Compliance Support Specialist

Detroit Housing Commission•Detroit, MI

About The Position

The purpose of this position is to work with the Operations and Compliance Manager to provide operational, administrative, statistical, compliance and technical support to the Detroit Housing Commission’s (DHC) Asset Management Department’s operation of the Low-Income Public Housing Program (LIPH Program). In conjunction with DHC’s property management staff, this position will determine and document participant eligibility, calculate income, calculate rent and monitor the contractual relationships with DHC’s Alternative Management Entities (AME) and mixed-finance entities in accordance with regulations issued by the U.S. Department of Housing and Urban Development (HUD) and DHC. A person in this position will perform in a capacity that supports the accomplishment of the goals and mission of the Asset Management Department. Persons in this position will perform under the general direction and supervision of the Operations and Compliance Manager.

Requirements

High School Diploma or GED, Associates preferred
Over 80% on all exams. 1% error rate on calculations, waitlist management, audit files, staff and resident correspondence, utilization, PIC, EIV within HUD guidelines. SEMAP, FSS
10 years PUBLIC HOUSING MANAGEMENT
11 years Asst Manager/Public Housing, budgets, REAC, SEMAP, PHAS, hearings & reviews, Public Housing Certifications, 5-Year & Designated Housing Plans ACOP, Admin Plan, trained staff, eligibility, termination
9 years AFFORDABLE HOUSING MANAGEMENT
Must have or be able to acquire a valid state driver’s license
Must pass federal, state, and local criminal investigation clearances, and pass a drug screening test administered by the Commission or its designated provider
Must be insurable under the agency’s insurance policy
Rent calc, certified occupancy specialist
Public housing rent calculation
Affordable housing management
Public housing specialist
Public housing manager
Accredited residential manager
Knowledge of Housing & Urban Development Public Housing regulations and policies pertinent to the department
Knowledge of HUD programs, requirements, and policies/procedures
Knowledge of DHC and departmental policies, procedures, and goals.
Knowledge of organization’s structure, policies and procedures
Knowledge of standard office procedures, filing, and standard office equipment, including computer, fax, copier, telephone system
Knowledge of the principles and practices of automated information systems, and data processing
Knowledge of the operation of commission and HUD computer system and software
Knowledge of basic office practices, procedures, and equipment
Knowledge of HUD rules and regulations that apply to property management: Fair Housing Laws, Michigan Real Estate Landlord-Tenant Law, OSHA Standards, Local and State Building Codes
Knowledge of HUD rules and regulations that apply to program eligibility and participation, income determination, HAP and tenant share calculation, rent reasonableness and payment standards
Knowledge of HUD regulations and guidelines relating to Housing Quality Standards (HQS) and State and Local building and occupancy laws or regulation
Knowledge PHAS and UPCS inspection systems
Knowledge of the RHF grant programs and Hope IV grant programs
Knowledge of DHC’s Administrative Plan and related policies and procedures
Knowledge of principles and practices of urban development and housing management
Knowledge of principles and practices of community programs and organizations
Act independently
Analyze situations
Attend to details
Communicate verbally
Communicate in writing
Concentrate
Empathize
Identify problems
Initiate
Manage pressure
Motivate
Multi-task
Organize
Problem solve
Think creatively
patience is needed with this position
Account for time and materials
Analyze and report data to understand effectively make decisions
Analyze contract modifications and make appropriate decision
Analyze invoices, purchase orders and requisitions accurately
Analyze situations, review available actions, and determine the best course of action
Anticipate potential issues to develop preventative actions
Attend to detailed work accurately and efficiently
Calculate, compute, summate and/or tabulate data and information, and present effectively
Communicate effectively orally or in writing with relevant stakeholders, internal and external, from a variety of backgrounds
Communicate technical ideas clearly and effectively
Complete work order forms in accordance with established procedures
Develop and maintain effective working relationships with stakeholders to accomplish organizational goals
Earn the confidence and cooperation of peers
Exercise judgment, decisiveness and creativity in situations involving evaluation of information against verifiable criteria
Skills are learned or acquired over time and indicate the capability to do something well
Exercise sound judgment in analyzing situations and identifying potential problems within scope of responsibility
Initiate and manage work projects
Lay out, oversee and coordinate public housing projects
Manage multiple priorities and demands within established requirements
Negotiate effectively
Operate standard office equipment
Plan, organize, complete or assign work and special projects in order to meet organizational goals
Prepare and analyze design specifications, statements of work or project proposals, draw conclusions and formulate recommendations
Provide feedback and guidance to management staff regarding eviction and security items
Provide high level, quality customer service both internally and externally
Read and understand department specific documentation, and policies and procedures
Research issues using a variety of sources to obtain data and information
Safely operate powered machines
Use sound judgment when implementing decisions

