Recertification Specialist

Job Summary

The Recertification Specialist manages all resident certifications and recertifications to ensure compliance with affordable housing programs such as HUD, LIHTC, and IHDA. Responsibilities include maintaining accurate resident files, verifying third-party documentation, supporting audits and compliance reporting.

This role may also assist with general property operations in the Property Manager’s absence and support reporting needs related to certifications, waiting lists, and resident accounts, depending on property requirements.

Key Responsibilities

Certification & Compliance

• Manage all resident certifications and recertifications from initiation through completion, including timely resident notifications (120/90/60 days).

• Meet with residents to complete the Resident Questionnaire and all required third-party verification forms.

• Send verification requests to third parties and ensure follow-up as needed.

• Accurately enter certification data into OneSite. Collect resident signatures for all required forms within compliance deadlines.

• Ensure full compliance with HUD, LIHTC, IHDA, and other applicable program requirements.

• Maintain certification of files in compliance with Evergreen’s standard file format and retention policy.

• Support and participate in external audits, MORs (Management and Occupancy Reviews), and internal file reviews.

• Perform file audits, move-in certifications, and move-out paperwork, including security deposit disposition documentation.

Reporting & Records

• Prepare and maintain reports related to certification status, waiting list management, rents, and deposits.

• Access and maintain EIV/TRACS records in accordance with agency protocols.

• Ensure timely and accurate data entry to support subsidy requests and reporting.

• Organize and file all documents promptly and securely.

Resident Engagement

• Foster and maintain positive, professional relationships with residents through respectful and clear communication.

• Respond promptly to resident questions, concerns, and certification-related issues.

• Represent Evergreen and the property positively by projecting a friendly and service-focused demeanor.

Team Collaboration & Support

• Work collaboratively with site staff to support a cooperative and efficient office environment.

• Assist with general administrative tasks and office management duties as assigned.

• Support leasing, compliance, and resident retention activities when needed.

• Report resident or file-related concerns to the Property Manager.

• Provide backup coverage for Property Manager duties as assigned.

Qualifications

Education & Experience

• High school diploma or GED required; Associate’s or Bachelor’s degree preferred.

• Minimum of 2 years of experience in affordable housing with recertification responsibilities required; 3 years preferred.

• Experience working with HUD, LIHTC, and other affordable housing programs strongly preferred.

Licenses & Certifications

• Illinois Candidates: Illinois Real Estate Leasing Agent License (must be obtained within 120 days of hire if not already held).

• Certifications such as ARM (Accredited Residential Manager) or CAM (Certified Apartment Manager) preferred but not required.

Technical Skills

• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Teams).

• Experience with RealPage OneSite or similar property management/compliance software is strongly preferred.

• Familiarity with basic regulatory platforms (e.g., TRACS, EIV) a plus.

• Ability to utilize basic math skills and interpret numerical data accurately.

Other Skills & Abilities

• In-depth knowledge of HUD 4350.3 Handbook and willingness to attend ongoing training to maintain current understanding.

• Familiarity with Resident Selection Plans and Affirmative Fair Housing Marketing Plans.

• Strong attention to detail and organizational skills.

• Ability to follow compliance procedures and meet deadlines.

• Works well independently and as part of a team.

• Adaptable to changes in work processes and able to take direction.

• Professional demeanor and commitment to resident service.

Work Environment / Physical Requirements

• Work is performed in a professional office setting within residential property environments.

• Regularly required to sit, use hands for computer tasks, and engage in resident and staff interactions.

• Frequently required to reach, bend, kneel, or organize physical files.

• Occasionally required to stand, walk property grounds, or access storage/mechanical areas.

• Must be able to lift and/or move up to 25 pounds regularly and up to 50 pounds occasionally.