtains copy of lease, and obtains owner signatures on HAP contract within 60 days of contract effective date.
  • Processes interim increases and decreases accurately and timely each month, following the guidelines of the Administrative Plan and applicable SOPs.
  • Initiates fraud investigations and/or abuse identified through the Enterprise Income Verification (EIV) system and/or other third-party source.
  • Documents fraud, verifies income and follows the Fraud SOP to send fraud warning letter, recalculate rent or enter in fraud database for further review by Compliance.
  • As needed, prints EIV reports and places in tenant files within 90 days of Housing Assistance Payment Contract effective date for all new admissions, and follows up on any identified fraud.
  • Responds promptly to tenant and property-owner questions, returning phone calls and e-mails daily.
  • Establishes and maintains excellent working relationships with HCV program participants, property owners and managers.
  • Maintains client records on computer and in case folder, including processing and filing all incoming documents in a timely manner.
  • Manages clients’ file integrity in accordance with privacy and confidentiality laws and regulations.
  • Processes clients for termination for program violations, expired vouchers or voluntary withdrawals. This includes obtaining any necessary support documentation.
  • Assists with initial orientation briefings for new Housing Choice Voucher participants, Special Program allocations and moving orientation as required.
  • Serves as backup to issue vouchers and generate accurate rent estimates at initial and move orientations; expedites Request for Tenancy Approvals by verifying affordability, and requests inspections of dwelling units; and follows-up on pending Request for Tenancy Approvals.
  • Prepares monthly reports to advise supervisor of caseload status.
  • Provides information to clients about available housing options and how to choose quality housing.
  • Provides clients with resources and referral information needed to work toward self-sufficiency.
  • Performs other duties as assigned by supervisor.