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Housing Choice Voucher Specialist

Detroit Housing Commission
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SUMMARY   

The purpose of the Housing Choice Voucher Specialist (HCV) position is to provide operational support of the Detroit Housing Commission’s Section 8 programs by assisting in the delivery of program services and may include application processing, waiting list management, portability actions, intake actions, and re-certification duties. Additionally, work involves communication with participating property owners and management companies. The work is performed under the supervision of an HCV Supervisor or Manager.

 

Educational Requirements

  • Bachelor’s degree in social services, Human Services, Public Administration or closely related field from an accredited college or University.
  • A combination of education and experience may be considered.

Experience Requirements

  • 2- 5 years of Housing Choice Voucher (HCV) Program experience 
  • 3 years of experience in rent calculations and program administration
  • 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

 

Other Requirements

  • Must obtain the HCV Specialist Certification and the HCV Rent Calculation Certification within 6 months of hire with a passing score of 80% or higher.
  • Must pass the rent calculation examination with a minimum score of 80% on the rent calculation component of the HCV Specialist examination.
  • Must periodically retake the HCV Rent Calculation examination and pass with a minimum score of 80%.
  • Must maintain the HCV Specialist Certification during employment in the position.
  • Knowledge of the Enterprise Verification System (EIV)
  • Knowledge of HUD PIC Systems
  • Yardi experience preferred
  • Must be insurable under the agency’s insurance policy
  • Valid Notary Public Certification preferred

Knowledge
 

  • 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 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 and Microsoft 365.      
  • Knowledge of HUD regulations and guidelines relating to Housing Quality Standards (HQS)/NSPIRE (or successor programs and State and Local building and occupancy laws or regulations                
  • Knowledge of HUD HCV programs: regulations, principles, and practices governing         
  • Knowledge of HUD HCV program regulations, principles, and practices           
  • Knowledge of HUD HCV program determination of income and rent calculation guidelines.
  • Knowledge of HCV Project Based Vouchers                
  • Knowledge FSS & Homeownership Program Regulations, guidelines, procedures and requirements                     
  • 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 the agencies that provide assistance and services to residents, including eligibility requirements
  • Knowledge of principles and practices of community programs and organizations                    
  • Knowledge of Business English; punctuation, arithmetic, and spelling
  • Knowledge of modern office practices and procedures; departmental policies and procedures
  • Knowledge of record keeping methods and procedures
  • Knowledge of report preparation techniques
  • HUD EIV Cyber awareness guidelines

 

Supervisory Responsibilities

  • None

 

Reports To

  • Continued Occupancy Supervisor

 

