Portability Specialist

Housing Choice Voucher Case Manager

Come and join the CH team because our work makes a difference!!!

Proposed hiring range: $45,300 - $61,100

The primary purpose of this position is to provide case management to Housing Choice Voucher clients porting in and out of the jurisdiction. The incumbent will serve as the primary contact for customer interaction and correspondence regarding porting. This position is responsible for performing a variety of tasks as they relate to portability of tenants, absorptions of tenants, posting portability payments, records maintenance, mailing monthly billings, reviewing rent changes, reviewing HUD-forms for billing purposes, reconciling tenant's outstanding balances, contacting public housing agencies (PHA's) for outstanding balances, and other related financial tasks. In addition, the incumbent will verify and ensure that client files, documentation, and processes are in compliance with HUD and CH rules and regulations.

All activities must support Columbia Housing's ("CH") mission, strategic goals, and objectives.

The position duties and responsibilities listed below describe the general nature and scope of work. Other responsibilities, duties, and skills may be required and assigned, as needed.

• Serves as primary contact and lead for all clients under the portability option, while maintaining and coordinating the portability process.
• Schedules and conducts eligibility interviews with applicants.
• Processes all initial billing for Portable HCV clients on a timely basis and ensures accuracy of billing invoices.
• Gathers data and research information pertaining to the admissions and occupancy of units associated with the port process.
• Completes all tasks related to the processing of HCV participants files exercising the port option, including, but not limited to, voucher issuance, lease-up, initial certification, annual certification, interim certification, move-in and move-outs, and end of participation.
• Monitors and maintains records of Housing Assistance Payments (HAP) to other housing authorities.
• Schedules, interviews, process data and correspondence related to the issuance of a voucher.
• Ensures briefings are available on a regular basis to educate residents on the rules and regulations regarding the HCV program and prepare and process all necessary documents for tenant briefings.
• Assists in preparing tenants absorption lists, maintains tickler file, provide W-9 information to other Housing Authorities.
• Performs various analyses of tenant's accounts for correct balances and payments, contacting PHA's when payments are not received, working with HCV occupancy specialists to resolve any tenant's issues, mail monthly billings to PHA
• Executes all required actions for the successful submission of all port caseload household records to PIC or any other applicable HUD identified participant information.
• Monitors and maintains Accounts Receivable documents for Housing Assistance Payments for billable ports.
• Works closely with the Finance department to accurately update records regarding HAP payments for ports.
• Attends meetings, representing management; produces written management summaries and distributes information in accordance with department guidelines and practices.
• Performs other duties as assigned.

This position requires the incumbent to exhibit the following behavioral skills:

• Job Knowledge: Exhibits requisite knowledge, skills, and abilities to perform the position effectively. Demonstrates knowledge of policies, procedures, goals, objectives, operational entities, requirements, and activities as they apply to the assigned organizational entity of CH. Uses appropriate judgment & decision making in accordance with level of responsibility.
• Commitment: Sets high standards of performance; pursues aggressive goals and works hard/smart to achieve them; strives for results and success; conveys a sense of urgency and brings issues to closure; persists despite obstacles and opposition.
• Customer Service: Meets/exceeds the expectations and requirements of internal and external customers; identifies, understands, monitors and measures the needs of both internal and external customers; talks and acts with customers in mind. Recognizes work colleagues as customers.
• Effective Communication: Ensures important information is passed to those who need to know; conveys necessary information clearly and effectively orally or in writing. Demonstrates attention to, and conveys understanding of, the comments and questions of others; listens effectively.
• Initiative: Proactively seeks solutions to resolve unexpected challenges. Actively assists others without formal/informal direction. Possesses the capacity to learn and actively seeks developmental feedback. Applies feedback for continued growth by mastering concepts needed to perform work.
• Responsiveness and Accountability: Demonstrates a high level of conscientiousness; holds oneself personally responsible for one's own work; does fair share of work.
• Teamwork: Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; supports everyone's efforts to succeed.

Job competencies:

• Knowledge of HUD, federal, state, and local laws and regulations, as well as CH policies and procedures related to the position.
• Knowledge of the general operations and procedures of CH properties and the Housing Choice Voucher Program.
• Knowledge of issues facing public housing residents and ability to counsel individuals of varying social, educational and economic backgrounds.
• Knowledge of the HCV program and applicable HUD rules and regulations.
• Strong language and communication skills.
• Proficient basic mathematical and statistical skills and ability to understand and interpret data, charts, and graphs.
• Skill in performing research and analysis.
• Ability to prioritize tasks and work in a fast-paced environment.
• Ability to establish and maintain effective working relationships with co-workers, vendors, consultants, contractors, residents, HUD, and local, state, and federal officials. Ability to communicate with people from a broad range of socio-economic backgrounds.

Education and/or experience: Candidate must have a bachelor's degree in business administration or a related field and a minimum of 3 years of professional experience in public housing or real estate management. An equivalent combination of education and experience may be considered.

Technical skills: To perform this job successfully, the employee should have strong computer skills (e.g. MS Word, Excel, PowerPoint, and Outlook). Must have the ability to learn other computer software programs as required by assigned tasks.

Licensure or certification requirements: Additional training may be required as necessary to complete job functions and all training schedules will be at the direction the VP OF HCV. Ch will encumber the expense for the required certification for the initial training class and test if applicable. If the incumbent is unable to receive the required certification within the designated time period, employment may be subsequently terminated.

Physical demands: 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 accommodations may be made to enable individuals with disabilities to perform the essential functions.

To perform this job successfully, the employee is frequently required to remain in a stationary position. Daily movements include sitting; standing; operating computers and other office equipment; moving about the office; and attending meetings. The employee may occasionally have to reach, bend and stoop to access necessary material. The employee must be able to communicate via email and verbally via telephone. The employee must occasionally transport up to 25 pounds.

Work environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Office environment. The noise level in the work environment is moderate.

Columbia Housing is a Section 3 Compliant Employer

Columbia Housing is an Equal Opportunity Employer committed to providing employment opportunities without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, political affiliation, marital status or veteran status.

Columbia Housing offers a very generous benefits package, including:

• Health
• Dental
• Vision
• Term Life Insurance
• Long-term disability
• Flexible Spending Accounts
• State Retirement*
• 401K and 457 Plans
• Annual Leave Accrual
• Sick Leave Accrual
• 13 paid holidays
• FREE gym membership
• Alternative Work Schedule Options (including a 4-day workweek), if applicable
• Employee Assistance Program