Housing Choice Voucher Specialist

Organization: Provo City Housing Authority

Job Title: Housing Choice Voucher Specialist

Location: Provo, Utah

Job Type: Full Time, 40 hours per week, Non-Exempt

Shift and Schedule: Monday through Thursday, 10-hour shifts.

Pay Range: Between $19.75 and $23.10 an hour ($41,080 and $48,048 annually), commensurate with experience.

About Us: Provo City Housing Authority (PCHA) intentionally supports the well-being and self-reliance of families and individuals by providing resources that compassionately promote confidence, stability, and opportunities to build and fortify a stronger community. As a vital part of our mission, we are seeking a skilled and experienced HCV Specialist who has a combination of technical knowledge, interpersonal skills, and strong organizational abilities.

Job Description: Under the direction of the Rental Subsidy (HCV) Manager, the Housing Choice Voucher Specialist maintains a caseload of participants who receive subsidy through the HUD HCV, and or Mainstream, NED, SPC, and other special programs. Assigned tasks include various technical, administrative, scheduling, and processing functions as they relate to the HCV program.

·        Request, prepare, and complete forms, correspondence, and documents to verify annual eligibility, including but not limited to, income verification, and family composition; create/maintain computer and hard copy confidential client files. Review files and all new information for internal consistency and completeness. E

·        Document, certify, and re-certify family income and eligibility before family moves to a new unit, and/or when families report changes in income or household size. Issue vouchers for moves with continued assistance. E

·        Verify family income and circumstances using outside (third-party) information sources. Communicate with families and provide information sources about documentation requirements. Ensures that the 50058s are correct and ready for PIC submissions. E

·        Apply independent judgment to complex housing needs fairly and consistently in accordance with continually changing regulatory rules, HUD regulations, and PCHA policy and procedures. E

·        Maintain files, logs, and other paperwork related to participant households to ensure all files meet State Examiners' audit standards. Coordinate information with the supervisor for denials, non-compliance, and termination of participants. E

·        Process unit changes for participants who move with continued assistance. Confirm the tenant is within the 40% affordability cap (tenant not paying more than 40% of income for rent and utilities). Contact the owner to verify and/or complete the Request for Tenancy Approval forms. Generate HAP contracts and tenancy addendums, lease addendums. On return of the required documents, process a payment adjustment to the owner. E

·        Process rental increases, verify rent reasonable attributions, negotiate new rental amounts with landlord(s), and notify the landlord of the outcome. E

·        Provide Federal and local housing program information, including policies and procedures, to the public; work with and build relationships with case managers and other agencies.

·        Complete detailed data entry for participant files; operate assigned equipment such as computers, printers, voice mail, copiers, fax machine, etc. E

·        Meet high customer service standards, including prompt return of phone calls, emails, and handling walk-in clients, according to protocol standards. Cooperate with external parties to evaluate and/or assist in the maintenance of Section 8 participation. E

·        Evaluate the needs of the customer for the appropriate referral to external service providers and/or in-house office staff. E

·        Attend all required training and safety meetings; use, maintain and replace assigned personal protective equipment; report all injuries and illnesses to the supervisor immediately; complete and submit incident/accident report as required; report hazardous conditions or unsafe work practices to supervisor; and follow all safety and health guidelines, practices, policies and procedures. E

·        Issue Vouchers to eligible program applicants and transfers. Conduct voucher issuance briefings, counsel families about subsidy calculations and unit affordability, and inform families of their obligations under the program. E

·        Assist participants in navigating the leasing and move-in process according to program rules. Work with landlords, property managers, and owners to verify and complete required forms. Confirm the unit and rent meet requirements and negotiate if necessary. Generate housing contracts. E

·        Educate participants about reporting and documentation requirements for income. Document and verify incomes and adjust subsidy amounts if there are changes in household circumstances, and notify families and landlords of changes in subsidy amounts. E

·        Ensure accurate payment is made to landlords in a timely manner. Create payment adjustments and holds when necessary. Process landlord notices of rent increase and notify families of new rent portions. E

·        Maintain record-keeping and file completeness and accuracy for all processes to meet program and audit standards. Respond in a timely manner to make corrections for audits, EIV, and PIC discrepancies. E

·        Partner with all interested parties, including family members, landlords, caseworkers, and internal staff, to ensure completeness, accuracy, and timeliness of responses during the housing program processes.

·        Perform related duties as assigned.

·        Education: High School diploma or equivalent, and 2 years of college-level course work in social services, bookkeeping, business, or related field; may substitute an additional 2 years of relevant work experience for the college-level course work.

·        Experience: 2 years’ work experience in data entry, PC word processing, or automated accounting system, and general office practices and procedures, or one year of experience as a Customer Service Specialist, social service position, or equivalent. Experience working with the homeless or other vulnerable populations. Excellent communication, conflict resolution, negotiation, problem-solving, crisis management, and organizational skills.  

·        Licenses and Other Requirements: Rent Calculation and Occupancy Certification are due within 12 months of hire.

·        Modern office practices and procedures.

·        Office equipment, such as a computer, calculator, copier, printer, fax machine, etc.

·        Accurate mathematical calculations, including computing averages and percentages.

·        HUD’s policies, rules, and regulations regarding the Housing Choice Voucher (HCV) Program.

·        Financial and statistical record-keeping skills and techniques.

·        Correct English usage, grammar, spelling, punctuation, and vocabulary.

·        Interpersonal skills include tact, diplomacy, patience, and courtesy.

·        Letter and report writing techniques.

·        Good telephone etiquette.

·        Customer service principles and practices.

·        Interviewing techniques.

·        Word processing, spreadsheet, and database software, including Word, Excel, and a participant software program.

·        Working knowledge of the Landlord-Tenant Act.

·        Work cooperatively and respectfully with staff, participants, housing providers, and the general public in handling multiple tasks with frequent interruptions and changes in priorities.

·        Mediate and seek resolution to disputes between housing providers and participants.

·        Handle stressful situations and time-sensitive deadlines.

·        Work effectively with angry, hostile, and/or verbally abusive individuals.

·        Work with diverse populations.

·        Interpret and explain PCHA and HUD rules, regulations, and policies, and other requirements related to participant eligibility, rent calculation, and determining appropriate bedroom size and lease forms.

·        Obtain PCHA recognized certification.

·        Accurately complete basic math computations, including computing averages and percentages.

·        Plan, schedule, and perform a variety of responsible technical and clerical work in support of an assigned function.

·        Interpret, apply, and explain rules, regulations, policies, and procedures.

·        Communicate effectively verbally and in writing.

·        Meet schedules and timelines.

·        Plan, organize, and prioritize workload.

·        Understand and follow verbal and written instructions.

·        Operate a variety of office machines such as a PC, copier, and other office equipment as needed.

·        Perform data entry efficiently and accurately.

·        Prepare letters, memos, and reports.

·        Excellent interpersonal skills with the ability to manage sensitive and confidential situations with tact, professionalism, and diplomacy.

·        Excellent organizational skills and attention to detail.

·        Proficient with Microsoft Office Suite or related software.

How to Apply: If you are interested in joining our team as a Housing Choice Voucher Specialist, please submit your resume and cover letter detailing your relevant experience and qualifications to joyler@provohousing.org.

Provo City Housing Authority is an equal opportunity employer and values diversity in the workplace. We encourage candidates from all backgrounds to apply.