Section 8 Coordinator

Title: Section 8 Coordinator
Reports To: Executive Director
Department/Division: Section 8/HCVP
FLSA Status: Non-Exempt
Employment Status: Full-Time
Date: December 8, 2023

Position Summary
Responsible for overall operation of the Agency's Housing Choice Voucher Programs (HCVP) and for ensuring all housing units covered by the program(s) meet HUD and local inspection requirements. Performs managerial, supervisory, and administrative tasks involved in planning, organizing, and coordinating efforts to provide low income housing through the Agency's leased housing programs. Responsible for the Agency receiving at least a satisfactory rating concerning HUD agency scoring systems such as Section 8 Management Assessment Program (SEMAP) and other future HUD required evaluation systems. The duties listed below are illustrations of the various types of work that may be performed. The omission of specific statements regarding duties does not exclude them from the position if the work is similar, related, or a logical assignment in association with this position.

Responsibilities
Undertakes and performs the following and all other work-related duties as assigned.

1. Manages, and monitors all facets of the Agency's Housing Choice Voucher Section 8 Program and Housing Inspector to ensure compliance with HUD guidelines and regulations, the Agency's Administrative Plan, federal, state, and local regulations, laws, ordinances, and Agency policies as required and to achieve the highest possible rating under HUD's Section 8 Management Assessment Program (SEMAP) or other HUD evaluation systems.
   
   
2. Projects, on a continuing basis, Housing Choice Voucher turnover to ensure a sufficient stream of participants are in process to fully utilize the available voucher funding and to maximize program administration fees.
   
   
3. Reviews, interprets, and implements rules, regulations, and legislation pertaining to HCVP.
   
   
4. Monitors overall compliance with rules and regulations pertaining to Uniform Physical Condition Standards for Vouchers (UPCS-V) inspections and ensures timely completion of inspections as required.
   
   
5. Oversees the determination of utility allowances. Analyzes utility rates and other services in developing and maintaining the utility allowance schedules.
   
   
6. Responds courteously to calls, written requests, and e-mails from participants, service providers, and other authorized agencies and representatives to answer questions, and provide information and assistance as appropriate regarding the HCVP program and portability process.
   
   
7. Manages interviews with clients/portability voucher holders, coordinates background information checks of tenants to be recertified with appropriate HCVP department personnel. Verifies receipt of information from agencies or other sources as required. Performs final eligibility verifications.
   
   
8. Monitors HUD Enterprise Income Verification (EIV) System for reported/unreported income; reviews, processes and submits HUD forms 52665 ad 50058.
   
   
9. Reviews and corrects PIC errors by solving problems arising from the PIC program to ensure better performance.
   
   
10. Counsels participants and landlords on voucher program, briefing them on rights privileges, obligations, and responsibilities.
    
    
11. Keeps landlords and participants informed of status of application, selection, and rejection in a timely manner. Notifies applicants in writing of eligibility determination in accordance with HUD regulations and Agency policy.
    
    
12. Monitors and maintains participant files and processes files in accordance with Agency procedures and HUD regulations, including completing and securing all files on a daily basis.
    
    
13. Manages, and monitors staff to ensure compliance with HUD guidelines and regulations, the Agency's Administrative Plan, federal, state, and local regulations, laws, ordinances, and Agency policies.
    
    
14. Assists landlords/owners and tenants in resolving controversies and makes recommendations to the Executive Director.
    
    
15. Answers inquiries concerning policies and practices associated with the application and/or re-examination processes in a courteous and professional manner.
    
    
16. Works with outside agencies to implement the transition of residents under the Portability Housing Choice Voucher program. Reviews, monitors and collects required information and accurately completes appropriate forms.
    
    
17. Corresponds with other PHA's regarding problem portability and occupancy billing issues; assisting participants when transferring to other PHAs.
    
    
18. Monitors portability billing in the system to ensure payment of initial PHA. Monitors incoming billing from other PHA to ensure that the correct rent is being paid on behalf of the tenant. Makes appropriate changes in system information in a timely and accurate manner.
    
    
19. Reviews and collects interim transfer and re-certification information, evaluates, verifies, and calculates information and rent for recertification 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.
    
