Compliance Director
POSITION TITLE:
Compliance Director
REPORTS TO:
Deputy Director
DEPARTMENT/DIVISION:
Compliance
FLSA STATUS:
Exempt
DATE:
January 15, 2025
EMPLOYMENT STATUS:
Full-Time
Position Summary
Responsible for ensuring regulatory compliance on the part of the Housing Agency and interacts with all levels of management to monitor for compliance with policies, educate staff on new and emerging regulatory requirements, and determine the best approach to implement new policies and proceures resulting from new or changing regulartory requirments. The incumbent analyzes risks related to Agency compliance programs and for investigating, reporting on, resolving, escalating, and/or addressing any actual or potential regulartory issues and compliance matters. Work requires knowledge of the policies, procedures, and regulations of the Housing Choice Voucher (HCV), Project Based Voucher (PBV) Programs, Family Self Sufficiency Programs (FSS), Housing Quality Standards (HQS), National Standards for the Physical Inspection of Real Estate (NSPIRE) Inspections and LIHTC Compliance and Procurement. The incumbent is responsible for the Agency receiving at least a satisfactory rating concerning HUD agency scoring systems and other future HUD required evaluation systems.
Responsibilities
The duties listed below illustrate the various types of work that may be performed. The omission of specific statements regarding duties does not exclude them from the position if the work is similar, related, or a logical assignment in association with this position. Undertakes and performs the following and all other work-related duties as assigned.
1. Plans and conducts in-depth reviews of Agency records, files, and procedures to ensure compliance with HUD Regulations and Move to Work (MTW) and Low-Income Housing Tax Credits (LIHTC) programs. Audits include review of rent/income, leases and other documentations, waitlist selection, FSS/ LSS compliance, HQS/NSPIRE Inspections and procurement policies.
2. Conducts site audits of case files to ensure correct procedures/policies are followed, office files are correctly organized and required time frames are met; reviews waiting lists and marketing activities; summarizes finding in audit report along with necessary corrective action and suggested completion timeline; runs auditing reports in tenmast and HUD secure systems.
3. Runs monthly HUD EIV reports, reviews with Management staff and follows up to ensure completion of any corrected action in tenmast and PIC.
4. Completes PIC and tenmast clean up and voucher reconciliation as needed.
5. Reviews monthly VMS submissions, occupancy reports and other data to ensure utilization compliance.
6. Completes a detailed checklist for each file reviewed to ensure errors/cures have been appropriately addressed and file meets quality control standards.
7. Monitors compliance of the Housing Choice Voucher Program using the Section 8 Management Assessment Program (SEMAP) or comparable standardized audit as a minimum to measure performance. Recommends processes, procedures and trainings on areas of deficiencies from the reviews and also to implement new processes/procedures.
8. Coordinates HUD's EIV training for staff in order for them to receive initial and continued access.
9. Responsible for timeliness and accuracy of documentation for all audits at the site and corporate level, including but not limited to LHITC, HCVP, PBV and financial audits.
10. Conducts internal audits and prepares periodic reports of occupancy functions including waiting list management, unit turnaround time, transfer activities, initial lease ups, move outs, annual re-examinations, and annual updates.
11. Conducts informal hearings and informal reviews for the tenant based and project based programs.
12. Assists Project Manager in maintaining and gathering data about all affordable housing inventories of Developments, Buildings, and units.
Assists the Deputy Director and Project Manager in the oversight of short term and long-range planning for demolition, physical improvements, new/existing modernization and development and other economic development projects.
Reviews scope of work and prepares detailed cost estimates, cost evaluations, project options, and maintains cost database. Monitors contract-funding analysis and expenditures with reference to the adopted Agency budget and prepares quality assurance plan.
Tracks and controls construction schedules and associated costs to achieve completion of the projects within time and monies allocated.
16. Ensures ongoing compliance with the licensing, Agency agreements, permit conditions, contracts with third parties, local, state, and federal laws and/or codes governing the project.
