Housing Management Specialist

Housing File Management Specialist

Department: Housing
Reports To: Housing Director / Compliance Manager
Status: Full-Time
Location: Administrative Office

Position Summary

The Housing File Management Specialist is responsible for maintaining complete, accurate, and audit-ready tenant files while ensuring compliance with HUD, HOME, LIHTC, ADFA, and other applicable housing program requirements. This position manages eligibility determinations, income verification, Enterprise Income Verification (EIV) compliance, annual and interim recertifications, rent calculations, tenant ledger reconciliation, and regulatory reporting.

This role serves as the Housing Department's primary compliance support position and works closely with the Housing Director, Compliance staff, Administration, and Accounting to ensure program integrity and regulatory compliance.

Essential Responsibilities

• Tenant File Management
• Maintain complete, organized, and audit-ready tenant files.
• Review applications and supporting documentation for accuracy, completeness, and eligibility.
• Verify household composition, income, assets, and program eligibility.
• Ensure all required forms, certifications, verifications, and supporting documentation are obtained and properly maintained.
• Prepare move-in packets and compliance documentation.
• Ensure applicants meet all eligibility requirements before approval for occupancy.
• Process monthly Utility Reimbursement Reports and submit them to Accounting.

Eligibility, EIV & Recertifications

• Run, review, and maintain required Enterprise Income Verification (EIV) reports.
• Investigate and resolve income discrepancies and failed verifications.
• Complete annual and interim recertifications.
• Calculate household income, tenant rent, and program eligibility.
• Monitor recertification deadlines and ensure timely completion.
• Maintain documentation supporting eligibility and rent calculations.
• Enter and update tenant information within housing management systems.

Financial & Tenant Account Responsibilities

• Review and reconcile tenant ledgers and rent accounts.
• Research and resolve account discrepancies.
• Monitor delinquent and prepaid balances.
• Coordinate with Accounting regarding deposits, refunds, final account statements, and account corrections.
• Assist with Housing Assistance Payment (HAP) processing and verification activities.
• Ensure move-ins, move-outs, recertifications, and tenant records are completed accurately before voucher submissions.

Compliance & Reporting

• Prepare monthly, quarterly, and annual compliance reports.
• Maintain reporting requirements for HUD, HOME, LIHTC, ADFA, and other housing programs.
• Assist with Management Occupancy Reviews (MORs), file audits, monitoring visits, and regulatory inspections.
• Upload required documentation into MITAS and other reporting systems.
• Monitor regulatory updates and assist with implementing compliance changes.

Qualifications, Education, & Experience

• High school diploma or GED required.
• Associate degree in Business, Public Administration, Accounting, or a related field preferred.
• Experience in affordable housing compliance, property management, housing administration, tenant file management, or accounting support preferred.
• Experience working with HUD, HOME, LIHTC, ADFA, EIV, MITAS, or similar affordable housing programs is strongly preferred.

Preferred Certifications

• Certified Occupancy Specialist (COS)
• Enterprise Income Verification (EIV) Certification
• HOME Compliance Training
• Fair Housing Certification
• Other affordable housing compliance certifications

Knowledge, Skills & Abilities

• Excellent organizational and records management skills.
• Strong attention to detail and commitment to accuracy.
• Knowledge of affordable housing regulations and compliance requirements.
• Ability to interpret and apply federal, state, and agency housing regulations.
• Strong analytical, reconciliation, and problem-solving abilities.
• Ability to maintain confidentiality while handling sensitive information.
• Proficiency with Microsoft Office and housing management software.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.

Why Join This Team?
Join an organization dedicated to expanding access to quality affordable housing and delivering exceptional service to the community. This role provides an opportunity to make a meaningful impact by ensuring compliance, supporting residents, and contributing to the success of critical housing programs.

Pay: $17.00 - $19.00 per hour

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Paid time off
• Vision insurance

Experience:

• HUD: 1 year (Required)
• Housing compliance: 1 year (Preferred)
• Property management: 1 year (Preferred)

Work Location: In person

Benefits:

Salary : $17 - $19