HCV Case Manager

Summary

The primary purpose of this position is to perform program and administrative tasks to ensure compliance with HUD regulations and the Housing Authority of the Birmingham District's (HABD) policies. The Case Manager is responsible for processing annual and interim recertifications, determining eligibility for housing assistance, managing Housing Assistance Payments (HAP), and maintaining accurate and complete records for tenants and landlords. This role supports the full leasing of eligible program participants and ensures the integrity of tenant and landlord files.

All activities must align with HABD's mission, strategic goals, and objectives.

Essential Duties and Responsibilities

The following duties and responsibilities describe the general nature and scope of work. Additional responsibilities may be assigned as needed:

• Review and verify documents and third-party income information to ensure compliance with HUD and HABD regulations.
• Calculate tenant payments, rents, HAP amounts, and utility reimbursements promptly and accurately.
• Process annual and interim recertifications, rent increase requests, and adjustments to HAP contracts.
• Conduct eligibility determinations, including income calculations, family composition reviews, and affordability assessments.
• Analyze Enterprise Income Verification (EIV) reports to address discrepancies and ensure compliance.
• Manage application and recertification files, maintaining organized filing systems and scanning documents into the system.
• Prepare HUD 50058 forms, HAP contract amendments, and other documentation for submission and distribution to tenants and landlords.
• Conduct briefings for new participants, port-ins, and moves; assist with participant workshops and training.
• Verify that no multiple subsidies exist before leasing and process tenancy approvals.
• Coordinate with landlords to obtain and provide necessary documents, including leases and affordability notifications.
• Perform quality control audits of tenant files and correct discrepancies as needed.
• Assist with third-party and HUD audits by preparing files and ensuring regulatory compliance.
• Monitor and track zero-income participants every 90 days and notify participants of missing documentation.
• Provide technical and status reports to inform management of task progress.
• Perform administrative and clerical duties to support the Rental Assistance Department and other departments as required.

Behavioral Competencies

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

Job Knowledge: Exhibits essential 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 HABD. Uses appropriate judgment & decision-making following the level of responsibility.

Commitment: Sets high-performance standards; pursues aggressive goals and works hard/intelligent 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 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 an 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 work; does a 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 team's success above own interests; supports everyone's efforts to succeed.

Job Competencies

• Knowledge of HUD regulations, federal/state laws, and HABD policies related to the Housing Choice Voucher Program.
• Skill in using office equipment and software (e.g., MS Word, Excel, PowerPoint, and Outlook).
• Ability to calculate payments and allowances with speed and accuracy.
• Strong customer service and tenant relations skills.
• Effective written and verbal communication skills.