Position Summary
The Housing Choice Voucher (HCV) Specialist is responsible for the technical and administrative work assisting with the coordination of the Housing Choice Voucher (HCV), Veterans Affairs Supportive Housing (VASH), Mainstream, Foster Youth to Independence, Emergency Housing Vouchers (EHVs), and Project-Based Voucher (PBV) Programs. These tasks are to be performed with a satisfactory rating concerning HUD agency scoring systems such as Section 8 Management Assessment Program (SEMAP), National Standards for the Physical Inspection of Real Estate (NSPIRE), and other future HUD required evaluation systems.
Responsibilities
The statements below describe the principal duties and responsibilities generally assigned to this position. They are not intended to be an exhaustive list of all work performed. Duties may be added, removed, or reassigned by management to meet operational needs and in accordance with Agency policy, applicable law, and HUD requirements.
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Administers an assigned caseload and/or specialized program functions by conducting interviews, reviewing applications and supporting documentation, determining eligibility, calculating family share of rent, and processing required documentation in accordance with HUD regulations, Agency policy, and established timelines.
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Prepares, issues, and tracks program documents and contracts, including housing assistance payments documentation, owner correspondence, and related records, to support timely lease-up and continued assistance.
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Processes admissions, annual and interim reexaminations, moves, portability actions, changes in family composition, changes of ownership, and terminations in accordance with HUD requirements, Agency policy, and quality control standards.
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Provides accurate, timely, and professional customer service to applicants, participants, owners, community partners, Agency staff, and members of the public, and refers complex or specialized matters to the appropriate resource when necessary.
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Reviews information from the Enterprise Income Verification (EIV) system and other third-party sources; identifies discrepancies; initiates appropriate follow-up; and supports compliance-related reviews, repayment actions, and program integrity activities consistent with applicable requirements.
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Maintains complete, accurate, and auditable participant, including required notices, verifications, calculations, and case documentation, in accordance with record retention, privacy, and confidentiality requirements.
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Performs rent calculations, utility allowance reviews, payment adjustments, overpayment processing, and related account actions accurately and within established processing deadlines.
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Supports portability billing and receivable/payable functions with other housing authorities and maintains related financial and case records as assigned.
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Conducts or supports applicant briefings, participant communications, and issuance of vouchers and related packets to ensure clear understanding of program requirements and family obligations.
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Evaluates and documents rent reasonableness using current comparable market data and negotiates rents with owners, when appropriate, consistent with HUD requirements and Agency methodology.
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Coordinates notices, informal hearings, conferences, and other due process actions related to program compliance, eligibility, and continued assistance, as assigned.
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Monitors workflow, caseload status, and program deadlines to support timely recertifications, lease-up, voucher utilization, and quality performance outcomes.
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Assists with required reporting and program data functions, including Voucher Management System (VMS) activities and other assigned compliance or performance reporting responsibilities.
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Maintains current knowledge of HUD regulations, Agency policies, and program guidance applicable to the Housing Choice Voucher, VASH, Mainstream, Foster Youth to Independence, Emergency Housing Voucher, PBV, and other assigned programs.
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Contributes to Agency performance objectives related to SEMAP, NSPIRE, file quality, leasing effectiveness, and customer service through accurate, timely, and compliant work practices.
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May assist with cross-training, onboarding, or procedural support for staff, as assigned.
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Uses Agency resources, systems, information, and property responsibly and in accordance with ethical standards, internal controls, and applicable policies.
Education and Experience
Associate degree in social services, business management, or related field. Three (3) years’ experience involving case management and client services. An equivalent combination of education and experience may be considered.
The following Certifications must be obtained within one (1) year of employment or other allowable period of hire as authorized by the Executive Director/CEO or his/her designee:
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Housing Choice Voucher (HCV)
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Rent Calculation
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Enterprise Income Verification System (EIV)
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Fair Housing Compliance (FHC)
Knowledge and Skills
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Working knowledge of HUD regulations, notices, handbooks, and guidance applicable to the Housing Choice Voucher and related assisted housing programs, and the ability to apply Agency policies and procedures accurately and consistently.
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Knowledge of eligibility determination, income verification, rent calculation, reexaminations, leasing, portability, terminations, informal review and hearing processes, and related program administration functions.
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Knowledge of fair housing, nondiscrimination, privacy, confidentiality, and reasonable accommodation principles relevant to public housing and voucher program administration.
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Ability to interpret and apply regulations, policies, and procedural guidance to routine and moderately complex case situations while exercising sound judgment and identifying issues that require escalation.
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Ability to communicate clearly, professionally, and effectively in writing and verbally with individuals from varied backgrounds and with differing levels of familiarity with program requirements.
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Ability to provide courteous and effective customer service, manage difficult conversations constructively, and maintain professionalism in sensitive or high-volume service environments.
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Skill in reviewing documents for completeness and accuracy, maintaining organized case records, and preparing clear, concise correspondence, reports, and case notes.
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Skill in performing mathematical calculations and data review necessary for rent determinations, payment processing, utility allowances, and related program functions.
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Proficiency in standard office technology, business software, and housing program systems used to manage caseloads, correspondence, and reporting.
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Ability to organize work, manage multiple deadlines, prioritize assignments, and maintain accuracy in a deadline-driven environment.
