The purpose of this position is to provide operational support of the Detroit Housing Commission’s Section 8 programs by assisting in the delivery of program services and may include application processing, waiting list management, portability actions, intake actions, and re-certification duties. Additionally, work involves communication with participating property owners and management companies. The work is performed under the supervision of an HCV Supervisor or Manager.
This position is recognized under the Michigan Association of Public Employees (MAPE) agreement.
Educational Requirements
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Bachelor’s degree in social services, Human Services, Public Administration or closely related field from an accredited college or University.
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A combination of education and experience may be considered.
Educational Requirements
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2- 5 years of Housing Choice Voucher (HCV) Program experience
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3 years of experience in rent calculations and program administration
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2- 5 years of Housing Choice Voucher (HCV) Program experience
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3 years of experience in rent calculations and program administration
Must obtain the HCV Specialist Certification and the HCV Rent Calculation Certification within 6 months of hire with a passing score of 80% or higher.
Must pass the rent calculation examination with a minimum score of 80% on the rent calculation component of the HCV Specialist examination.
Must periodically retake the HCV Rent Calculation examination and pass with a minimum score of 80%.
Must maintain the HCV Specialist Certification during employment in the position.
Knowledge of the Enterprise Verification System (EIV)
Knowledge of HUD PIC Systems
Yardi experience preferred
Must have or be able to acquire a valid state driver’s license
Must pass federal, state, and local criminal investigation clearances, and pass a drug screening test administered by the Commission or its designated provider.
Must be insurable under the agency’s insurance policy
Valid Notary Public Certification preferred
Must obtain the HCV Specialist Certification and the HCV Rent Calculation Certification within 6 months of hire with a passing score of 80% or higher.
Must pass the rent calculation examination with a minimum score of 80% on the rent calculation component of the HCV Specialist examination.
Must periodically retake the HCV Rent Calculation examination and pass with a minimum score of 80%.
Must maintain the HCV Specialist Certification during employment in the position.
Knowledge of the Enterprise Verification System (EIV).
Knowledge of HUD PIC Systems
Yardi experience preferred
Must have or be able to acquire a valid state driver’s license
Must pass federal, state, and local criminal investigation clearances, and pass a drug screening test administered by the Commission or its designated provider
Must be insurable under the agency’s insurance policy
Valid Notary Public Certification preferred
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Act independently
- Analyze situations
- Attend to details
- Verbally communicate
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Communicate in writing
- Concentrate
- Empathize
- Identify problems
- Initiate
- Manage pressure
- Motivate
- Multi-task
- Organize
- Problem solve
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Think creatively
Analyze situations, review available actions, and determine the best course of action
Communicate effectively orally or in writing with relevant stakeholders, internal and external, from a variety of backgrounds
Compile data and prepare reports
Develop and maintain recordkeeping systems and procedures
Exercise tact, discretion and diplomacy
Interact effectively in a complex, dynamic environment
Interact with public and private agencies and residents to accomplish organizational goals
Interpret and understand community housing needs
Investigate problems or issues and resolve effectively
Operate standard office equipment
Manage conflict effectively
Manage multiple priorities and demands within established requirements
Master position-specific software
Plan, organize, complete or assign work and special projects in order to meet organizational goals
Prepare written documents/reports with proper sentence structure, grammar and overall completeness
Provide high level, quality customer service both internally and externally
Provide information and feedback in a courteous, diplomatic manner
Read and understand department specific documentation, and policies and procedures
Supervisory Responsibilities
Reports To
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Continued Occupancy Supervisor
[The fundamental job duties the individual must be able to perform, with or without accommodation; removal of these functions would fundamentally change the job]
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Answer’s inquiries and provide customer service to clients, landlords, agencies, and the general public. Also answer inquiries regarding policies and practices associated with Housing Choice Voucher Multi-Family and Moderate Re-habitation programs. Notify program participants and landlords of scheduled reexaminations.
Initiates and processes Annual and Interim Re-certifications for Housing Choice Voucher (HCV), Mainstream, Family Unification Program (FUP), Project Based Vouchers, Family Self-Sufficiency, Home Ownership and EHV program participants. Meets with clients to update and revise client/landlord information, adjust rent, complete required certification and re-certification paperwork and review required regulations and family responsibilities.
Interview participants: verify and document required information. Collects, reviews, evaluates, and verifies documents and verifies documents and information to calculate rent for interim re-certification and move-in. Explain rent calculation to tenants and assist with completion of recertification materials, as necessary. Prepares and sends appropriate notices of rent adjustments in accordance with HUD regulations.
Calculate tenant share of rent.
Recertifications may be conducted via mail, individual or group briefing sessions or as a home visit where reasonable accommodation to people with disabilities is required.
Process requests for minimum rent hardship exemptions.
Notify participant, landlord, and Finance Department of new HAP and tenant payment amounts.
Enter recertification data into the computer system and generate a HUD-50058 in an accurate and timely manner for electronic system submission to the PIC system.
Ensure proper verification methods/processing for each re-examination in accordance with HUD and Commission policies and procedures. Examines and resolves income discrepancies, as necessary.
HUD regulations require timely processing of annual and interim recertifications, including corrections, MTCS or other essential data.
Runs Rent Reasonableness Determination to verify rent increase qualifies and processes rent increases, per rent reasonable determinations.
Reviews and discuss non-compliant family(ies) issues with Admissions & Leasing Supervisor or HCV Manager to ensure clients are provided with reasonable opportunity to meet requirements to remain in compliance.
