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Compliance Specialist

Department: Compliance

Job Code 1166

Closing Date June 19, 2018

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Responsibilities 
1. Plans and conducts in-depth reviews of Authority records, files, and procedures to ensure compliance with HUD Regulations, Public Housing, Project Based, HCV, LIHTC Management and MTW initiatives. Audits include review of rent, income, assets, leases, verifications, documentation, applications and all required paperwork for certification and recertification files. 
 
2. Conducts site and HCV audits to ensure correct procedures/policies are followed, office files are correctly organized, proper notices are posted, proper forms are being utilized and required reporting time frames are met; reviews waiting list and marketing activities; summarizes finding in audit report along with necessary corrective action and suggested completion timeline. 
 
3. Reviews audit report with Property Manager, Asset Manager, District Manager and/or HCV/PBV Manager and follows up with these managers to ensure completion of any corrected action. 
 
4. Performs random quality control checks of applicant and tenant/participant files with rent determinations performed on a regular basis as directed. Quality control checks will include, among other requirements, assurance that all required documents are in the file and the re-determination of income, rent, and rent shares to ensure accuracy. 
 
5. Completes a detailed checklist for each file reviewed to ensure errors/cures have been appropriately addressed and file meets quality control standards 
 
6. Monitors compliance of the Housing Choice Voucher Program using the Section 8 Management Assessment Program (SEMAP) indicators as a minimum to measure performance. Writes and reviews processes and procedures to provide training to staff on areas of deficiencies from the reviews and to implement new processes/procedures. 
 
7. Monitors the Enterprise Income Verification system (EIV) system to ensure compliance and that all residents have been entered into the system accurately. 
 
8. Coordinates HUD’s EIV training for staff for them to receive initial and continued access. 
 
9. Responsible for timeliness and accuracy of documentation for all audits at the site and corporate level, including but not limited to tax credit, HCVP, PH and financial audits. 
 
10. Coordinates and conducts audits by visiting sites and reviews waiting lists for discrepancies. Runs auditing reports. 
 
11. Conducts internal audits and prepares periodic reports of occupancy functions including waiting list management, unit turnaround time, transfer activities, initial lease ups, move outs, annual re-examinations and annual updates. 
 
12. Assists supervisor in maintaining and gathering data about all inventories of Developments, Buildings, and units CHA affiliated. 
 
13. Carries out remedial strategies for programs and projects found not to be in compliance with funding sources and/or not meeting program and project objectives. 
 
14. Prepares reports with analysis of quality control reviews to facilitate error rate tracking, file submission, file status, certifications/recertifications, etc. 
 
15. Compiles information regarding staff performance and training issues, and prepares reports regarding individual staff or targeted training focused on continuous process improvement and a sense of quality awareness. 
 
16. May assist with develop and implement various training programs, seminars, and work plans for Authority employees, addressing documentation, quality control, and customer service. May train employees in use of computer systems used for verification and quality control standards. 
 
17. Recommends changes in policies/procedures and documentation requirements in accordance with review findings, which will eliminate identified deficiencies or problems and will contribute to efficiency. 
 
18. Provides clarification of policy and procedures in the determination of eligibility and calculation of tenant rent based on questions or problems identified through quality control reviews. Provides clarification to supervisors and line staff regarding application in specific case situations. 
 
19. Regularly reviews HUD and Authority rules and procedures to ensure accuracy of Quality Control reviews established to ensure that Authority quality standards become visible, repeatable, and measurable. 
 
20. Attends relevant Authority meetings to further the development and implementation of quality-focused processes and activities to enhance overall Authority performance levels. 
 
21. Handles documents on a variety of general personal and technical topics of a highly confidential nature and maintains the confidentiality of all documents and information received by or in the possession of the employee. 
 
22. Accountable for consistent adherence to strong Authority standards regarding the ethical, responsible, and appropriate use, care, and safeguarding of Authority materials, supplies, resources, and other assets. 
 
23. Performs other duties as assigned. 
 
 
Education and Experience 
Bachelor’s Degree from an accredited college or university in business, public administration, or related field with five (5) years of experience in Subsidized Housing preferred. 
 