    
20. Reviews and discusses non-compliant tenant issues with Executive Director to ensure clients are provided with reasonable opportunity to meet requirements to remain in compliance.
    
    
21. Accurately updates the system with system notes and ensures compliance with program requirements and regulations. Reviews resident/applicant files/folders and verification forms for accuracy and completeness and accurately inputs data into computer in a timely manner.

22. Supervises and trains Inspection staff and ensures completion of inspection production goals, closely evaluates inspection timelines, monitors the number of inspections necessary to pass units, and monitors quality control systems to facilitate inspections integrity.

23. Ensures all inspections are scheduled and performed in a timely manner (e.g., client complaint, annual recertification, move-in, move-out, etc.) to ensure compliance with SEMAP requirements.

24. Accurately enters/updates information in applicable software and advises appropriate parties of results and any repairs needed in writing to ensure action is taken to comply with UPCS-V; advises owners/landlords of UPCS-V deficiencies in units detected by inspections and negotiates compliance date.

25. Assesses damages, evaluates housing inspection information to determine validity of owners' claims for property damage, determines who is responsible for correction, and establishes deadlines for completion of work.

26. Documents efforts to bring properties into compliance and assigns/conducts follow up inspections to ensure work is completed.

27. Conducts rent reasonableness comparability analysis on Section 8 units and recommends amount of initial contract rent and rent adjustments based on comparable unassisted housing. May maintain Rent Reasonableness comparable information for single-family dwellings, apartments, and duplexes.

28. Compiles statistical data and prepares reports related to completed recertification, applicant folders, occupancy, and residents as required.

29. Documents and investigates resident complaints and schedules appointments to discuss and initiate solutions or refers to Executive Director as appropriate to the situation.

30. Ensures privacy and maintains security of confidential materials.

31. Attends meetings, seminars, and conferences to keep abreast of new trends, activities, and concepts in the HCVP. Supports, assists, and works with other Agencies and affiliated organizations in joint efforts; which are mutually beneficial.

32. Accountable for consistent adherence to strong Agency standards regarding the ethical, responsible, and appropriate use, care, and safeguarding of Agency materials, supplies, resources, and other assets.

Education and Experience
Preferred would be a Bachelor's degree in Business, Public Administration, or a closely related field from an accredited college or university and five (5) years of experience in property management or low income housing or a combination of education, training, and experience resulting in the ability to fulfill the essential job duties of the position.

The following Certifications must be obtained within one (1) year of employment or other allowable period of hire as authorized by the Executive Director or his/her designee:

• Accredited Residential Manager
• Occupancy Standards
• Rent Calculation
• Enterprise Income Verification System
• Fair Housing

Knowledge and Skills

1. Thorough knowledge of 24 CFR, Section 8 Housing Choice Voucher Program (HCVP) eligibility requirements, as required by HUD and Section 8 HQS Inspection Program and the Agency's Administrative Plan.
   
   
2. Working knowledge of federal, state, and local laws, rules, and regulations and Agency policies and procedures pertaining to public housing.
   
   
3. General understanding of the Section 8 Program and the Landlord Tenant law for the State of Tennessee.
   
   
4. Thorough knowledge of interviewing techniques and record maintenance.
   
   
5. Ability to meet and deal tactfully and courteously with the public.
   
   
6. Ability to understand and follow moderately complex written and oral instructions, communicate and relate to persons of diverse backgrounds and abilities.
   
   
7. Ability to make routine decisions in accordance with established administrative rules, regulations and policies, to explain the re-examination process to tenants in an objective and impartial manner.
   
   
8. Working knowledge of the operation of the Agency's computer system and applicable software.
   
   
9. Knowledge of basic math principles sufficient to perform calculations for determining rent, resolving discrepancies, PIC and EIV errors.
   
