Compliance Support Specialist

SUMMARY  

The purpose of this position is to work with the Operations and Compliance Manager to provide operational, administrative, statistical, compliance and technical support to the Detroit Housing Commission’s (DHC) Asset Management Department’s operation of the Low-Income Public Housing Program (LIPH Program). In conjunction with DHC’s property management staff, this position will determine and document participant eligibility, calculate income, calculate rent and monitor the contractual relationships with DHC’s Alternative Management Entities (AME) and mixed-finance entities in accordance with regulations issued by the U.S. Department of Housing and Urban Development (HUD) and DHC.  A person in this position will perform in a capacity that supports the accomplishment of the goals and mission of the Asset Management Department.  Persons in this position will perform under the general direction and supervision of the Operations and Compliance Manager. 

EDUCATIONAL REQUIREMENTS 

• High School Diploma or GED, Associates preferred  

EXPERIENCE REQUIREMENTS

• 11 years Over 80% on all exams. 1% error rate on calculations, waitlist management, audit files, staff and resident correspondence, utilization, PIC, EIV within HUD guidelines. SEMAP, FSS 
• 10 years PUBLIC HOUSING MANAGEMENT 
• 11 years Asst Manager/Public Housing, budgets, REAC, SEMAP, PHAS, hearings & reviews, Public Housing Certifications, 5-Year & Designated Housing Plans ACOP, Admin Plan, trained staff, eligibility, termination 
• 9 years AFFORDABLE HOUSING MANAGEMENT 

OTHER REQUIREMENTS

• Must have or be able to acquire a valid state driver’s license
• Must pass federal, state, and local criminal investigation clearances, and pass a drug screening test administered by the Commission or its designated provider
• Must be insurable under the agency’s insurance policy
• Rent calc, certified occupancy specialist 
• Public housing rent calculation 
• Affordable housing management 
• Public housing specialist 
• Public housing manager 
• Accredited residential manager 
   

KNOWLEDGE 

• Knowledge of Housing & Urban Development Public Housing regulations and policies pertinent to the department 
• Knowledge of HUD programs, requirements, and policies/procedures
• Knowledge of DHC and departmental policies, procedures, and goals. 
• Knowledge of organization’s structure, policies and procedures
• Knowledge of standard office procedures, filing, and standard office equipment, including computer, fax, copier, telephone system
• Knowledge of the principles and practices of automated information systems, and data processing 
• Knowledge of the operation of commission and HUD computer system and software 
• Knowledge of basic office practices, procedures, and equipment 
• Knowledge of HUD rules and regulations that apply to property management: Fair Housing Laws, Michigan Real Estate Landlord-Tenant Law, OSHA Standards, Local and State Building Codes 
• Knowledge of HUD rules and regulations that apply to program eligibility and participation, income determination, HAP and tenant share calculation, rent reasonableness and payment standards 
• Knowledge of HUD regulations and guidelines relating to Housing Quality Standards (HQS) and State and Local building and occupancy laws or regulation 
• Knowledge PHAS and UPCS inspection systems
• Knowledge of the RHF grant programs and Hope IV grant programs 
• Knowledge of DHC’s Administrative Plan and related policies and procedures 
• Knowledge of principles and practices of urban development and housing management 
• Knowledge of principles and practices of community programs and organizations 
• Employee Note: Knowledge of Section 8 is not required, but it is important when clients transfer from HCV to Public Housing to explain the differences 
   

REQUIRED ABILITIES

• Act independently 
• Analyze situations 
• Attend to details 
• Communicate verbally 
• Communicate in writing 
• Concentrate 
• Empathize 
• Identify problems 
• Initiate 
• Manage pressure 
• Motivate 
• Multi-task 
• Organize 
• Problem solve 
• Think creatively  
• Employee note: patience is needed with this position
   