Essential Job Functions

  • Answer’s inquiries and provide customer service to clients, landlords, agencies, and the general public. Also answer inquiries regarding policies and practices associated with Housing Choice Voucher Multi-Family and Moderate Re-habitation programs.  Notify program participants and landlords of scheduled reexaminations.
  • Initiates and processes Annual and Interim Re-certifications for Housing Choice Voucher (HCV), Mainstream, Family Unification Program (FUP), Project Based Vouchers, Family Self-Sufficiency, Home Ownership and EHV program participants. Meets with clients to update and revise client/landlord information, adjust rent, complete required certification and re-certification paperwork and review required regulations and family responsibilities.
  • Interview participants: verify and document required information. Collects, reviews, evaluates, and verifies documents and verifies documents and information to calculate rent for interim re-certification and move-in.  Explains rent calculation to tenants and assists with completion of recertification materials, as necessary.  Prepares and sends appropriate notices of rent adjustments in accordance with HUD regulations.
  • Calculate tenant share of rent. 
  • Recertifications may be conducted via mail, individual or group briefing sessions or as a home visit where a reasonable accommodation to persons with disabilities is required. 
  • Process requests for minimum rent hardship exemptions. 
  • Notify participant, landlord, and Finance Department of new HAP and tenant payment amounts. 
  • Enter recertification data into the computer system and generate a HUD-50058 in an accurate and timely manner for electronic system submission to the PIC system.
  • HUD regulations require timely processing of annual and interim recertifications, including corrections, MTCS or other essential data.
  • Reviews and discusses non-compliant family(ies) issues with Admissions & Leasing Supervisor or HCV Manager to ensure clients are provided with reasonable opportunity to meet requirements to remain in compliance.
  • Initiate voucher termination for participants who fail to comply with program requirements.  Assists in preparation and distribution of notices of violation of the Statement of Family Responsibilities and assists the Admissions and Leasing Supervisor or HCV Manager with the enforcement of Statement of Family Responsibilities.
  • Initiate HAP Contract terminations and HAP abatements for landlords who fail to comply with program requirements. 
  • Prepare cases for hearings; participate in hearings as required. 
  • Prepare correspondence using standard form letters, editing them to fit specific circumstances.   
  • Make personal, telephone, or email contact with a wide variety of people, including applicants; voucher holders; employers; financial institutions; service or benefit providers; property managers; and landlords/owners.  Contacts are for a variety of purposes, including explaining program requirements; negotiating rents and HAP contracts; verifying information on income, assets, or deductions; and resolving problems. 
  • Provide good customer service by regularly and timely responding to email and telephone communications in a professional manner. 
  • Process incoming mail, including faxes by properly sorting, reviewing, responding timely and filing all mail or fax communications. 
  • Utilize a variety of computer software programs including standard office software for word processing (e.g. Word), presentation preparation (e.g. PowerPoint), and spreadsheet (e.g. Excel) applications; use Yardi software for applications, waiting list, participant recordkeeping, HUD-50058 preparation, and reporting.
  • Establish and maintain participant and landlord files in accordance with DHC file protocols.  This includes timely filing of all documents related to the participant file.  
  • Maintain the confidentiality of designated information. Perform work in accordance with HUD and PII (Personally Identifiable Information) policies.   
  • Accept applications from the public as required. 
  • Explain program procedures, eligibility criteria, waiting list preferences, anticipated waiting times, and other program issues to applicants and the public. 
  • Place applicants on the waiting list in accordance with DHC’s Administrative Plan and applicable HUD guidance and/or regulations. 
  • Participate in a waiting list update (purge) at least annually or as required. 
  • Update applicants’ personal information and waiting list placement as required. 
  • Participate in a waiting list update (purge) at least annually or as required. 
  • Update applicants’ personal information and waiting list placement as required. 
  • Explain DHC’s portability procedures to families porting into or out of the jurisdiction. 
  • Assist as required with port-ins by providing documentation to initial PHAs and DHC’s respective Finance Department(s). 
  • Assist with follow-up with gaining PHAs to determine the status of port-outs; provide documentation to Finance Department when families are housed. 
  • May assist, as required, in sending letters inviting applicants to provide documentation to support their eligibility for the program. 
  • Obtain necessary verifications and other required information. 
  • Determine eligibility for the program and appropriate voucher size.
  • Participate in applicant briefings.  Explain program requirements to landlords and rental agents. 
  • Verify unit passes HQS inspection before completing negotiations. 
  • May, as required, determine rent reasonableness, calculate utility allowance, apply the 40% rent burden test, negotiate and prepare Housing Assistance Payments (HAP) Contracts, calculate initial HAP payments, and complete the move-in process. 
  • Notify ineligible applicants; participate in informal review process, as required.
  • May assist, as required, in sending letters inviting applicants to provide documentation to support their eligibility for the program. 
  • Obtain necessary verifications and other required information. 
  • Determine eligibility for the program and appropriate voucher size. 
  • Participate in applicant briefings.  Explain program requirements to landlords and rental agents.
  • Ensures proper verification methods/processing for each re-examination in accordance with HUD and Commission policies and procedures. Examines and resolves income discrepancies, as necessary.
  • Runs Rent Reasonableness Determination to verify rent increase qualifies and processes rent increases, per rent reasonable determinations.
  • Reviews lease documents for accuracy and completeness and execution of the Housing Assistance Payments (HAP).
  • Schedules inspections of units for initials, recertifications, complaints, specials and abate cure inspection activity. 

Additional duties as assigned.