Financial and Administrative Coordinator Section 8

Summary: This dual-function position provides financial oversight and accounting support for Section 8 programs while also offering direct administrative and strategic assistance to the Director of Rental Assistance. The role ensures accurate financial tracking of housing subsidies, grant funds, and program budgets, while supporting departmental coordination, software support, forecasting, process quality control, compliance reporting, and communication needs.

Key Responsibilities:

• Process and reconcile Housing Assistance Payments (HAP) to landlords.
• Track Section 8 program budgets, funding allocations, and expenditures. Plan, track and control the use of financial resources to ensure programs operate within their budgets and meet funding requirements. Prepare budgets, monitor expenditures, reconcile accounts, analyze variances and ensure compliance with HUD or other funding guidelines.
• Prepare monthly, quarterly, and annual financial reports related to HUD grants and vouchers.
• Ensure compliance with HUD financial reporting requirements and audit standards.
• Assist with financial monitoring, variance analysis, and grant reconciliations.
• Coordinate with the Finance Department on fund disbursements and reimbursements.
• Serve as the administrative point of contact for the Section 8 Director. Organize and manage the activities of team members to ensure smooth day-to-day functioning of the department and/or program. Assign tasks, facilitate communication, resolve issues and provide guidance to improve staff efficiency, and help Director achieve operational goals with accuracy and transparency.
• Assist with preparing presentations, reports, and correspondence.
• Lead and provide support for projects, such as software implementations, system upgrades, or process improvements, while applying project management and technical knowledge.   
• Set goals with timelines, coordinate teams, manage resources and ensure technology solutions align with operational goals. Serve as liaison between technology and staff, ensuring projects are completed efficiently, on time, and use the user needs in mind.
• Measure and evaluate key performance indicators related to leasing activities, such as occupancy rates, lease renewals, turnaround time and tenant satisfaction. Identify strength and weakness in leasing operations and work with Director to improve leasing efficiency and program goals
• Maintain organized records for audits, HUD reviews, and board meetings.
• Support communications between the director, staff, landlords, and tenants.
• Coordinates with the Rental Assistance team to identify needs and opportunities for increased efficiency with Yardi and other procedures.
• Assist in identifying operational efficiency opportunities, create and implement procedural changes to enhance efficiency
• Provide monthly forecasts and analysis of all voucher programs and make recommendations to maximize incentive fees while also reducing the risk of short fall 2-5 years out.
• Use specialized tools and techniques to collect, examine, and interpret complex data sets. Create detailed reports, visual dashboards, and summaries that clearly communicate findings to help leaders and teams make smarter, data-driven decisions.
• Analyze and improve the steps and procedures involved in competing tasks or projects to make them more efficient, effective and streamlined. Identify bottlenecks and eliminate extra steps. Automate repetitive actions and ensure resources are widely used.
• Identify repetitive of manual tasks and use technology to streamline or automate to reduce errors, save time and improve productivity, allow staff to focus on higher-value work.
• Develop training Materials, lead workshops, answer questions and provide one one-on-one support to build individual and team confidence.
• Process and reconcile Housing Assistance Payments (HAP) to landlords.
• Track Section 8 program budgets, funding allocations, and expenditures. Plan, track and control the use of financial resources to ensure programs operate within their budgets and meet funding requirements. Prepare budgets, monitor expenditures, reconcile accounts, analyze variances and ensure compliance with HUD or other funding guidelines.
• Prepare monthly, quarterly, and annual financial reports related to HUD grants and vouchers.
• Ensure compliance with HUD financial reporting requirements and audit standards.
• Assist with financial monitoring, variance analysis, and grant reconciliations.
• Coordinate with the Finance Department on fund disbursements and reimbursements.
• Serve as the administrative point of contact for the Section 8 Director. Organize and manage the activities of team members to ensure smooth day-to-day functioning of the department and/or program. Assign tasks, facilitate communication, resolve issues and provide guidance to improve staff efficiency, and help Director achieve operational goals with accuracy and transparency.
• Assist with preparing presentations, reports, and correspondence.
• Lead and provide support for projects, such as software implementations, system upgrades, or process improvements, while applying project management and technical knowledge.   
• Set goals with timelines, coordinate teams, manage resources and ensure technology solutions align with operational goals. Serve as liaison between technology and staff, ensuring projects are completed efficiently, on time, and use the user needs in mind.
• Measure and evaluate key performance indicators related to leasing activities, such as occupancy rates, lease renewals, turnaround time and tenant satisfaction. Identify strength and weakness in leasing operations and work with Director to improve leasing efficiency and program goals
• Maintain organized records for audits, HUD reviews, and board meetings.
• Support communications between the director, staff, landlords, and tenants.
• Coordinates with the Rental Assistance team to identify needs and opportunities for increased efficiency with Yardi and other procedures.
• Assist in identifying operational efficiency opportunities, create and implement procedural changes to enhance efficiency
• Provide monthly forecasts and analysis of all voucher programs and make recommendations to maximize incentive fees while also reducing the risk of short fall 2-5 years out.
• Use specialized tools and techniques to collect, examine, and interpret complex data sets. Create detailed reports, visual dashboards, and summaries that clearly communicate findings to help leaders and teams make smarter, data-driven decisions.
• Analyze and improve the steps and procedures involved in competing tasks or projects to make them more efficient, effective and streamlined. Identify bottlenecks and eliminate extra steps. Automate repetitive actions and ensure resources are widely used.
• Identify repetitive of manual tasks and use technology to streamline or automate to reduce errors, save time and improve productivity, allow staff to focus on higher-value work.
• Develop training Materials, lead workshops, answer questions and provide one one-on-one support to build individual and team confidence.

Job Requirements:

• Associate’s or Bachelor’s degree in Accounting, Finance, or Public Administration.
• 2–4 years of accounting experience, preferably in housing or non-profit sectors.
• Familiarity with HUD regulations, especially Section 8/HCV programs.
• Strong Excel and financial software skills (e.g., Yardi, MRI, or similar).
• Excellent organizational and communication abilities.