Project-Based Contract Administration Specialist

SUMMARY

Administers the HUD Section 8 Project-Based contract administration program by performing the following duties.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

PROGRAM DUTIES:

• Conducts required Management and Occupancy Reviews (MOR) and follows up on results of physical inspections conducted by third parties. 
• Clearly, timely and adequately notifies owners of MOR findings and provides instructions on appropriate corrective actions.
• Follows up with owners who have compliance issues to correct and complete requirements for closeout.
• Processes contract rent adjustments requested by owners by verifying debt service, calculating utility allowance, calculating required Reserve for Replacement deposit amounts, securing funding from HUD, and executing and distributing rent schedules.
• Processes Section 8 Housing Assistance Payment (HAP) Contract renewals. Duties include all requirements of processing contract rent adjustments. Additional duties include reviewing the Rent Comparability Study (RCS) for completeness and preparation of HAP contracts.
• Assists residents in obtaining vouchers in the event a HAP contract is terminated.
• Assists CA Finance when necessary to ensure monthly vouchers are for eligible tenants.
• Addresses all health, safety and tenant issues received directly from tenants or referred by HUD . Follow up is conducted at least every two weeks with owners and tenant, as needed, to ensure appropriate action has been taken.

Program Training:

Responsible for developing and providing training and guidance to participants on technical issues, regulations, rules, procedures and general program guidelines by conducting general training sessions and direct training assistance with participants when requested and scheduled and disseminating appropriate updates and other technical information or data.

Program Responsibilities:

• Ensures Acceptable Quality level (AQL) on all Performance Based Tasks (PBT) is achieved.
• Identifies and corrects any Disincentive Deduction items for any Performance Based Task (PBT).
• Maintains appropriate databases for program.
• Develops manuals for participant guidance, internal procedures, annual work plan, and all reporting procedures.
• Researches legal, technical or policy issues to participate in updating program rules, internal guidelines, and policy issues to comply with all Federal or state regulations.
• Assists in the preparation of materials for agency board meetings and participates when required.
• Assists in reviewing and preparing all program reports for all sources.
• Ensures all records, worksheets, work papers are adequately documented for any action taken by Contract Administration.
• Responsible for doing whatever needs to be done to enhance the overall operations of the Agency on a day-to-day basis.
• Responsible for delivering exceptional customer service to all external and internal customers by being polite and helpful at all times.

EDUCATION and/or EXPERIENCE

Bachelor's degree (B. A.) from four-year college or university; or four to six years related experience and/or training; or equivalent combination of education and experience.

CERTIFICATES, LICENSES, REGISTRATIONS

• Must have and maintain a valid driver's license. Must be eligible for bonding.
• Must obtain Certified Occupancy Specialist (COS) certification within one year after being hired.
• This position has been identified as “Safety-sensitive.” “Safety-sensitive”- Is defined to mean any job that includes tasks or duties that the employer reasonably believes could affect the safety and health of the employee performing the task or others. Such positions will be subject to increased oversight as allowed by 63 O.S. § 427.8(k). These positions will be subject to drug screening in accordance with the drug testing policy of the OHFA Employee Handbook.

OTHER KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of and experience in Multi Family Project Based Housing preferred. Knowledge of the local, state, and federal laws governing the program. Ability to understand, act on, and interpret policies, regulations, and procedures as set forth by the Housing Agency and/or HUD. Ability to establish and maintain effective working relationships with co-workers, vendors, consultants, contractors, tenants, HUD, and local, state, and federal officials.

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.
• Travel is required with occasional overnight stays.   
• Must have reliable transportation suitable for essential job functions. Mileage reimbursement is available  
• While performing the duties of this job, the employee is regularly required to stand; walk; sit; use hands to finger, handle, or feel; and talk or hear. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, and ability to adjust focus.