POSITION SUMMARY
Under the direction of the HCV Program Manager, the Portability Specialist administers all aspects of the Housing Choice Voucher (HCV) Portability Program for incoming and outgoing families in accordance with U.S. Department of Housing and Urban Development (HUD) regulations, agency policies, and applicable federal, state, and local laws.
The Portability Specialist serves as the primary point of contact for participants, landlords, and partnering Public Housing Authorities (PHAs), ensuring the timely and accurate processing of portability transactions. Responsibilities include determining eligibility, issuing vouchers and Request for Tenancy Approval (RTA) packets, processing Housing Assistance Payment (HAP) contracts, conducting annual and interim recertifications, coordinating portability billing and collections, and maintaining complete and accurate participant records.
The successful candidate demonstrates exceptional customer service, strong organizational skills, attention to detail, and the ability to interpret and apply HUD regulations while managing a high-volume caseload.
ESSENTIAL DUTIES AND RESPONSIBILITIES
The following duties are representative of the work performed. They are not intended to be an exhaustive list of all responsibilities.
Program Administration
- Administer incoming and outgoing portability cases in compliance with HUD regulations and Housing Authority policies.
- Determine participant eligibility by conducting interviews, reviewing documentation, and verifying required information.
- Coordinate portability transfers with initial and receiving Public Housing Authorities (PHAs).
- Maintain ongoing communication with partnering housing authorities regarding participant status, billing, and case management.
- Issue Housing Choice Vouchers, Request for Tenancy Approval (RTA) packets, and other required program documents.
- Process annual and interim recertifications within established deadlines.
- Calculate tenant rent contributions and Housing Assistance Payments (HAP) in accordance with HUD regulations.
- Prepare, execute, renew, amend, and terminate Housing Assistance Payment (HAP) Contracts.
- Review lease agreements for compliance with HUD regulations and agency requirements.
- Process utility allowance payments and other Housing Authority payments accurately and timely.
- Update participant, landlord, and administrative fee information within the Housing Authority software system.
- Ensure all voucher transactions are completed accurately and within required timeframes.
Financial Administration
- Prepare and process incoming and outgoing portability billing packages.
- Complete and submit HUD Form 52665 and all required portability billing documentation.
- Monitor accounts receivable and accounts payable associated with portability billing.
- Enter and post receivables from other housing authorities.
- Coordinate collections and resolve outstanding balances with partner PHAs.
- Maintain portability billing spreadsheets and reconcile payment activity.
- Assist in preparing financial reports required by HUD and agency management.
Customer Service
- Provide professional and courteous customer service to program participants, landlords, housing providers, and partner housing authorities.
- Respond promptly to inquiries regarding program eligibility, portability procedures, payments, policies, and regulations.
- Conduct participant interviews and program briefings.
- Explain program rules, participant responsibilities, landlord obligations, and available housing options.
- Resolve participant and landlord concerns or refer complex issues to supervisory staff.
Case Management
- Verify income, assets, family composition, citizenship status, and other eligibility requirements.
- Obtain third-party verifications from employers, financial institutions, government agencies, and service providers.
- Prepare notices regarding approvals, denials, transfers, terminations, rent adjustments, and other program actions.
- Coordinate Housing Quality Standards (HQS) inspection requests and maintain required documentation.
- Maintain complete and accurate participant files in both electronic and paper formats.
- Document all participant activity in the agency's housing management software.
Records Management and Compliance
- Maintain participant files in accordance with HUD recordkeeping requirements and agency policies.
- Ensure all controlled documents are accurate, complete, and audit-ready.
- Utilize only current agency-approved forms, letters, and correspondence.
- Remain current on HUD regulations, Notices, PIH guidance, and the Housing Authority Administrative Plan.
- Participate in internal quality control reviews and file audits.
- Assist with preparation of reports required by HUD and other regulatory agencies.
Team Collaboration
- Participate in departmental meetings, committees, and special projects.
- Recommend process improvements to increase operational efficiency and customer service.
- Collaborate effectively with coworkers and other departments.
- Support departmental initiatives and organizational goals.
- Perform other duties as assigned.
KNOWLEDGE, SKILLS, AND ABILITIES
The successful candidate must demonstrate the ability to:
- Interpret and apply HUD regulations governing the Housing Choice Voucher Program.
- Understand Housing Choice Voucher portability requirements and billing procedures.
- Calculate income, rent, utility allowances, and Housing Assistance Payments accurately.
- Analyze financial and eligibility documentation.
- Maintain strict confidentiality of participant information.
- Prioritize multiple assignments while meeting strict deadlines.
- Communicate effectively, both orally and in writing.
- Establish and maintain positive working relationships with participants, landlords, Public Housing Authorities, and coworkers.
- Exercise sound judgment and independent decision-making.
- Resolve problems professionally and diplomatically.
- Maintain accurate records and detailed documentation.
- Work independently as well as collaboratively within a team environment.
MINIMUM QUALIFICATIONSEducation
- Associate degree in Business Administration, Public Administration, Urban Studies, Social Services, or a related field required.
- Bachelor's degree in a related field preferred.
- An equivalent combination of education and directly related experience may be considered.
Experience
- Minimum of three (3) years of experience administering the Housing Choice Voucher Program.
- Minimum of two (2) years of direct Housing Choice Voucher Portability experience preferred.
- Experience interpreting HUD regulations and administering Housing Choice Voucher Program requirements.
- Experience with Housing Authority software systems preferred.
TECHNICAL SKILLS
Proficiency with:
- Microsoft Office Suite (Word, Excel, Outlook)
- Housing Authority management software
- HUD Enterprise Income Verification (EIV) System
- PHA Web
- Electronic document management systems
- General database management and data entry applications
PREFERRED QUALIFICATIONS
- Bilingual (English/Spanish).
- Housing Choice Voucher Specialist Certification.
- Nan McKay Housing Choice Voucher Certification or equivalent.
- Portability Program training and certification.
- Experience preparing for HUD audits and SEMAP compliance reviews.
WORKING CONDITIONS
- Work is performed primarily in an office environment.
- Frequent interaction with program participants, landlords, and Public Housing Authorities.
- Occasional local travel for meetings, training, or program-related activities.
- Extended periods of computer use and data entry.
- Occasional lifting of files and office materials weighing up to 20 pounds.
PHYSICAL REQUIREMENTS
- Ability to communicate effectively in person, by telephone, and electronically.
- Ability to operate standard office equipment.
- Ability to review detailed documents and enter data accurately.
- Ability to move throughout office facilities as required to perform assigned duties.
Pay: $65,000.00 per year
Benefits:
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Life insurance
- Mileage reimbursement
- Paid time off
- Parental leave
- Professional development assistance
- Retirement plan
- Tuition reimbursement
- Vision insurance
Work Location: In person
