The duties of the position include a wide range of activities in support of the administration of 3,700 Housing Choice Vouchers. The Assistant Supervisor is responsible for managing the daily activities of a group of 8 housing professionals including overall performance and compliance with HUD rules. Reports to the Housing Choice Voucher Program Supervisor.
PRINCIPAL DUTIES AND RESPONSIBILITIES
- Research regulations for Housing Choice Voucher Program by reviewing the federal regulations, regulatory bulletins, PIH Notices, and other sources of information.
- Serve as a resource for employees to respond to questions on policy, procedures, rules and regulations. To research information and external regulations and laws that may impact policy or compliance.
- Manage the day-to-day auditing process, overseeing the implemented audit plans and conducting the program audits. The specific areas of audit include but are not limited to: audits client’s certifications, re-certifications, and/or interim reviews; audits of Special Programs and other audits as needed.
- Prepare detailed summaries of audit findings that include the corrective actions.
- Ensure monitoring, tracking of error reports for findings and work with employees on correcting the errors so that appropriate actions are taken to avoid similar errors and that responses are submitted in a timely manner.
- Annual Re-certifications, Interim Adjustments and Owner Rent Increases
- Monitor overall team compliance by performing quality control reviews, staff productivity, and attendance.
- Responsible for assisting with hiring, training and supervision of Housing Specialists.
- Ensure accurate and timely 50058 forms are submitted to HUD in 90 percent of all cases.
Customer Service and Files
- Ensure that applicants, participants and landlords are treated in a courteous and professional manner, with phone calls returned promptly and complaints investigated and resolved in a timely manner.
- File logs used to track participant file locations are maintained in an accurate manner so that all files can be located at any time.
- Communicate with applicants, participants, landlords/owners and co-workers in a manner that is courteous and professional.
- Participate in the revision to departmental policies and procedures.
- Perform other duties as assigned.
KNOWLEDGE, SKILLS AND ABILITIES
- Knowledge of HUD policies, and other federal, state and local laws, rules and regulations related to low-income housing and Houston Housing Authority policies.
- Knowledge of good public policy practices and procedures.
- Knowledge of oral and written Spanish preferred but not required.
- Knowledge of HUD Housing Choice Voucher (HCV) and Housing Quality Standards (HQS) rules. Must achieve certification in HCV, HQS, and Rent Calculation within one (1) year of hire.
- Ability to communicate with and relate to persons of diverse backgrounds and abilities and to establish and maintain effective working relationships with participants, landlords and the public.
- Ability to read, write and perform mathematical calculations at a level commonly associated with the completion of high school or equivalent.
- Ability to supervise others effectively and collaboratively, reinforcing good performance and dealing firmly but fairly with less than satisfactory performance.
- Ability to meet both internal and SEMAP program deadlines.
- Ability to plan and prioritize work.
COMPLEXITY / SCOPE OF WORK
- The employee will be required to make sound managerial decisions demonstrating strong leadership skills.
- The employee will frequently be required to use independent judgment in making recommendations and decisions.
- The employee has significant responsibility for updating procedures and guidelines to ensure that they are effective, efficient and comply with HUD requirements.
- Employee performs multifaceted work requiring a deep understanding of HUD rules and requirements relative to voucher program eligibility, income, rent, inspections and contract procedures.
- The employee must be able to handle complex interpersonal situations involving conflicts between assisted tenants and landlords with skill and professionalism.
- The employee’s work is essential to the successful operation of the voucher program. The employee’s efforts affect Houston Housing Authority’s ability to earn administrative fees and to obtain additional vouchers and funding.
- The employee is responsible for both the compliance and performance of the Housing Choice Voucher Program staff, as well as, the program outcomes they produce.
- Receive both written and oral instructions.
- The employee must be able to work independently, performing complex work in an accurate and timely manner without close supervision.
- The position entails balancing competing priorities and analyzing the affordability of various proposals from staff.
- The employee performs duties by following the HUD Code of Federal Regulations, HUD handbooks, HUD Transmittals, the Houston Housing Authority Administrative Plan, the Houston Housing Authority Housing Choice Voucher Program Guide to operations and other instructional memos.
- Methods for accomplishing routine work are at the discretion of the employee, subject to existing practices and procedures.
- Historical practices and verbal instructions from supervisors are also available.
- Employee supervises Housing Specialists.
- The employee has contact with Houston Housing Authority employees at all levels and with various categories of persons including; the general public, residents, landlords, and representatives of various public agencies.
- The primary purposes of contacts are to gain, clarify, or give information; plan, coordinate, and advise on work efforts; motivate, influence, or direct persons or groups; and to justify, defend, negotiate, or resolve controversial matters or issues.
- The employee may come into the possession of confidential information either with Housing Choice Voucher participants or employees. A high level of discretion must be maintained at all times.
PHYSICAL DEMANDS / WORK ENVIRONMENT
- Work is principally sedentary, but may involve some physical exertion, such as kneeling or crouching to obtain files, and eyestrain from working with computers and other office equipment.
- There is some degree of stress resulting from contact with applicants, participants, landlords, the public and other employees.
- Work involves the normal risks and discomforts associated with an office environment, but are usually in an area that is adequately cooled, heated, lighted and ventilated.
- MINIMUM QUALIFICATIONS
- Bachelor’s Degree in Business Administration, Public Administration, Urban Affairs, City Planning, Accounting, Sociology, Psychology or a related field is preferred.
- A minimum of two (2) years of experience in public housing, Housing Choice Voucher Program, tax credit housing, assisted apartment management, or local government housing work (i.e. code enforcement, planning, and community development).
- Certification in Housing Quality Standards (HQS) Inspection, Income, Rent and Voucher program administration required within first year of employment (training and tests at Houston Housing Authority’s expense).
- Valid Texas driver’s license.
- Eligible for coverage under Houston Housing Authority fleet auto insurance.
The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.
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