   
10. Ability to prepare clear, concise reports and make appropriate recommendations within scope of responsibility.
    
    
11. Ability to use basic office equipment such as telephone, fax, copier, and computer.
    
    
12. Ability to communicate clearly, concisely, verbally and in writing.
    
    
13. Ability to establish and maintain an effective working relationship with other employees.
    
    
14. Ability to deal effectively with situations requiring tact and diplomacy.

Supervision Controls
The employee receives instructions from the Executive Director. The employee plans and carries out routine work activities with minimal supervision and independently resolves problems that arise. The employee receives specific instructions when complaints are brought to the attention of the supervisor, and when the supervisor is contacted by the employee for direction. The employee's work is reviewed periodically for conformance to Agency policies and attainment of objectives.

The Section 8 Coordinator makes general assignments to Housing Inspector and specifies priorities, deadlines, and objectives. Assignments include what is to be done, deadlines, quality, quantity, and priority.

Guidelines
The employee performs routine duties by following established HUD and Agency policies and procedures. These guidelines cover most job-related situations and the employee may use independent judgment in making decisions within established parameters and area of expertise. If guidelines do not cover a situation, the employee normally consults the supervisor. Guidelines are generally specific and clear.

Complexity
The employee performs a variety of related tasks, which are routine and non-routine in nature. The employee identifies work that needs to be done, prioritizes, coordinates efforts, and performs the tasks. The employee is frequently required to exercise personal judgment in making decisions in accomplishing assignments. Some situations are referred to the supervisor for resolution. The employee contributes to the effective operations by making recommendations regarding departmental objectives, policies, procedures, etc.

Difficulty may arise in dealing with uncooperative, noncompliant tenants and landlords or tasks that are out of the ordinary with no precedent. The employee follows the course of action that reflects consideration for the best interests of the Agency and impact on future relations.

Scope and Effect
The employee's work affects resident families, Landlords, other agencies, and other Agency personnel. The employee's efforts can enhance the Agency's continuing efforts to provide adequate leased housing to low-rent public housing families on a timely basis and at reasonable rates.

Personal Contacts
Personal contacts are with all of the above persons and groups. The purpose of such contacts is to obtain and provide information and verify, document and record information submitted by residents, and other Agency activities.

Physical Requirements

1. Work is principally sedentary, but may involve some physical exertion, such as kneeling, crouching, or lifting to obtain files, records, and office supplies, and eyestrain from working with computers and other office equipment.
   
   
2. Must be able to sit and/or stand for up to eight (8) 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 be able to establish and maintain effective working relationships with co-workers and clients and perform essential job functions in an environment that will sometimes include increased levels of work-related stress.

6. Must have vision and hearing corrected to be able to operate office equipment and fulfill essential job functions.

7. Must maintain a professional appearance and portray a positive image for the Agency.

8. Must maintain punctuality and attendance as scheduled.

9. An employee may request a reasonable accommodation to mitigate any of the physical requirements listed above.

Work Environment
Work involves the normal risks or discomfort associated with an office environment and is usually in an area that is adequately cooled, heated, lighted, and ventilated.

Other Requirements

1. Must possess a valid driver's license and maintain a good driving record.
   
   
2. Must be available for occasional overnight travel for training.
   
   
3. Must pass employment drug screening and criminal background check.
   
   
4. Must work with the highest degree of confidentiality.

The Dickson Housing Authority is an Equal Opportunity Employer. This job description is subject to change and in no manner states or implies that these are the only duties and responsibilities to be performed. The duties herein are representative of the essential functions of this job. This job description reflects management's assignment of functions; however, it does not prescribe or restrict tasks that may be assigned. Nothing in this document restricts management's right to assign or reassign duties and responsibilities at any time. The qualifications listed above are guidelines, other combinations of education and experience that could provide the necessary knowledge, skills, and abilities to perform the job may be considered at the discretion of the Executive Director.

Employment with the Dickson Housing Authority is on an "at-will" basis. Nothing in this document is intended to create an employment contract, implied or otherwise, and does not constitute a promise of continued employment.

Disclaimer: The above statements describe the general nature, level, and type of work performed by the incumbent(s) assigned to this classification. They are not intended to be an exhaustive list of all responsibilities, demands, and skills required of personnel so classified. Job descriptions are not intended to and do not imply or create any employment, compensation, or contract rights to any person or persons. Management reserves the right to add, delete, or modify and/or all provisions of this description at any time as needed without notice. This job description supersedes earlier versions.