Occupancy Specialist

Affordable Support Manager II

WE OFFER EXCELLENT BENEFITS:

• FREE Employee Medical Insurance
• FREE Employee Dental Insurance
• FREE Employee Vision Insurance
• Sick leave (8 hours of paid sick leave per month)
• Vacation (Minimum of 2 weeks paid vacation)
• Discounted health memberships
• Retirement (Employer contribution - 3% contribution and an additional 3% employer match)
• FREE Long-Term Disability Insurance
• FREE Life Insurance
• 13 Paid Holidays
  

CCEW Mission
Feed the hungry, heal the hurting, welcome the stranger. 

CCEW is an equal opportunity employer. All employees and potential employees will be recruited, selected, trained, promoted, compensated and, if necessary, disciplined or terminated without regard to sex, gender, race, ethnicity, national origin, citizenship, immigration status, religious affiliation, marital status, military veteran status, age, pregnancy, sexual orientation, gender expression or identity, disability, genetic information, or any other basis protected by law.

Job Summary

The Affordable Support Manager II is an intermediate to advanced level position and supports The Affordable Team in maintaining regulatory compliance within the affordable housing program. As part of The Affordable Team is responsible for preserving the affordable housing portfolio for Catholic Housing Services of Eastern WA through federal, state, and local compliance. Keep current on all changes in landlord-tenant law and affordable housing regulation and assist with distributing information to Compliance, Asset Management, and Property Operations staff in all regions.

This position uses YARDI Systems as the centralized data system, increasing accuracy, eliminating duplicate data, reducing errors, and gaining complete Affordable oversight. Using YARDI exclusively to simplify compliance procedures, minimize mistakes, manage multiple subsidy layers, and allow real-time reporting and a single point of entry to streamline daily operations. 

Job Duties/Responsibilities

To perform this job successfully, an individual must be able to satisfactorily perform each of the essential duties/responsibilities listed below. CHC may make reasonable accommodations to enable individuals with disabilities to perform this job's essential duties/responsibilities.

1. In conjunction with The Affordable Team, manage and maintain CHC's affordable housing portfolio, including tenant file reviews, audits, onsite file reviews, and track and complete certifications.
2.  Responsible for the timely submission of Voucher Processing to HUD (TRACS) and USDA RD (MINC). Monitor open Certifications that are past their effective date monthly. Report any error reports or voucher rejections to the Compliance Director with a formulated action plan. Train the Affordable Support Manager I as a backup.
3. Scheduling any funder/investor visits for all CHC properties (REAC, MOR, Commerce, WSHFC, Investor, etc.). Communicate to the appropriate staff the date, time, and requirements for a visit. Provide any pre-visit documents to the requesting agency within the requested deadline. Work with appropriate staff members to prepare for the site visit. Work with appropriate staff to respond to asking agency on findings by the required deadline.
4. Respond to investor requests within the requested deadline. Requests can include site questionnaires, rent roles, resident files, etc.
5.  Process and implement Gross Rent Changes. Assist and monitor communications to Regional Operations Managers and site staff regarding any changes needed by staff to complete. Follow-up with staff bi-weekly on status and completion. Train the Affordable Support Manager I as a backup.
6. Responsible for maintaining all HUD EIV Binders for all CHC HUD PBRA Assigned Properties. The Affordable Support Manager III will back up this function.
7. Respond to Yardi Compliance Work Orders within three business days of being entered into Voyager by site staff. Follow-up on all open work orders at least bi-weekly until closed.
8. Provide support and answer day-to-day questions regarding appropriate program compliance certification, outstanding issues, and correct policy and procedures to Regional Operations Managers, Property Managers, and Assistant Property Managers.
9.  Assist in onboarding new CHC staff. To include but is not limited to Yardi Systems Access, Technical Support to CHC staff, and Affordable Training.
10.  When needed, visit properties throughout the CHC portfolio as assigned by the Compliance Director. Attend desk reviews as assigned by the Compliance Director.
11. Perform property site audits with other Affordable Team members annually for the CHC Portfolio.
12. Assist the Compliance Team as needed in managing the referrals received from local Housing Authorities.  This will include:
    • Manage PSH Catholic Housing Communities referral wait list.
    • Coordinate with Housing Authority PSH liaison weekly or as needed.
    • Initiate the initial contact and meeting with the Applicant.
    • Conduct intake and screening.
    • Gather appropriate Income/Asset verifications.
    • In conjunction with the Affordable Support Manager and Compliance Director Assessing appropriate housing placements.
13. When needed, assist the Compliance Director and Affordable Support Manager III with Income/Rent Limits to include input into Yardi, Income/Rent Limit Spreadsheet Updates, and timely notice to Property Staff.
14. Review regulatory agreements for compliance with policy, rules, or other requirements.
15. Use and train YARDI systems to simplify compliance by minimizing errors, efficiently managing multiple subsidy layers, and allowing real-time reporting and a single point of entry to streamline daily operations.
16. Uses appropriate administrative, fiscal, physical, and technical safeguards to ensure the confidentiality, integrity, and security of CCEW client-protected health information (PHI), per regulations outlined in the Health Insurance Portability and Accountability Act of 1996 (HIPAA).
17. Will regularly utilize all forms of communication (email, text, phone, etc.) and database practices necessary for this position and the supervisor's direction.
18. Perform other duties as assigned by supervisor.
19. Adheres to the tenets of Catholic Social Teaching and Catholic Doctrine.
20. Performs as a team member to assure that productivity outcome measures are achieved.
21. Performs related functions necessary to support the mission and core values of Catholic Charities.