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Ability to establish and maintain effective working relationships with coworkers, participants, owners, community partners, and other stakeholders.
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Ability to analyze routine issues, identify appropriate solutions within established authority, and seek supervisory guidance when matters involve policy interpretation, exceptions, or elevated risk.
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Ability to communicate program requirements in a clear, respectful, and understandable manner and to adjust communication style appropriately to support effective service delivery.
Supervision Controls
The employee receives instructions from the Director of Assisted Housing. Courses of action, deadlines, and priorities are established by procedure, the supervisor, or the employee, depending on the assignment. Routine duties are initiated and completed by the employee without supervisory direction. Instructions to the employee may be general or specific in nature. Problems or situations not covered by instructions are usually referred to the supervisor for resolution. The employee's finished work is closely reviewed on a regular basis for accuracy, completion, and compliance with policies and procedures and the attainment of objectives. The employee has no supervisory duties.
Guidelines
Work is performed within a framework of federal statutes and regulations, HUD notices, handbooks, program guidance, Agency policies, administrative plans, and established operating procedures. The employee is expected to apply these authorities accurately and consistently, use sound judgment in resolving routine issues, and consult a supervisor when policy interpretation, exceptions, or unusual circumstances arise. In situations where guidance is limited, the employee researches applicable sources, documents the issue appropriately, and seeks direction consistent with the position’s level of authority.
Complexity
The work involves applying established regulations, policies, and procedures to a variety of case management and program administration tasks that require attention to detail, accurate calculations, timely processing, and sound judgment. Assignments include recurring duties as well as non-routine situations involving incomplete information, discrepancies in third-party verifications, participant or owner concerns, reasonable accommodation considerations, and sensitive compliance matters. The employee must balance competing deadlines, maintain file accuracy, and determine when issues can be resolved independently and when supervisory review is required.
Scope and Effect
The employee’s work directly affects the quality, timeliness, and compliance of housing assistance delivery to applicants and participants, the accuracy of payments and records, and the Agency’s relationships with owners and community stakeholders. Effective performance supports program integrity, voucher utilization, customer service, and compliance with HUD requirements and Agency standards, and contributes to the Agency’s ability to provide eligible families with access to safe, decent, and affordable housing.
Personal Contacts
Contacts are with Agency employees, applicants, participants, owners, service providers, representatives of other housing authorities, and members of the public. Contacts occur in person, by telephone, in writing, and through electronic communication. The purpose of these contacts is to exchange information, obtain documentation, explain program requirements, coordinate case actions, resolve routine issues, and support timely and compliant program administration.
Some interactions may involve sensitive circumstances, conflicting information, or individuals who are upset, frustrated, or unfamiliar with program requirements. The employee is expected to maintain professionalism, exercise tact and discretion, de-escalate routine conflict when appropriate, and refer matters that present elevated risk or require higher-level authority.
Physical Requirements
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
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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.
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Must be able to sit and/or stand for up to eight (8) hours at a time while performing work duties.
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Must be able to bend, stoop, push, and pull in the performance of office-related duties.
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Must be able to use fingers bilaterally and unilaterally to operate office equipment.
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Must be able to establish and maintain effective working relationships with employees, tenants, and community agencies and other entities that provide services.
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Must have vision and hearing corrected to be able to operate office equipment and fulfill essential job functions.
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Must be able to perform essential job functions in an environment that will sometimes include increased levels of work-related stress.
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Must maintain a professional appearance and portray a positive image for the Agency.
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Must maintain punctuality and attendance as scheduled.
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An employee may request a reasonable accommodation to mitigate any of the physical requirements listed above.
Work Environment
The work environment characteristics described herein are representative of those an employee encounters while performing the essential functions of this position. Reasonable accommodations may be provided to enable qualified individuals with disabilities to perform the essential functions of the job.
The work is primarily performed indoors in a typical office environment. The position is generally performed in an area that is adequately heated, cooled, lighted, and ventilated. Employees may be exposed to the normal risks and conditions associated with an office setting.
Other Requirements
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Must possess and maintain a valid driver’s license acceptable to the Agency and a satisfactory driving record if driving is an essential function of the position.
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Must be available for occasional local and out-of-town travel for meetings, training, conferences, site visits, emergency response, or other business needs of the Agency.
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Must be able to work a full-time schedule established by the Agency and, when necessary, adjust hours to attend Board meetings, community events, meet deadlines, respond to emergencies, or address operational needs.
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Must successfully complete all lawful pre-employment screening requirements established by the Agency for this position, which may include verification of education, experience, references, background checks, and other job-related screenings permitted by applicable law.
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Must maintain confidentiality and handle personal identifiable information, medical or accommodation information, procurement information, and other sensitive records in accordance with Agency policy and applicable law.
Read and Acknowledge
The Huntsville Housing Authority is an Equal Opportunity Employer. This job description is subject to change and in no manner 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/CEO.
Employment with the Huntsville 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 statements in this job description describe the general nature, level, and type of work expected of an employee assigned to this position. They are not intended to be an exhaustive list of all responsibilities, duties, or skills required. Nothing in this document creates any employment, compensation, or contractual right. Management reserves the right to revise this job description at any time to meet operational needs, subject to applicable law and Board authority.
7:00 a.m. to 5:30 p.m. or 8:00 a.m. to 6:30 p.m.,