REQUIRED SKILLS

• Account for time and materials 
• Analyze and report data to understand effectively make decisions 
• Analyze contract modifications and make appropriate decision 
• Analyze invoices, purchase orders and requisitions accurately 
• Analyze situations, review available actions, and determine the best course of action 
• Anticipate potential issues to develop preventative actions 
• Attend to detailed work accurately and efficiently 
• Calculate, compute, summate and/or tabulate data and information, and present effectively 
• Communicate effectively orally or in writing with relevant stakeholders, internal and external, from a variety of backgrounds 
• Communicate technical ideas clearly and effectively 
• Complete work order forms in accordance with established procedures 
• Develop and maintain effective working relationships with stakeholders to accomplish organizational goals 
• Earn the confidence and cooperation of peers
• Exercise judgment, decisiveness and creativity in situations involving evaluation of information against verifiable criteria
• Skills are learned or acquired over time and indicate the capability to do something well
• Exercise sound judgment in analyzing situations and identifying potential problems within scope of responsibility
• Initiate and manage work projects
• Lay out, oversee and coordinate public housing projects  
• Manage multiple priorities and demands within established requirements 
• Negotiate effectively 
• Operate standard office equipment 
• Plan, organize, complete or assign work and special projects in order to meet organizational goals 
• Prepare and analyze design specifications, statements of work or project proposals, draw conclusions and formulate recommendations 
• Provide feedback and guidance to management staff regarding eviction and security items 
• Provide high level, quality customer service both internally and externally 
• Important- Read and understand department specific documentation, and policies and procedures 
• Research issues using a variety of sources to obtain data and information 
• Safely operate powered machines 
• Use sound judgment when implementing decisions 

SUPERVISORY RESPONSIBILITIES

No direct employee supervisory responsibilities  
 

REPORTS TO

Operations and Compliance Manager 
 

ESSENTIAL JOB FUNCTIONS 
[The fundamental job duties the individual must be able to perform, with or without accommodation; removal of these functions would fundamentally change the job]

• Conduct annual recertification and interim recertification interviews in a manner that ensures issuance of notices of rent increases in accordance with applicable HUD and DHC requirements
• Establish and maintain resident files in accordance with DHC file protocols
• Ensure that the utility allowances used in determining tenant rent are correct and accurate, considering the size and type of unit and the utilities paid directly by the resident
• Enter correct information and forward accurate and timely 50058 form to the Asset Management’s Operations and Compliance Manager for submission to HUD
• Ensure that all move-in documentation is accurate and report any errors to site management and follow up with site management staff to assure corrections are made
• Interpret manuals, notices and guidelines. Provide synopsis of such materials to staff highlighting relevant and important areas
• Analyze results of PIC and EIV and compare file data to information in DHC’s LIPH Program’s management software
• Provide training to staff on use of PIC and EIV systems
• Monitor compliance with management, operating and regulatory agreements by AME managed and mixed-finance properties
• Provide training to staff of DHC-managed, AME-managed and mixed-finance properties on leasing requirements
• Assist site-managers with the correction of PIC errors to ensure the HUD-mandated monthly 50058 submission rate is met
• Prepare, run and review periodic reports of re-certifications, inspections, accounts receivables, leasing, vacancies, work orders, unit turns, evictions and other applicable reports as requested
• Prepare, run and review PIC, EIV and MASS reports, using DHC’s LIPH Program’s management software, of day-to-day operations to ensure compliance with policies/procedures
• Provide training to staff on use of PIC and EIV systems
• Generate reports as needed including, periodic MIS reports. Monitor monthly occupancy performance of DHC-managed, AME-managed and mixed-finance properties 
• Perform systematic audits of applicant and resident files for accuracy, including the review of calculations and ensure that all required documentation is present to determine compliance with established policies and procedures, federal rules and regulations, and the ACOP. Determine whether the family qualifies for the current unit; prepare reports of findings, recommendations and concerns, as appropriate. Prepare responses to audit findings as requested. Take follow-up action as required 
• Monitor and update files and records; process and record changes in status of current residents; verify qualifications; process re-certifications for continued occupancy with supporting documentation
• Maintain communication with residents and management; notify residents of change in rent or housing eligibility; receive resident complaints regarding rental amount and take appropriate action to resolve problems
• Make determination, in accordance with the ACOP, in response to a resident’s request to add family members for reasons other than the birth, adoption or court-awarded custody of children
• Document all required information for annual recertification, new admissions, and interim recertifications, using EIV when available, or documenting the use of and the reason for the use of third-party verifications or documentation, in accordance with HUD requirements and DHC’s ACOP
• Accept applications from the public.  Explain LIPH Program procedures, eligibility criteria, waiting list preferences, anticipated waiting times, and other LIPH Program issues to applicants and the public. Place applicants on the waiting list in accordance with DHC’s Admissions and Continued Occupancy Plan (ACOP) and applicable HUD requirements
• Serve as administrative support for the Asset Management Department to include receiving and managing correspondence, receiving and routing reports and other data, scheduling meetings, preparing correspondence, answering telephones, and routing calls, as required 
• Accept applications from the public.  Explain LIPH Program procedures, eligibility criteria, waiting list preferences, anticipated waiting times, and other LIPH Program issues to applicants and the public. Place applicants on the waiting list in accordance with DHC’s Admissions and Continued Occupancy Plan (ACOP) and applicable HUD requirements
• Wait list administration and management in accordance with applicable HUD and DHC guidelines. Participate in a periodic waiting list update (purge) and update applicants’ personal information and waiting list placement as required
   