Job Qualifications

To perform this job successfully, an individual must meet the minimum qualifications listed below.  These qualifications are representative of the knowledge, skill and/or ability required to perform this job. 

Minimum Qualifications:

• 4 years’ experience in affordable housing, auditing, or other related area, which must include a working knowledge/experience with IRS Section 42 compliance and HUD 4350.3 handbook. 
• HUD Certified Occupancy Specialist (COS) advanced, Tax Credit CP3 or related compliance certification. Or willingness to obtain in a prescribed time.
• 5+ years using Yardi Systems
• General experience in training staff. 
• Ability to calculate figures and amounts accurately (w/ and w/out a calculator).
• Self-motivating with high level of positive energy.
• Detail oriented and deadline driven.
• Ability to plan, organize and conduct audits.
• Ability to read and interpret complex documents and manuals, such as regulatory agreements and compliance regulations.
• Excellent oral and written communication skills.
• Must have strong computer experience with the Microsoft Office suite and Outlook.
• Strong problem solving and analytic skills with attention to detail.
• Must possess excellent relationship building skills.
• Demonstrated record of team building, leadership and professional achievement.
• Experience working with diverse populations.
• Knowledge of Landlord/Tenant, and Fair Housing law.

Preferred Qualifications:

• Associates degree in Business, Social Services, Human Services, Public Administration, or related field; OR may substitute an additional four years of relevant work experience for the required degree.
• 5 years’ experience in multi-family housing programs compliance and/or program monitoring.
• 2+ Yardi Technical Support and Setup Experience
• Experience with reporting through WBARS.
• Experience in property management software preference being YARDI.

Physical Abilities:  To perform this job successfully, an individual must be able to:

• Regularly sit, stand, climb, walk, hear/listen, talk
• Frequently
  lift up to 30 pounds, pull/push, carry, grasp, reach
• Occasionally crawl, stoop, kneel
• Clearly see 20+ feet, with or without corrective lenses, ability to focus

Mental & Other Skills/Abilities: To perform this job successfully, an individual must have the:

• Adaptability: ability to adapt to changes, delays or unexpected events in the work environment; ability to manage competing demands and prioritize tasks; ability to change approach or method to best fit the situation.
• Analytical Ability: ability to maintain focus for extended periods of time; ability to complete research projects with resourcefulness and persistence; ability to synthesize complex or diverse information; ability to use intuition and experience to complement existing data.
• Attendance: ability to consistently arrive and be able to work as scheduled. May be scheduled flexible work hours as needed to complete job expectations.
• Computer/Technical Ability:
  working knowledge of Word Processing software, Spreadsheet software, Internet software, Property Management software.

• Interpersonal Skills:  ability to maintain satisfactory relationships with others, excellent customer service skills and a good overall understanding of appropriate human relations.  Awareness of and sensitivity to the service population’s culture and socioeconomic characteristics. 

• Dependability: ability to follow instructions, both in written and verbal format; ability to respond to management direction; ability to complete tasks on time or notify the appropriate person with an alternate plan when necessary.
• Interpersonal Skills: ability to maintain satisfactory relationships with others, excellent customer service skills and a good overall understanding of appropriate human relations. Awareness of and sensitivity to the service population’s culture and socioeconomic characteristics. 
• Judgment:ability to make prudent and timely decisions; ability to exhibit sound and accurate judgment; ability to explain reasoning for decisions.
• Language Ability:  ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations; ability to write reports, business correspondence, and procedure manuals; ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
• Mathematical Ability:
  ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume; ability to apply concepts of basic algebra and geometry.
• Motor Coordination: the ability to coordinate eyes, hands, fingers, and feet accurately and handle precise movements.
• Problem Solving Ability: ability to identify and/or prevent problems before they occur; ability to formulate alternative solutions to problems when necessary; ability to transfer learning from past experiences to new experiences of similar nature.
• Quality Management: ability to complete duties, on time and with absolute precision, at least 95% of the time; ability to edit the accuracy and thoroughness of one’s work as well as the work of others;  ability to constructively apply feedback to improve performance, ability to generate ideas to improve and promote quality in work
• Reasoning Ability: ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists; ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
• Supervisory Skills:
  this job does not have any direct supervisory responsibilities.

Workplace Environmental Conditions

While performing the essential duties/responsibilities of this job, the employee will be:

• Noise Conditions: exposed during a shift to constant or intermittent sounds at moderate to loud levels of sound dependent upon the daily activities.