Initiate voucher termination for participants who fail to comply with program requirements. Assists in preparation and distribution of notices of violation of the Statement of Family Responsibilities and assists the Admissions and Leasing Supervisor or HCV Manager with the enforcement of Statement of Family Responsibilities.
Initiate HAP Contract terminations and HAP abatements for landlords who fail to comply with program requirements.
Prepare cases for hearings; participate in hearings as required.
Prepare correspondence using standard form letters, editing them to fit specific circumstances.
Make personal, telephone, or email contact with a wide variety of people, including applicants; voucher holders; employers; financial institutions; service or benefit providers; property managers; and landlords/owners. Contacts are for a variety of purposes, including explaining program requirements; negotiating rents and HAP contracts; verifying information on income, assets, or deductions; and resolving problems.
Provide good customer service by regularly and timely responding to email and telephone communications in a professional manner.
Process incoming mail, including faxes by properly sorting, reviewing, responding timely and filing all mail or fax communications.
Utilize a variety of computer software programs including standard office software for word processing (e.g. Word), presentation preparation (e.g. PowerPoint), and spreadsheet (e.g. Excel) applications; use Yardi software for applications, waiting list, participant recordkeeping, HUD-50058 preparation, and reporting.
Establish and maintain participant and landlord files in accordance with DHC file protocols. This includes timely filing of all documents related to the participant file.
Maintain the confidentiality of designated information. Perform work in accordance with HUD and PII (Personally Identifiable Information) policies.
Accept applications from the public as required.
Explain program procedures, eligibility criteria, waiting list preferences, anticipated waiting times, and other program issues to applicants and the public.
Place applicants on the waiting list in accordance with DHC’s Administrative Plan and applicable HUD guidance and/or regulations.
Participate in a waiting list update (purge) at least annually or as required.
Update applicants’ personal information and waiting list placement as required.
Participate in a waiting list update (purge) at least annually or as required.
Update applicants’ personal information and waiting list placement as required.
Explain DHC’s portability procedures to families porting into or out of the jurisdiction.
Assist as required with port-ins by providing documentation to initial PHAs and DHC’s respective Finance Department(s).
Assist with follow-up with gaining PHAs to determine the status of port-outs; provide documentation to Finance Department when families are housed.
May assist, as required, in sending letters inviting applicants to provide documentation to support their eligibility for the program.
Obtain necessary verifications and other required information.
Determine eligibility for the program and appropriate voucher size.
Reviews lease documents for accuracy and completeness and execution of the Housing Assistance Payments (HAP).
Participate in applicant briefings. Explain program requirements to landlords and rental agents.
Verify unit passes HQS inspection before completing negotiations.
May, as required, determine rent reasonableness, calculate utility allowance, apply the 40% rent burden test, negotiate and prepare Housing Assistance Payments (HAP) Contracts, calculate initial HAP payments, and complete the move-in process.
Notify ineligible applicants; participate in informal review process, as required.
May assist, as required, in sending letters inviting applicants to provide documentation to support their eligibility for the program.
Obtain necessary verifications and other required information.
Determine eligibility for the program and appropriate voucher size.
Participate in applicant briefings. Explain program requirements to landlords and rental agents.
Schedules inspections of units for initials, recertifications, complaints, specials and abate cure inspection activity.
Additional duties as assigned.
Physical Activities and Demands
Ascending/descending stairs
Ascending/descending ladders
Grasping/ finger manipulation
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Phones
- Computer/laptop
- Copiers/printers
- Scanners
- Projectors
- Monitors
- Communication systems
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Indoor environments
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Work in hot, cold, wet surroundings
- Work with or near chemicals
- Confined workspaces
- High, precarious places
- Exposed to electrical hazards
- Exposed to mechanical hazards
- Potential exposure – communicable disease
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Exposed to chemicals/fumes
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Exposed to continual, multiple distractions
- Ability to position oneself to work under or on top of objects
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Customer relationship management software
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Contract management software
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Database software
- Financial systems
- Internet software
- Project management software
- Spreadsheet software
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Word processing software
DISCLAIMER
This job description should not be construed as an exhaustive list of duties and responsibilities performed by persons assigned to this classification. It is not intended to limit or in any way modify the right of any supervisor or manager to assign, direct and control the work of employees under his/her supervision. All principle duties and responsibilities of this position are essential functions of the position. Job descriptions are reviewed on a regular basis and may be revised at any time. Revisions will be communicated to employees within the classification. This job description does not constitute a contract of employment; therefore, the company may exercise its employment-at-will rights at any time.
MARIJUANA
Although marijuana has been legalized under Michigan law, it is a Schedule I controlled substance and is illegal under federal law. As a federally funded agency DHC’s employees are NOT permitted to use or possess any form of marijuana for medical or recreational purposes. Any applicant for employment who tests positive for marijuana during a pre-employment drug screening shall be ineligible for employment with DHC. Any applicant for employment who advises DHC that s/he uses any form of marijuana will be ineligible for employment with DHC. DHC is unable to grant a request for a reasonable accommodation to use marijuana under any circumstance.
EOE STATEMENT
The Detroit Housing Commission is an Equal Opportunity Employer. No personnel decisions concerning any term or condition of employment shall be unlawfully based upon an individual’s race, color, religion, sex (including sexual orientation and gender identity or expression), pregnancy (including childbirth or a medical condition related to pregnancy or childbirth), national origin, age, marital status, weight, height, disability, genetic information including family medical history, military service, or misdemeanor arrest record. Additionally, DHC shall not engage in discriminatory compensation decisions or practices.
