Quality Assurance Administrator – Housing Compliance Position Available In Knox, Tennessee

Quality Assurance Administrator – Housing Compliance 3.3 3.3 out of 5 stars Knoxville, TN 37917

Description:

SUMMARY Under the supervision of the Regulatory and Housing Compliance Director, the Quality Assurance Administrator is responsible for developing, implementing, and coordinating administrative programs while maintaining KCDC’s current program requirements as approved by HUD. The incumbent supervises staff training related to Low Income Public Housing and

RAD/PBRA/LIHTC

programs. The Quality Assurance Administrator monitors quality assurance, efficiency, and productivity and reports results to KCDC leadership. All activities must support Knoxville’s Community Development Corporation’s (“KCDC” or “Authority”) mission, strategic goals, and objectives.

SUPERVISORY RESPONSIBILITIES

The Quality Assurance Administrator supervises the Quality Assurance Specialist and the daily operations of the Quality Assurance Center.

ESSENTIAL DUTIES AND RESPONSIBILITIES

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. Supervises the work of staff including: assigning, planning, and reviewing work, evaluating work performance and completing performance evaluations, coordinating activities, maintaining standards, allocating personnel, selecting new employees, training staff, acting on employee problems, and recommending and implementing discipline. Prepares training materials and conducts training and testing for EIV Security and required processes for all Public Housing and Section 8 staff who require access to EIV. Prepares Certificates of Completion for all staff that successfully complete training. Provides additional instruction to staff who were unsuccessful. Prepares training materials and conducts INS training for KCDC staff. Prepares training materials and conducts training on HUD policies and procedures for annual fiscal year training for all housing staff, including Section 8 Prepares training materials and conducts training and testing on changes or new implementation requirements that affect the Admissions and Continued Occupancy Plan (ACOP-LIPH) and the Tenant Selection and Assignment Plan (TSAP-Multifamily). Revises ACOP and TSAP accordingly as supporting documents to the Annual Plan as well as presentation during the annual fiscal year training for staff. Coordinates completion of training certificates and distributes to staff. Prepares training materials and conducts training for properties converting to

RAD-PBRA/LIHTC

program by creating Elite software process sheets for multiple certification types; prepares samples and instructions for new forms, verification/documentation requirements, and leasing and recertification packets. Coordinates with support departments including Accounting, IT, and Executive Management for conversion activities to ensure existing tenants are established in the new Elite module (multi-family). Generates certifications for conversion and ensures data has been successfully converted to the new module. Prepares new leases and generate 50059 certifications for existing tenants at the time of conversion or move-in for new construction properties (Five Points). Oversees and provides guidance to Regulatory & Compliance staff who will assemble lease signing packets and tenant files for conversion activities. Assists Development staff with mass lease signing activities. Generates finalized REAC inspection reports and requests documentation from Development staff in order to enter and submit mitigation documentation in PIC. Requests HUD approval of KCDC’s non-dwelling units. Provides HUD with existing non-dwelling units, requests to add any new non-dwelling units, removes non-dwelling units that are no longer public housing units, and requests approval for a new 3-year period. Requests approval of KCDC’s Designated Housing Plan and generates supportive documentation as required. Oversees preparation and submission of KCDC’s Annual Plan and 5-Year Plan. Prepares monthly reports that reflect overall performance of individual properties, including Unit Months Available/Unit Months Leased, Unit Monthly Turnaround, Open Work Orders, Emergency Work Orders, unprocessed move-out files, and security deposit amounts that have been charged but not collected for each site. Maintains an Authority-wide summary that is updated on a monthly basis. Prepares and submits PIC Removal Applications for properties converting from LIPH to

RAD/PBRA.

Ensures proper units are selected to be removed for each application. Provides statistical and demographic information to internal and external stakeholders regarding

