Housing Specialist

Salary: $32.85 - $40.02 hourly
Type: Regular full time, full benefits
Application deadline: October 23, 2024
This position is limited to internal employees of the San Diego Housing Commission.
This is a hybrid role with an office located at 1122 Broadway, Suite 300, San Diego, CA 92101.
About SDHC:
The San Diego Housing Commission (SDHC) is an award-winning public housing agency in the City of San Diego that provides innovative housing assistance programs for households with low income or experiencing homelessness. The San Diego City Council, in its role as the Housing Authority of the City of San Diego, oversees SDHC. SDHC helps pay rent for more than 17,000 households with low income annually; is a leader in collaborative efforts to address homelessness, such as the Community Action Plan on Homelessness for the City of San Diego and SDHC's homelessness initiative, HOUSING FIRST - SAN DIEGO, which has created more than 11,000 housing solutions since November 2014 for people experiencing homelessness or at risk of homelessness; and creates and preserves affordable rental housing, with more than 24,000 affordable units in service in the City today with SDHC's participation.
About the Department:
The Housing Specialist will work in the Quality Assurance department in the Rental Assistance Division.
The Quality Assurance (QA) department's main functions are to ensure the excellent quality of Rental Assistance program file submissions to HUD, including PIC submissions and EIV error report resolution. QA reviews and submits the RAD biweekly and monthly check runs, which is the mechanism by which all rental assistance landlords receive of Housing Assistance Payments. We oversee the division's file audit programs and ensure the integrity of the rental assistance programs, including program violation and fraud investigations and resolution. Another one of QA's roles is to support the HCV program through caseload coverage, assistance with file backlog and extra file projects. QA conducts new staff training cohorts, maintains current and creates and trainees current staff on new training material and division procedures. Leads and assists with division- and agency-wide projects including new HUD policy implementation and interactive portal deployment.
About the Position:
The Housing Specialist will report to the Director of Rental Assistance and work in a team of 13 staff members which consists of highly skilled subject matter experts. This position conducts training for cohorts of new staff in person as well as trains current staff on the Rental Assistance Program, including current and new policies and procedures. They will serve RAD Staff including Housing Assistants and Managers, Housing Choice Voucher participants, applicants and landlords, as well as some special program rental assistance participants.
This position conducts research and interprets Federal, State and Local regulation, recommends policy and procedure changes, writes procedural memos and creates training. It provides caseload and backlog coverage to ensure participants are recertified per HUD regulations, landlords receive HAP payments, and excellent customer service is maintained. This position also conducts staff deskside training, auditing and serves as a resource and subject matter expert to RAD staff. This position conducts PIU investigations and performs hearings and other PIU related tasks. It may assist with other quality control and reporting duties. The Quality Assurance Housing Specialist is integral in helping SDHC provide rental assistance to low-income families in San Diego. This position impacts to the Quality Assurance team and RAD by ensuring procedures are up to date and that staff are well-trained and supported in their efforts to provide rental assistance to low-income families in the City of San Diego. It ensures that accurate HAP is paid by assisting with caseload coverage and backlog support, as well as maintains program integrity by investigating and resolving program violations.
The ideal candidate must have demonstrated ability to work well in a team, as well as, independently. Must also have the ability to exercise good judgement, knowledge of Housing Choice Voucher program regulation(s) and policy, flexibility, resourcefulness, excellent communicator, strong training abilities. Highly preferred experience in the following programs/software: Microsoft office apps: Word, Excel, Teams, OneNote, Outlook; Yardi, Adobe Pro, OnBase, DocuSign, SharePoint Online, EIV, Box
Class Characteristics:
Independently performs a variety of complex, highly responsible, and specialized functions associated with the administration of rental assistance, public housing, and affordable housing programs. The work has technical and programmatic aspects, requiring the interpretation and application of policies, procedures, and regulations and involves frequent contact with staff and the public, as well as performing various research functions. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit.
Examples of Essential Job Functions:

• Conducts comprehensive audits of rental assistance client case files to ensure eligibility determinations, rental assistance calculations, case management activities, and documentation are accurate, complete, and in accordance with Commission policies and procedures and applicable funding source rules and regulations; refers problem cases to Housing Supervisors for resolution.
• Conducts technical and procedural training programs for new employees and staff, including training on program regulations, policies, and procedures, forms and document processing, database system, interviewing techniques, prioritization of work, and other procedures and applicable skills.
• Monitors and assesses progress of new employees during training; determines areas of difficulty and provides additional training and coaching support as needed; revises training curricula and materials to incorporate new and revised regulatory and procedural requirements, policies, and practices.
• Evaluates data on section staff productivity and performance quality to identify additional training opportunities.
• Conducts administrative reviews regarding the denial of client eligibility for rental assistance and public housing programs; reviews data, evaluates applicable rules and regulations, and makes determinations of client eligibility for program assistance; reviews client intake files for accuracy and completeness and approves processing.
• Receives and reviews referrals of alleged program fraud or abuse from Commission staff, calls, representatives of governmental agencies, or the public and determines whether an investigation will be conducted; conducts investigations to determine whether violation of program rules and regulations has occurred.
• Establishes formal repayment agreements in restitution for minor infractions or in extenuating circumstances; issues Notices of Intended Action to terminate program participation in accordance with established policies and procedures.
• Coordinates the conduct of public housing program case hearings regarding possible fraud, program violations, and similar matters; prepares hearing packets, including a narrative report describing the alleged violation, supporting evidence with comprehensive documentation of the client's history, and all facts developed through the investigation; reviews packets to ensure completeness, full documentation, and references to applicable policy provisions; represents the Commission in hearings presenting the Commission's case and questioning witnesses; takes follow-up action as required.
• Responds to contacts from clients, property owners, informants, representatives of other governmental agencies, legal counsel for clients, Commission staff, and others; processes subpoenas and forwards documents to the Executive Team and legal counsel; documents procedural errors and other problems in case files and returns them to Housing Supervisors for follow up action.
• Monitors and evaluates detailed records for affordable housing projects to verify that property owners are properly following all applicable policies and procedures in determining tenant eligibility and rental amounts.
• Conducts annual and quarterly project recertification processes; informs and trains owners of program procedures and required documentation; conducts audits and inspections to resolve discrepancies; conducts investigations of alleged program violations and issues notices to correct problems.
• Reviews rent registers and verifies compliance with Fair Market Rent requirements and housing program guidelines to enforce rent restriction and affordability levels; conducts Housing Quality Standard (HQS) inspections and informs property owners of required improvements.
• Answers questions and responds to complaints from clients, landlords, and the public; explains Commission policies and procedures and available courses of action; pulls case records, conducts research regarding problems or concerns, and takes follow-up corrective action as appropriate.
• Researches, compiles, analyzes, and organizes information and data from various sources on a variety of specialized topics related to assigned areas; develops management reports and recommendations regarding improvements in procedures, control processes, and employee training programs; checks and tabulates standard mathematical or statistical data.
• Develops and maintains accurate and detailed records, verifies accuracy of information, researches discrepancies, and records information.
• Performs other duties as assigned.

Qualifications:
Knowledge of:

• Commission administrative regulations, policies, and procedures governing rental assistance program.
• Eligibility, recertification, and case management practices and procedures.
• Principles, practices, and techniques in conducting investigations, documenting findings for use in administrative proceedings, and conducting administrative hearings.
• Conflict resolution and mediation skills.
• Applicable Federal, State, and local laws, codes, regulations, and departmental policies, technical processes, and procedures.
• Research, statistical, analytical, and reporting methods, techniques, and procedures.
• Principles and practices of data collection and report preparation.
• Modern office practices, methods, and computer equipment and applications, including word processing, database, and spreadsheet applications.
• Principles of business letter writing and record-keeping.
• English usage, spelling, vocabulary, grammar, and punctuation.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and Commission staff.

Ability to:

• Effectively conduct in-person and virtual group training programs lasting from one day to several months for new and experienced staff.
• Perform specialized and technical eligibility and case management work with accuracy, speed, and minimal supervision.
• Analyze, interpret, summarize, and present administrative and technical information and data in an effective manner.
• Prepare clear and concise reports, correspondence, policies, procedures, and other written materials.
• Interpret, apply, explain, and ensure compliance with applicable Federal, State, and local policies, procedures, laws, and regulations.
• Understand the organization and operation of the Commission and of outside agencies as necessary to assume assigned responsibilities.
• Effectively represent the division and the Commission in administrative hearings and meetings with governmental agencies, community groups, and various businesses, professional, and regulatory organizations, and in meetings with individuals.
• Compose correspondence and reports independently or from brief instructions.
• Make accurate arithmetic, financial, and statistical computations.
• Operate modern office equipment, including computer equipment and word-processing, database, spreadsheet, and other software applications programs.
• Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.
• Use English effectively to communicate in person, over the telephone, and in writing.
• Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
• Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work.

Education and Experience:
Equivalent to graduation from an accredited four-year college or university with major coursework in planning, social work, business administration, public administration, or a related field preferred, and two (2) years of progressively responsible experience in the administration of housing programs.
Strongly prefer at least 2 years of MTW Housing Choice Voucher caseload experience.
Licenses and Certifications:
Possession of, or ability to obtain, a valid California Driver's License by time of appointment.
Possession of Nan McKay HCV Rent Calculation Specialist certification desirable.
Licenses and Certifications:
Possession of, or ability to obtain, a valid California Driver's License by time of appointment.
Physical Demands:
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds.
Environmental Elements:
Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.