Program Coordinator-PBCA TAP

Kentucky Housing Corporation•Frankfort, KY

About The Position

Serves as primary point of contact and provides documentation on research and responses to U.S. Department for Housing and Urban Development (HUD), property owner/agents and tenants for all tenant issues/concerns reported; responds timely, tracks and reports these issues/concerns using defined HUD and KHC systems. Responsible for working with the Financial Analyst Tenant Assistance Programs (TAP) and Assistant Director on HUD invoice reports. Responsible for acting as point of contact for property owners & managing agents when changes are necessary; obtains signatory authority and HUD approval for updates. Updates KHC internal systems to match HUD Secure Systems. Serves as administrator Housing Assistance Payment Reports System (HRS), responds to our external partners requests for assistance and works with KHC’s Technology Services team regarding any necessary updates/changes.

Requirements

Knowledge of Federal housing programs, laws and regulations
Knowledge of Principles and practices of Accounting/Audit
Knowledge of Crystal Reports software
Knowledge of Word processing/spreadsheet applications such as Microsoft Word/Excel
Knowledge of Basic rules of grammar and business writing
Knowledge of Basic mathematic principles
Skill in Collecting, analyzing and evaluating data
Skill in Dealing with a diverse group of external and internal contacts at all levels
Skill in Analyzing problems
Ability to Plan and organize work activities
Ability to Prepare reports
Ability to Handle sensitive/confidential information
Ability to Work in unsupervised environment
Position requires knowledge of MS Office Word and Excel.
Position requires ability to work effectively with a wide variety of people, including external contacts as well as cross-departmental teams; ability to work in a team and as an individual to gain consensus; ability to multitask; ability to deal effectively with conflict; ability to plan, organize, and coordinate activities.
This position also requires the ability to be flexible and adaptive to last minute changes in support of staff needs.
High school diploma or equivalent required with specialized or technical training through business school.
Position requires a minimum of one year’s experience working in a responsible position in a professional office environment.
Written Communication: Is able to write clearly and succinctly in a variety of communication settings and styles. Has the ability to get messages across that have the desired effect.
Customer Focus: Dedicated to meeting the expectations and requirements of internal and external customers.
Ethics and Values: Adheres to the corporate values of respect, commitment and integrity.
Organizational and Priority Setting Skills: Sets goals and objectives; identifies roadblocks; uses time effectively and efficiently and is able to handle uncertainty and cope with change.
Initiative: Effectively completes assigned tasks, seeks additional opportunities and continuously strives to improve skills and abilities.

Nice To Haves

Responsibilities related to federal, state, or local housing programs, property management or other related field preferred.
Incumbent must have knowledge of the Section 8 programs and Fair Housing regulations. Completion of the Certified Occupancy Specialist and Fair Housing courses or equivalent training is required within first year of employment.

Responsibilities

Tenant Issues/concerns
Serves as a point of contact for all tenant issues/concerns reported from tenants, or HUD staff. This includes taking calls, responding to e-mails, letters, etc. Complete reports, and update HUD secure systems and the Housing and Development Software (HDS) systems timely. Make individual judgments and decisions based on knowledge of the program to decide the best course of action, ensuring property owner/agent follow up till issue is resolved. Ensure the owner/agent compliance with HUD regulations as outlined HUD Notices, Memos, Handbooks and the Housing Assistance Payments (HAP) Contract.
Invoice and Reporting
Prepare and submit the monthly and annual invoice reports requesting administrative fees. Work with the Financial Analyst TAP and Assistant Director to collect all necessary information for inclusion in the reports.
HAP Reports System (HRS)
As Administrator for the system acts as the primary point of contact for all issues related to this system. Responsible for obtaining and verifying any changes to the Signatory Authorities. Works with Technology Services to identify any issues with system or needed updates/changes.
Property Owner/Agent changes
Responsible for changes to the property owner, management and other staffing. Verifies and processes requests for changes to: Direct deposit forms, W-9 forms and property contact information changes. Works with Assistant Controller and Financial Analyst to research and correct any errors with 1099s. Notifies accounting when any changes occur.
HUD Secure Systems
Complete yearly Cyber Security Awareness training required by HUD. Maintain an active status in HUD Secure Systems. Maintain strong knowledge of HUD Secure Systems and HUD program regulations/requirements.
Assist team with scanning and electronic storage of documents within defined systems. Assist with research of documents when needed and provide assistance and responses to HUD and auditors when requests for information are received.