The following Certifications must be obtained within twelve (12) months of employment or other allowable period of hire as authorized by the Executive Vice President, Administrative Operations.
Housing Choice Voucher
Rent Calculation
Fair Housing 
Accredited Tax Credit Certification Knowledge and Skills
Occupancy Specialist
Enterprise Income Verification System (EIV) 
 
 
Knowledge and Skills 
1. Thorough knowledge of applicable HUD regulations and Authority rules and procedures regarding the determination of eligibility, the calculation of the tenant rent, income limits, voucher limits, and the documentation of information to substantiate the eligibility process.
 
2. Thorough knowledge of generally accepted business principles, practices, and techniques. 
 
3. Ability to read and comprehend complex material. 
 
4. Thorough knowledge of data collection and analysis methods and related statistics methods. 
 
5. Ability to analyze data and information and prepare reports, graphs, charts, and spreadsheets and to summarize findings. 
 
6. Skilled in operating computer equipment, applicable Authority software packages and general office machines. 
 
7. Ability to communicate clearly, concisely, orally and in writing. 
 
8. Ability to deal effectively with situations that require good communications skills, tact, and diplomacy. 
 
9. Ability to establish and maintain effective working relationships with co-workers and persons outside the Authority. 
 
Supervision Controls 
The Compliance Specialist receives broad instructions from the Compliance Manager. The employee initiates and follows through on activities without supervisory direction. Deadlines, priorities, and objectives are developed in consultation with the Compliance Manager. Problems or situations not covered by instructions are either dealt with independently or in consultation with the supervisor. The employee produces reports on demand detailing activities completed, progress, obstacles, and expected completion dates. The employee’s finished work is spot-checked for attainment of objectives and compliance with policies and procedures. 
 
The employee has no supervisory responsibilities. 
 
Guidelines 
Guidelines followed by the Compliance Specialist include established policies and procedures, applicable reference materials, published laws, regulations, handbooks, notices, training materials, and audit information results. Materials used vary with the issues involved, and independent research is necessary depending on the activity and/or program requirements. Upon personal initiative, the Compliance Specialist may obtain informal guidance and assistance from other Authorities, professional organizations, and housing-related groups. 
 
Complexity 
Most of the work performed by the employee is relatively routine, but varies from project to project. The employee identifies work that needs to be done, prioritizes, coordinates efforts and performs the tasks. Occasionally, the employee makes decisions regarding unusual circumstances, conflicting data or other non-routine circumstances. In those cases, the employee adapts procedures or develops new approaches to the work within area of expertise or consults the supervisor. 
 
Decisions and issues facing the employee involve whether applicable rules have been applied correctly and whether the outcome is consistent with correct application of program rules. Difficulty may arise when an issue is not a clear violation of PH, HCVP and LIHTC Management rules and procedures, when multiple files are involved, or when extensive research and analysis is required. Broad general knowledge and sound judgment are required to successfully achieve Authority and quality control objectives. 
 
Scope and Effect 
The employee's work affects other Authority departments, all the Authority's housing programs, its residents, and can determine to a great extent the quality of housing and services provided by the Authority. Successful accomplishment of tasks by the employee can enhance the Authority's ability to maintain quality standards in all aspects of its operations and to achieve its goal of providing housing that is decent, safe, and sanitary, and to render adequate services for its residents. 
 
Personal Contacts 
Most of the employee's contacts are with Authority employees, tenants, applicants, and outside agencies. Contact is made to verify, give, obtain, clarify, provide and/or gather information; coordinate, advise, motivate, influence, justify, defend, negotiate, or resolve matters or issues. 
 
Physical Requirements 
1. Work is principally sedentary, but may involve some physical exertion, such as kneeling, crouching, lifting to obtain relatively heavy files and records, and eyestrain from working with computers and other office equipment.
 
2. Must be able to sit and/or stand for up to eight hours at a time while preforming work duties.
 
3. Must be able to bend, stoop, push, and pull in the performance of office-related duties. 
 
4. Must be able to use fingers bilaterally and unilaterally to operate office equipment.
 
5. Must have vision and hearing corrected to be able to perform essential job functions. 
 
6. Must be able to perform essential job functions in an environment that will sometimes include increased levels of work-related stress. 
 
7. An employee may request a reasonable accommodation to mitigate any of the physical requirements listed above. 
 
Work Environment 

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