Portability Specialist
REPORTS TO: Director of Finance
Summary
The Portability Specialist is responsible for providing direct customer service to the Incoming and Outgoing Portability clients of the Housing Choice Voucher Program (HCVP). The Portability Specialist may be assigned to any functional area within the HCV Portability Program and will have primary responsibility for voucher and RTA issuance, completion of the HAP Contract and annual and interim recertification. The Portability Specialist performs a variety of duties. These duties include but are not limited to coordination of and conducting client interviews, eligibility for incoming and outgoing portability clients, maintaining effective lines of communication with initial housing authority, issuance of vouchers and RTA's, processing rent determinations, handling HAP contract executions/terminations/renewals, annual and interim recertification's and completes necessary billing documents for portability clients.
Essential Duties and Responsibilities
Essential functions for this position relate to the responsibility of oversight of accounting functions of assigned properties, companies, and personnel including but not limited to:
• Provides excellent direct customer service to all participants and landlords participating in the Housing Choice Voucher Program; respond to inquiries and requests from participants, landlords and the public.
• Collects, reviews and processes data specific to assigned functions within required timelines; calculates tenant rents and housing assistance payments in accordance with established operational procedures.
• Interfaces directly with program participants and/or property owners as needed to conduct interviews; collect paperwork; conduct termination hearings; and resolve issues, complaints or problems.
• Documents all tasks completed in the appropriate participant file in computer system; maintains hard documentation for all transactions in a neat and organized manner in accordance with established file requirements.
• Responsible for timely and accurate follow-ups to complete tasks; opens, reviews and acts upon all mail received within established timelines; utilizes only agency approved forms, letters and correspondence; assures that all correspondence issued is the correct and most recent version.
• Calculates HUD-required rental contribution from eligible tenant families and the amount of the monthly Authority housing assistance to the owner in accordance with HUD requirements for a tenancy under the voucher program.
• Prepares HAP contract and ensures execution and processing in a timely manner to ensure timely monthly owner/manager payments. Ensures timely processing of utility allowance payments.
• Enters and posts other HA payments.
• Reviews landlord/owner leases for compliance with program and statutory requirements.
• Ensure appropriate voucher forms are processed in a timely manner.
• Updates administrative fees in HA software
• Responsible for accurate document management process for all assigned controlled documents.
• Updates landlord information and makes other appropriate changes in system information in a timely and accurate manner.
• Contributes to assigned team; actively participates in team meetings, process improvements and other special projects; collaborates with and supports all team members and follows through initiatives and assignments as directed.
• Embraces and supports all initiatives, policies and procedures within the HCV department; implement all new requirements in accordance with established guidelines.
Key Duties/Responsibilities
• Works with outside agencies to implement the transition of residents under the Portability Housing Choice Voucher program.
• Determines eligibility of program; interviews housing applicants; investigates and verifies applicant and participant information for accuracy and completeness; contacts applicants and other agencies to discuss and clarify discrepancies.
• Prepares/reviews leases and documentation involved in the occupancy eligibility and rental process; prepares notices to participants and property owners regarding changes of status; receives information and processes participant transfers; processes inspection requests and prepares the necessary documentation.
• Prepares correspondence to various agencies, landlords, and businesses to verify applicant data including total family income, current assets, and family composition; affirms applicant information as required; prepares information for input into data processing system and obtains output reports as required.
• Develops and maintains files, records, and indices, pertaining to applicant, participant, and property owner information; compiles data form a variety of sources, databases and logs related to housing service operations.
• Briefs prospective residents for the various programs explaining the way the programs work outlining duties and responsibilities of owner and resident; answer questions and provide information to the public and program participants; resolves or refers requests and complaints to appropriate staff.
• Processes a variety of invoices and billings in relation to incoming and out-going portability. Ensures timely and accurate payments, billing, and submission of the form HUD-52665. Provides follow-up to ensure billing is processed and payments received are posted from other PHA.
• Prepares and maintains applicant/participant files. Utilizes PHA Web portability reporting and maintains a spreadsheet for accounts payable/receivable and collections.
• Enters and posts all incoming portable receivables from other HAs.
• Updates administrative fees in HA software.
• Provides support by receiving, reviewing and verifying financial documents and reports for accuracy and adherence to legal mandates, policies and operational guidelines.
• Responds to requests for information and questions relating to receivable/payable, collections and clients/tenants, landlords and representatives of other housing agencies; research account histories and other information and takes or recommends appropriate follow up action to clients and/or other department/agency staff.
• Assist in the preparation of a variety of reports including those required by Federal and state agencies; prepares mathematical calculations and verifies computations.
• Provides support by researching and resolving difficult problems independently through multiple records; takes initiative in anticipating or identifying problems or errors and follows up to resolve; forecasts impact of potential actions/decisions.
• Performs other related duties as assigned (Attends and participates in a variety of committees and meetings, and stays abreast of regulations, guidelines and procedures.).
Education
• Some college coursework preferred; bachelor's degree in business, public administration, urban studies, social service, or related field a plus.
• Three (3) years' experience in HCV, with two (2) years' experience in portability
• Requires functional proficiency with technology used on-the-job to include Microsoft Office Suite and proprietary software, as well as proprietary database operations and other technological applications used to support organizational objectives.
• Bilingual in English/Spanish a plus.