Job Location

Remote Type

SUMMARY

This position is primarily responsible for handling all recertification’s and all necessary paperwork to be in compliance with regulatory agencies, maintaining daily, weekly, and monthly reports including. This position is also responsible for assuming all responsibilities associated with accomplishing property objectives as set forth by the Director of Regulatory Compliance and the Senior Vice-President by performing the following duties.

*This position is remote, however, regular travel to properties in Hamilton, Columbus, and Toledo, OH, is required.*

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Core duties and responsibilities include the following. Other duties may be assigned.
• Conducts all business in accordance with company policies and procedures, state and federal laws; e.g., Title VII issues, ADA, Fair Housing, OSHA, Fair Credit Reporting Act and all other laws associated with the industry.
• Understands and ensures adherence to all Fair Housing, Americans with Disabilities Act and Fair Credit Reporting Act and other laws related to leasing.
• Sends or delivers certification notifications to properties (1st, 2nd 3rd Reminder Notices) in a timely manner.
• Accesses EIV/TRACS and maintains information as required and send to site as needed.
• Ensures EIV/TRACS are coordinated with property staff to resolve issues.
• Audits move-in, AR, IR, and Transfer packets for compliance prior to approval.
• Finalizes Move-in, AR, IR UT and GR and notify site staff when ready for completion.
• Coordinates with properties the interviewing and verification process to remain on time for completion.
• Assists property staff in resolving EIV Income Discrepancies and TRACS error messages.
• Submits monthly HAP requests to appropriate agencies and assists property staff in resolving discrepancies.
• Ensures compliance with all HUD, IHDA, Tax Credit and/or other regulatory requirements related to the property’s funding sources.
• Is proficient in all aspects of the HUD 4350.3 Handbook and attend training, as needed to maintain a current understanding of revisions in these regulations.
• Ensures that certification files meet regulations and company compliance procedures.
• Prepares for and participates in management and occupancy reviews, internal and external file audits.
• Performs file audits as requested for all certifications prior to approval for transmittal to Agencies.
• Performs clerical and other compliance management tasks, as assigned.
• Reports issues and/or problems to the Director of Regulatory Compliance.
• Works with other staff in such a manner to maintain a cordial and efficient environment.
• Is familiar with the approved Resident Selection Plan and Affirmative Fair Housing Marketing Plan.
• Fosters and maintains positive resident relations and excellent communications with resident.
• Is responsive to resident questions, complaints, concerns and suggestions.
• Performs any other responsibilities as assigned by the Senior Vice-President and the Director of Regulatory Compliance.
• Completes forms; understands and implements compliance regulations; reads and analyzes regulatory requirements and a wide variety of correspondence (up to 50% of time).
• Communicate effectively with or visit with employees and regulatory agencies (approximately 40% of time).
• Develops training materials and handbooks (approximately 10% of time).
• Works in a fast-paced, multi-faceted and customer service-oriented environment.
• Works as a team player, interacts with others in a professional/pleasant manner and exercises problem-solving skills.
• Applies principles of logical thinking or defines problems, collects pertinent data, establishes facts, draws valid conclusions and initiates appropriate course of action.

ATTENDANCE:

Must be punctual and timely in meeting all requirements of performance, including, but not limited to, attendance standards and work deadlines; beginning and ending assignments on time; and scheduled work breaks; where applicable.

COMPETENCIES:

To perform the job successfully, an individual should demonstrate the following competencies:

Intellectual

• Analytical - Synthesizes complex or diverse information; Collects and researches data; Uses intuition and experience to complement data; Designs work flows and procedures.
• Design - Generates creative solutions; Translates concepts and information into images; Uses feedback to modify designs; Applies design principles; Demonstrates attention to detail.
• Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations.
• Project Management - Develops project plans; Coordinates projects; Communicates changes and progress; Completes projects on time and budget; Manages project team activities.
• Technical Skills - Assesses own strengths and weaknesses; Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others.

Interpersonal

• Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.
• External Working Relationships – Develops and maintains courteous and effective working relationships with clients, vendors and/or any other representatives of external organizations.

Leadership

• Change Management - Develops workable implementation plans; Communicates changes effectively; Builds commitment and overcomes resistance; Prepares and supports those affected by change; Monitors transition and evaluates results.

Organization

• Business Acumen - Demonstrates knowledge of market and competition; Aligns work with strategic goals; Analyzes market and competition and adapts strategy to changing conditions.
• Cost Consciousness - Works within approved budget; Develops and implements cost saving measures.

• Business Necessity – The needs of the employer may be dependent on responding to and anticipating rapidly changing external and internal demands in all aspects of how business is conducted. This may include, but is not limited to, organization structure, finances, goals, personnel, work processes, technology, and customer demands.

Therefore, it may become necessary to make modifications to how business is conducted and work is accomplished, with minimal or no advance notice to employees. Accordingly the employee must be capable of adapting, with minimal or no advance notice, to changes in how business is conducted and work is accomplished, with no diminishment in work performance.

• Safety and Security –All employees are responsible for observing safety and security procedures as applicable and reporting potentially unsafe conditions to management.

SUPERVISORY RESPONSIBILITIES:

This job has no supervisory responsibilities.

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION AND/OR EXPERIENCE:

High school diploma or general education degree (GED); or one to three months related experience and/or training; or equivalent combination of education and experience.

LANGUAGE SKILLS:

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

COMPUTER SKILLS:

To perform this job successfully, an individual should have knowledge of: Internet Software; Payroll Systems; Spreadsheet Software (Excel); Design Software; Human Resource Systems; Inventory Software; Order Processing Systems; Project Management Software; Word Processing Software (Word); Electronic Mail Software (Outlook); Presentation software (PowerPoint); Publisher software; Regulatory Software; and One Site Software.

CERTIFICATES, LICENSES, REGISTRATIONS:

• Certified Occupancy Specialist and/or Tax Credit Certification (if TC property).
• Bachelor’s Degree or Associates Degree preferred.

OTHER SKILLS, ABILITIES, AND QUALIFICATIONS:

• Must be willing to take direction and guidance.
• Must be able to effectively communicate with a diverse population and group of personalities.
• Must be able to effectively communicate in English, both in writing (grammar, spelling, etc.) and speech.
• Must be able to utilize basic math skills.
• Not less than 2 years experience in affordable housing with recertification responsibilities Required. 3 or more years preferred.
• Access to reliable transportation.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; walk; and stand. The employee is frequently required to use hands to finger, handle, or feel; reach with hands and arms. The employee is occasionally required to climb or balance; and stoop, kneel, crouch, or crawl.

The employee must occasionally lift and/or move up to 25 pounds.

Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.