RAD/PBRA/LIHTC

properties. Monitors Emphasys software for new module development for multi-family and low-income housing tax credit programs. Maintains summary of issues for communicating with IT staff and Emphasys directly. Develops, prepares, and presents “Process Sheets” for KCDC policies and procedures for staff. Prepares Emphasys Process Sheets for Development staff to complete certifications and other tasks to complete within Elite. 23. Provides support to site staff on administration of various policies and procedures. Acts as primary back-up for monthly TRACS submissions for Multifamily properties. Revises HUD’s Income Limit amounts on an annual basis. Provides new income limits to IT staff and development staff. Revises Flat Rents on an annual basis. Analyzes existing tenants who are on flat rent and determines the amount of phase-in that is required as per HUD regulations. Coordinates and completes file audits for each property. Selects files, reviews rent calculations completed by staff, reviews each certification packet, and reviews income/asset verifications. Completes file audit sheet of findings and provide overall summary of errors for each file and site to Senior VP of Housing and Regulatory and Housing Compliance Coordinator for review. Coordinates and completes waiting list audits by reviewing waiting lists and tenant move-in data to ensure housing offers were correctly administered by staff. Researches and submits annual OCAF Adjustments to the HUD local office for increase in Contract Rent to HUD for approval. Coordinates preparation of various regular and special reports of moderate to substantial complexity and maintain related records. Reports include but are not limited to: Annual Plan and 5-Year Plan, HA Calculation of Occupancy Percentage for Requested Budget Year, Occupancy Report, Management Indicators and information related to Resident Satisfaction Indicator of PHAS, monthly performance measures reports including but not limited to monthly “snapshot report” reports for public housing and Section 8 property-based performance measures, and Unit Months Available (UMA) for the Financial Indicator of PHAS. Acts as HUD Online System PHA Administrator for KCDC. Assign roles and actions for staff who require access to HUD’s PIC and EIV systems. Performs HUD-assigned PHA User Administrator/Security Officer duties for HUD’s online Systems. Keeps abreast of applicable federal, state, and local laws, rules regulations, policies, and procedures that pertain to public housing programs, including, but not limited to, the Federal Register, HUDs PIH Notices, Uniform Landlord, and Tenant Act. Reviews and revises policies and procedures for public housing program as needed to stay compliant with HUD regulations, for example, Admissions and Continued Occupancy Policy, Utility Allowance Schedule, Flat Rents, Maximum Rents, etc. Prepares and submits original or renewal applications for HUD review and approval such as Designated Housing Plan, Demolition/Disposition Request, and Grants. Performs other duties as assigned.

Requirements:

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of public administration principles and practices. Knowledge of the laws, rules, regulations, policies, and procedures applicable to the administration of housing programs and activities in the area assigned. Knowledge of the methods, principles, and practices of grants management. Knowledge of research techniques and report writing. Skill in the operation of a personal computer and related software applications. Ability to administer and coordinate program activities pertaining to assignment. Ability to understand and interpret laws, rules, regulations, policies, and procedures applicable to the programs being administered. Ability to prepare regular and special reports of moderate complexity and to maintain related records. Ability to communicate effectively, both orally and in writing. Ability to establish and maintain effective working relationships with internal customers, external customers, government officials, school officials, representatives of social and civic groups, police officials, landlords, residents, and the general public. Ability to assist in the hiring of new employees, evaluate performance of subordinates accurately and timely, correct deficiencies, and guide and assign personnel. Ability to establish, monitor, and achieve objectives through skillful delegation of duties. Ability to orient other employees and to explain organizational policies, rules regulations, and procedures.

BEHAVIORAL COMPETENCIES

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

Problem Solving and Analysis:

Systematically identifies, analyzes and resolves existing and anticipated problems in order to reach optimum solutions in a timely manner.

Program and Project Management:

Plans, manages, and evaluates specific activities in order to deliver the desired outputs.

Strategic Capability and Leadership:

Provides mission, sets direction, and inspires others to deliver on the organizational mandate. Manages performance by providing regular feedback and reinforcement. Decisions are based on ethical and social responsible principles.

Effective Communication:

Employee is prepared, clear, concise, and organized in all facets of communication in order to fully establish understanding. Actively listens and understands the audience to adapt message appropriately. Communicates information with appropriate personnel in a timely manner.

Customer Service:

Provides timely, courteous, and quality service to all internal or external customers by anticipating individual needs, following through on commitments and ensuring that our customers have been heard.

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.

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 the Authority. Uses appropriate judgment and decision making in accordance with level of responsibility.

Responsiveness and Accountability:

Demonstrates a high level of conscientiousness. Holds oneself personally responsible for one’s own work and does fair share of work.

Teamwork:

Employee balances team and individual responsibilities. Exhibits objectivity and openness to others’ views and gives and welcomes feedback. Contributes to building a positive team spirit; puts success of team above own interests; and supports everyone’s efforts to succeed.

EDUCATION AND EXPERIENCE

Bachelor’s Degree in business administration, public administration, or related field and a minimum of three (3) years of experience administering and coordinating program activities at a housing authority. An equivalent combination of education and experience may be considered.

CERTIFICATES, LICENSES, AND REGISTRATIONS

No special requirements at appointment. Some positions may require possession of a valid driver’s license and the ability to be insurable under the Authority’s automobile insurance plan at the standard rate.

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; reaching and grasping; operating computers and other office equipment; moving about the office; and attending onsite and offsite meetings. The employee must be able to exchange information in person, in writing, and 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.