Ensures that all bid/quote documents include current information and requirements for Minority Business Enterprise (MBE), and Section 3 as needed.
18. Provides advice and assistance with fraud issues and/or investigations resulting from evidence obtained from fraud detection sources or complaints received regarding tenants or landlords.
19. Carries out remedial strategies for programs and projects found not to be in compliance with funding sources and/or not meeting program and project objectives.
20. Prepares reports with analysis of quality control reviews to facilitate error rate tracking, file submission, file status, certifications/recertifications, etc in PIC and reconsiles PIC reporting errors.
21. Recommends changes in policies/procedures and documentation requirements in accordance with review findings, which will eliminate identified deficiencies or problems and will contribute to efficiency.
22. Provides clarification of policy and procedures in the determination of eligibility and calculation of tenant rent based on questions or problems identified through quality control reviews. Provides clarification to supervisors and line staff regarding application in specific case situations.
23. Regularly reviews HUD and Agency rules and procedures to ensure accuracy of Quality Control reviews established to ensure that Agency quality standards become visible, repeatable, and measurable.
24. Manages Standard Operating Procedure compliance and file management systems.
25. Attends relevant Agency meetings to further the development and implementation of quality-focused processes and activities to enhance overall Agency performance levels.
26. Handles documents on a variety of general personal and technical topics of a highly confidential nature and maintains the confidentiality of all documents and information received by or in the possession of the employee.
27. Accountable for consistent adherence to strong Agency standards regarding the ethical, responsible, and appropriate use, care, and safeguarding of Agency materials, supplies, resources, and other assets.
Education and Experience
Bachelor's degree from an accredited college or university in business, public administration, or related field with three (3) years of experience in the Housing Industry preferred or an equivalent combination of education, training, and experience resulting in the ability to fulfill the essential job duties of the position.
The following Certifications must be obtained within one (1) year of employment or other allowable period of hire as authorized by the Executive Director or his/her designee:
§ Rent Calculation
§ Fair Housing
§ Procurement
§ Low Income Tax Credit Compliance
§ HCV Executive Management
Knowledge and Skills
1. Detailed knowledge of the federal Housing Choice Voucher Program.
2. Extensive understanding of the IRS Section 42 Low Income Housing Tax Credit Program and all related compliance requirements.
3. Familiarity with the HUD Moving to Work Program
4. Strong analytic and reporting skills required.
5. Must be a self-starter and perform tasks under minimal supervision.
6. Attention to detail with a focus on results. Possesses the ability to analyze raw data, apply analysis and form key succinct and actionable insights and recommendations.
7. Ability to work across various functional areas and to interact with individuals across all levels throughout an organization.
8. Ability to quickly learn and adapt to changing conditions.
9. Ability to follow oral and written instructions.
10. Considerable ability to initiate work projects and to work independently.
11. Considerable ability to work under pressure and to be flexible.
12. Working ability to interpret and apply regulations accurately.
13. Considerable ability to be organized and to manage time effectively.
14. Skills in effective communication and negotiations.
Supervision Controls
The Compliance Director receives broad instructions from the Executive Director and Deputy Director. The employee initiates and follows through on activities without supervisory direction. Deadlines, priorities, and objectives are developed in consultation with the Deputy Director. Problems or situations not covered by instructions are either dealt with independently or in consultation with the supervisor. The employee produces reports on demand detailing activities completed, progress, obstacles, and expected completion dates. The employee's finished work is spot-checked for attainment of objectives and compliance with policies and procedures. The employee may have supervisory responsibilities.
Guidelines
Guidelines followed by the Compliance Director include established policies and procedures, applicable reference materials, published laws, regulations, handbooks, notices, training materials, and audit information results. Materials used vary with the issues involved, and independent research is necessary depending on the activity and/or program requirements. Upon personal initiative, the Compliance Director may obtain informal guidance and assistance from other Authorities, professional organizations, and housing-related groups.
