Contract Administration Specialist

Oklahoma Housing Finance Agency•Oklahoma City, OK

37d

About The Position

SUMMARY Administers the HUD Section 8 Project-Based contract administration program by performing the following duties. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. Responsible for attending various training courses, seminars, certification classes and other opportunities to increase knowledge of the technical and practical aspects of the programs assigned. PROGRAM DUTIES: Conducts required Management and Occupancy Reviews (MOR) and follows up on results of physical inspections conducted by third parties. Clearly, timely and adequately notifies owners of MOR findings and provides instructions on appropriate corrective actions. Follows up with owners who have compliance issues to correct and complete requirements for closeout. Processes contract rent adjustments requested by owners by verifying debt service, calculating utility allowance, calculating required Reserve for Replacement deposit amounts, securing funding from HUD, and executing and distributing rent schedules. Processes Section 8 Housing Assistance Payment (HAP) Contract renewals. Duties include all requirements of processing contract rent adjustments. Additional duties include reviewing the Rent Comparability Study (RCS) for completeness and preparation of HAP contracts. Assists residents in obtaining vouchers in the event a HAP contract is terminated. Assists CA Finance when necessary to ensure monthly vouchers are for eligible tenants. Addresses all health, safety and tenant issues received directly from tenants or referred by HUD . Follow up is conducted at least every two weeks with owners and tenant, as needed, to ensure appropriate action has been taken. Program Training: Responsible for developing and providing training and guidance to participants on technical issues, regulations, rules, procedures and general program guidelines by conducting general training sessions and direct training assistance with participants when requested and scheduled and disseminating appropriate updates and other technical information or data. Program Responsibilities: Ensures Acceptable Quality level (AQL) on all Performance Based Tasks (PBT) is achieved. Identifies and corrects any Disincentive Deduction items for any Performance Based Task (PBT). Maintains appropriate databases for program. Develops manuals for participant guidance, internal procedures, annual work plan, and all reporting procedures. Researches legal, technical or policy issues to participate in updating program rules, internal guidelines, and policy issues to comply with all Federal or state regulations. Assists in the preparation of materials for agency board meetings and participates when required. Assists in reviewing and preparing all program reports for all sources. Ensures all records, worksheets, work papers are adequately documented for any action taken by Contract Administration. Responsible for doing whatever needs to be done to enhance the overall operations of the Agency on a day-to-day basis. Responsible for delivering exceptional customer service to all external and internal customers by being polite and helpful at all times.

Requirements

Bachelor's degree (B. A.) from four-year college or university; or four to six years related experience and/or training; or equivalent combination of education and experience.
Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.
Ability to write reports, business correspondence, and procedure manuals.
Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the public.
Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.
Ability to apply concepts of basic algebra and geometry.
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Must have and maintain a valid driver's license.
Must be bondable.
Must obtain Certified Occupancy Specialist (COS) certification within one year after being hired.
This position has been identified as “Safety-sensitive.”
These positions will be subject to drug screening in accordance with the drug testing policy of the OHFA Employee Handbook.
Knowledge of the local, state, and federal laws governing the program.
Ability to understand, act on, and interpret policies, regulations, and procedures as set forth by the Housing Agency and/or HUD.
Ability to establish and maintain effective working relationships with co-workers, vendors, consultants, contractors, tenants, HUD, and local, state, and federal officials.
Travel is required with occasional overnight stays.
Must have reliable transportation suitable for essential job functions.

Nice To Haves

Knowledge of and experience in Multi Family Project Based Housing preferred.

Responsibilities

Administers the HUD Section 8 Project-Based contract administration program
Attending various training courses, seminars, certification classes and other opportunities to increase knowledge of the technical and practical aspects of the programs assigned.
Conducts required Management and Occupancy Reviews (MOR) and follows up on results of physical inspections conducted by third parties.
Clearly, timely and adequately notifies owners of MOR findings and provides instructions on appropriate corrective actions.
Follows up with owners who have compliance issues to correct and complete requirements for closeout.
Processes contract rent adjustments requested by owners by verifying debt service, calculating utility allowance, calculating required Reserve for Replacement deposit amounts, securing funding from HUD, and executing and distributing rent schedules.
Processes Section 8 Housing Assistance Payment (HAP) Contract renewals.
Assists residents in obtaining vouchers in the event a HAP contract is terminated.
Assists CA Finance when necessary to ensure monthly vouchers are for eligible tenants.
Addresses all health, safety and tenant issues received directly from tenants or referred by HUD
Responsible for developing and providing training and guidance to participants on technical issues, regulations, rules, procedures and general program guidelines
Ensures Acceptable Quality level (AQL) on all Performance Based Tasks (PBT) is achieved.
Identifies and corrects any Disincentive Deduction items for any Performance Based Task (PBT).
Maintains appropriate databases for program.
Develops manuals for participant guidance, internal procedures, annual work plan, and all reporting procedures.
Researches legal, technical or policy issues to participate in updating program rules, internal guidelines, and policy issues to comply with all Federal or state regulations.
Assists in the preparation of materials for agency board meetings and participates when required.
Assists in reviewing and preparing all program reports for all sources.
Ensures all records, worksheets, work papers are adequately documented for any action taken by Contract Administration.
Responsible for doing whatever needs to be done to enhance the overall operations of the Agency on a day-to-day basis.
Responsible for delivering exceptional customer service to all external and internal customers by being polite and helpful at all times.