Certification Specialist

LAKE COUNTY HOUSING AUTHORITY

POSITION DESCRIPTION

Certification Specialist 
 

VERSION Date:    9/2023

Reports To: HCV Program Manager

THIS IS A NON-EXEMPT POSITION

POSITION SUMMARY:        The Housing Choice Voucher Specialist is responsible for managing a caseload as assigned. This position requires day-to-day management of specific work processes and exceptional HUD knowledge and procedural skills to provide accuracy in ensuring that assigned processes meet regulatory requirements and agency goals. The specific work processes are caseload management of HCV programs may include, direct reporting and management of initial move-ins & program moves, and daily caseload management may include, interims processing, HAP contracting, portability and move outs for assigned caseload.

Essential Functions:

• Serve as a resource for program participants and landlords on technical and program issues; refers complex or sensitive issues to Management when necessary.
• Coordinates with colleagues to ensure smooth workflow and customer service. Serves as the primary point of contact for questions and issues relating assigned caseload. Makes recommendations for improvements to procedures and policies based on working knowledge and input from other specialist in the HCV Program.
• Based on the established schedule, notify program Applicants/Participants of scheduled eligibility appointments, determination family compositions, income and assets. Interviews applicants; verifies required information in accordance with HUD and PHA regulations, rules and policies. Notify applicant, participant landlord, of new HAP and tenant payment amounts within established time. Enter re-exam data into computer system and generate a HUD-50058. When necessary, process requested interim or special 50058s using the same basic procedures. Provide submission of weekly, monthly and quarterly initial move ins; inspections and program moves reports in a timely manner to the Housing Choice Administrator or designees.
• PIC and QC Corrections: Review and complete all corrections related to process and performance within 30 days in order to meet SEMAP for required assigned indicators
• Terminations: Initiate voucher termination for families who fail to comply with program requirements and require move outs. Initiate HAP Contract terminations for tenants who fail to comply with program requirements. Prepare cases for informal reviews or informal hearings; participate in hearings as required.
• Utilize a variety of computer software programs including standard office software for word processing (e.g. Word), presentation preparation (e.g. Power Point), and spreadsheet (e.g. Excel) applications. Use software for applications, waiting list, contracting, inspection scheduling, participant recordkeeping, HUD-50058 preparation, and reporting.
• Perform other assigned duties.
• Note: Management may assign portions of the duties above to other staff from time to time.

RELATED DUTIES AND RESPONSIBILITIES:

• Calculates over payments for unreported or under reported income; initiates the repayment process.
• Initiates the termination process for non-compliance with program guidelines, prepares file summary and case analysis for informal hearing/reviews.
• Researches, investigates and resolves (when possible) client and property owner complaints.
• Coordinate and follow-up appropriately with Housing Quality Standard (HQS) Inspections.
• Assist in performing a variety of clerical duties including answering telephones, scheduling appointments, record filing, preparing correspondence and taking applications.
• Attend available workshops and training opportunities to ensure compliance with changing HUD guidelines and regulations, therefore, occasional travel will be required.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:

• Ability to effectively communicate verbally with a variety of people, one-on-one, in small groups, and with larger groups in a briefing situation. Contacts include a diverse, low-income population, landlords, property managers, LCHA staff, and the general public. All customers must be served in a manner that reflects courtesy and professionalism.
• Ability to effectively communicate in writing, generally using existing form letters or other documents as examples.
• Ability to mitigate conflicts and negotiate successful resolutions to disputes among team members or with clients.
• Ability to share knowledge, mentor/coach, and motivate team members.
• Organizational and planning skills necessary to accomplish the individual’s own workload and ensure smooth workflow.
• Analytical skills necessary to: research policies, procedures, and guidance in response to specific questions or issues; determine (or make recommendations regarding) what guidance is applicable to the specific situation; and consulting with management decides what course of action will be taken.
• Utilize problem solving skills and consults with management when there is no direct related policy and/or regulation
• Knowledge of the HCV Program’s regulations, guidelines, procedures, and requirements including: HUD regulations and guidelines relating to program eligibility and participation, income determination, HAP and tenant share calculation, rent reasonableness requirements, payment standards, LCHA’s Administrative Plan and related policies and procedures, etc.; limited knowledge of Housing Quality Standards (HQS).
• Perform other duties as assigned.
• HCV Certification ( or ability to obtain within 180 days)

EDUCATION AND EXPERIENCE:

Associates degree, or equivalent, and experience (5-10 years) in Housing Choice Voucher tenant-based and/or Public Housing, subsidized rental property management/social services or related field with extensive rental calculation analysis skills are required. Housing authority experience is preferred. Experience may be substituted for educational requirement. Certification as a Housing Choice Voucher Specialist in the areas of occupancy, rent calculation, and/or eligibility is highly desirable. Supplemental college coursework or training in casework management, social work, social sciences, or a closely related field is desirable.

SPECIAL REQUIREMENTS:

• Possession of a valid motor vehicle operator’s license from the state of residency with required automobile insurance coverage.
• Must be bondable.
• Employee will be required to complete and pass a basic HCV training course scoring 70% or greater within 12 months of assuming this position. Failure to successfully complete the training within this time period may result in reassignment or termination of employment.