Complexity
Most of the work performed by the employee is relatively routine but varies from project to project. The employee identifies work that needs to be done, prioritizes, coordinates efforts, and performs the tasks. Occasionally, the employee makes decisions regarding unusual circumstances, conflicting data, or other non-routine circumstances. In those cases, the employee adapts procedures or develops new approaches to the work within their area of expertise or consults the supervisor.
Decisions and issues facing the employee involve whether applicable rules have been applied correctly and whether the outcome is consistent with correct application of program rules. Difficulty may arise when an issue is not a clear violation of PBV, HCVP and LIHTC Management rules and procedures, when multiple files are involved, or when extensive research and analysis is required. Broad general knowledge and sound judgment are required to successfully achieve Agency and quality control objectives.
Scope and Effect
The employee's work affects other Agency departments, all of the Agency's housing programs, its tenants, and can determine to a great extent the quality of housing and services provided by the Agency. Successful accomplishment of tasks by the employee can enhance the Agency's ability to maintain quality standards in all aspects of its operations and to achieve its goal of providing housing that is decent, safe, and sanitary, and to render adequate services for its tenants.
Personal Contacts
Most of the employee's contacts are with Agency employees, tenants, applicants, and outside agencies. Contact is made to verify, give, obtain, clarify, provide and/or gather information; coordinate, advise, motivate, influence, justify, defend, negotiate, or resolve matters or issues.
Physical Requirements
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.
1. Work is principally sedentary, but may involve some physical exertion, such as kneeling, crouching, lifting to obtain relatively heavy files and records, and eyestrain from working with computers and other office equipment.
2. Must be able to sit and/or stand for up to eight (8) hours at a time while performing work duties.
3. Must be able to bend, stoop, push, and pull in the performance of office-related duties.
4. Must be able to use fingers bilaterally and unilaterally to operate office equipment.
5. Must have vision and hearing corrected to be able to perform essential job functions.
6. Must be able to perform essential job functions in an environment that will sometimes include increased levels of work-related stress.
7. Must maintain a professional appearance and portray a positive image for the Agency.
8. Must maintain punctuality and attendance as scheduled.
9. An employee may request reasonable accommodation to mitigate any of the physical requirements listed above.
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.
Work indoors involves the normal risks or discomfort associated with an office environment and is usually in an area that is adequately cooled, heated, lighted, and ventilated.
Other Requirements
Must possess a valid driver's license and maintain a good driving record.
Must work with the highest degree of confidentiality.
Must be available for occasional overnight travel for training.
May be required to work an unusual work schedule.
Must pass employment drug screening & criminal background check.
Read and Acknowledge
The Housing Authority of Champaign County is an Equal Opportunity Employer. This job description is subject to change and in no manner states or implies that these are the only duties and responsibilities to be performed. The duties herein are representative of the essential functions of this job. This job description reflects management's assignment of functions; however, it does not prescribe or restrict tasks that may be assigned. Nothing in this document restricts management's right to assign or reassign duties and responsibilities at any time. The qualifications listed above are guidelines, other combinations of education and experience that could provide the necessary knowledge, skills, and abilities to perform the job may be considered at the discretion of the Executive Director.
Employment with the Housing Authority of Champaign County is on an "at-will" basis. Nothing in this document is intended to create an employment contract, implied or otherwise, and does not constitute a promise of continued employment.
Disclaimer: The above statements describe the general nature, level, and type of work performed by the incumbent(s) assigned to this classification. They are not intended to be an exhaustive list of all responsibilities, demands, and skills required of personnel so classified. Job descriptions are not intended to and do not imply or create any employment, compensation, or contract rights to any person or persons. Management reserves the right to add, delete, or modify and/or all provisions of this description at any time as needed without notice. This job description supersedes earlier versions.
READ AND ACKNOWLEDGED
EMPLOYEE NAME:
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