SUPPLEMENTAL FUNCTIONS 

[These are job duties the individual must be able to perform, with or without accommodation; removal of these functions would NOT fundamentally change the job]

•  All other duties as assigned

PHYSICAL ACTIVITIES AND DEMANDS

• Lifting 
• Carrying 
• Pushing 
• Pulling 
• Sitting 
• Standing 
• Walking 
• Ascending/descending stairs 
• Reaching 
• Bending 
• Crouching 
• Grasping/ finger manipulation 
• Discerning colors 
• Visual acuity 
   

EQUIPMENT

• Phones 
• Computer/laptop 
• Copiers/printers 
• Scanners 
• Projectors 
• Monitors 
• Communication systems
   

WORK ENVIRONMENT

• Outdoor environments 
• Indoor environments 
• Work in hot, cold, wet surroundings 
• Work with or near chemicals 
• Potential exposure – communicable disease 
• Exposed to continual, multiple distractions
   

SOFTWARE

• Customer relationship management software 
• Database software 
• Financial systems 
• Payroll/human resources 
• Internet software 
• Inventory software 
• Purchasing systems 
• Spreadsheet software 
• Word processing software
• 
  

DISCLAIMER

This job description should not be construed as an exhaustive list of duties and responsibilities performed by persons assigned to this classification. It is not intended to limit or in any way modify the right of any supervisor or manager to assign, direct and control the work of employees under his/her supervision. All principle duties and responsibilities of this position are essential functions of the position. Job descriptions are reviewed on a regular basis and may be revised at any time. Revisions will be communicated to employees within the classification. This job description does not constitute a contract of employment; therefore, the company may exercise its employment-at-will rights at any time.

MARIJUANA

Although marijuana has been legalized under Michigan law, it is a Schedule I controlled substance and is illegal under federal law. As a federally funded agency DHC’s employees are NOT permitted to use or possess any form of marijuana for medical or recreational purposes. Any applicant for employment who tests positive for marijuana during a pre-employment drug screening shall be ineligible for employment with DHC. Any applicant for employment who advises DHC that s/he uses any form of marijuana will be ineligible for employment with DHC. DHC is unable to grant a request for a reasonable accommodation to use marijuana under any circumstance.

EOE STATEMENT

The Detroit Housing Commission is an Equal Opportunity Employer. No personnel decisions concerning any term or condition of employment shall be unlawfully based upon an individual’s race, color, religion, sex (including sexual orientation and gender identity or expression), pregnancy (including childbirth or a medical condition related to pregnancy or childbirth), national origin, age, marital status, weight, height, disability, genetic information including family medical history, military service, or misdemeanor arrest record. Additionally, DHC shall not engage in discriminatory compensation decisions or practices.