Nice To Haves

Knowledge of Section 8 is not required, but it is important when clients transfer from HCV to Public Housing to explain the differences

Responsibilities

Conduct annual recertification and interim recertification interviews in a manner that ensures issuance of notices of rent increases in accordance with applicable HUD and DHC requirements
Establish and maintain resident files in accordance with DHC file protocols
Ensure that the utility allowances used in determining tenant rent are correct and accurate, considering the size and type of unit and the utilities paid directly by the resident
Enter correct information and forward accurate and timely 50058 form to the Asset Management’s Operations and Compliance Manager for submission to HUD
Ensure that all move-in documentation is accurate and report any errors to site management and follow up with site management staff to assure corrections are made
Interpret manuals, notices and guidelines. Provide synopsis of such materials to staff highlighting relevant and important areas
Analyze results of PIC and EIV and compare file data to information in DHC’s LIPH Program’s management software
Provide training to staff on use of PIC and EIV systems
Monitor compliance with management, operating and regulatory agreements by AME managed and mixed-finance properties
Provide training to staff of DHC-managed, AME-managed and mixed-finance properties on leasing requirements
Assist site-managers with the correction of PIC errors to ensure the HUD-mandated monthly 50058 submission rate is met
Prepare, run and review periodic reports of re-certifications, inspections, accounts receivables, leasing, vacancies, work orders, unit turns, evictions and other applicable reports as requested
Prepare, run and review PIC, EIV and MASS reports, using DHC’s LIPH Program’s management software, of day-to-day operations to ensure compliance with policies/procedures
Provide training to staff on use of PIC and EIV systems
Generate reports as needed including, periodic MIS reports. Monitor monthly occupancy performance of DHC-managed, AME-managed and mixed-finance properties
Perform systematic audits of applicant and resident files for accuracy, including the review of calculations and ensure that all required documentation is present to determine compliance with established policies and procedures, federal rules and regulations, and the ACOP. Determine whether the family qualifies for the current unit; prepare reports of findings, recommendations and concerns, as appropriate. Prepare responses to audit findings as requested. Take follow-up action as required
Monitor and update files and records; process and record changes in status of current residents; verify qualifications; process re-certifications for continued occupancy with supporting documentation
Maintain communication with residents and management; notify residents of change in rent or housing eligibility; receive resident complaints regarding rental amount and take appropriate action to resolve problems
Make determination, in accordance with the ACOP, in response to a resident’s request to add family members for reasons other than the birth, adoption or court-awarded custody of children
Document all required information for annual recertification, new admissions, and interim recertifications, using EIV when available, or documenting the use of and the reason for the use of third-party verifications or documentation, in accordance with HUD requirements and DHC’s ACOP
Accept applications from the public. Explain LIPH Program procedures, eligibility criteria, waiting list preferences, anticipated waiting times, and other LIPH Program issues to applicants and the public. Place applicants on the waiting list in accordance with DHC’s Admissions and Continued Occupancy Plan (ACOP) and applicable HUD requirements
Serve as administrative support for the Asset Management Department to include receiving and managing correspondence, receiving and routing reports and other data, scheduling meetings, preparing correspondence, answering telephones, and routing calls, as required
Accept applications from the public. Explain LIPH Program procedures, eligibility criteria, waiting list preferences, anticipated waiting times, and other LIPH Program issues to applicants and the public. Place applicants on the waiting list in accordance with DHC’s Admissions and Continued Occupancy Plan (ACOP) and applicable HUD requirements
Wait list administration and management in accordance with applicable HUD and DHC guidelines. Participate in a periodic waiting list update (purge) and update applicants’ personal information and waiting list placement as required
All other duties as assigned