Description

Open Internally until May 9, 2025

Open Externally until May 16, 2025

Class Title: Program Coordinator

Position Title: Housing Choice Voucher Programs Account Coordinator

Accountable To: HCV Programs Manager

Department: Housing Choice Voucher

Band: C

Grade: 4

Subgrade: 2

Come join one of the nation’s highest ranked housing agencies. Be a part of an innovative and creative team of individuals committed to serving the community by providing affordable, quality housing.

The St. Paul Public Housing Agency (PHA) has been serving the community for over 45 years. St. Paul PHA is an independent agency that owns and operates affordable rental housing for low-income families and individuals throughout the City, with subsidies from the U.S. Department of Housing and Urban Development (HUD). The PHA provides approximately 4,273 affordable rental units in hi-rise buildings, townhomes, and scattered site single family and duplex homes. The PHA administers 5,242 Housing Choice Vouchers, paying over 45 million annually in federal rent subsidies to private owners who rent units to eligible families and individuals with very low incomes.

Mission Statement

The PHA helps families and individuals with low incomes achieve greater stability and self-reliance by providing safe, affordable, quality housing and links to community services.

Employment Benefits

The PHA offers a generous employee benefits package. The standard package includes paid vacation and sick leave; eleven paid designated holidays and two paid floating holidays; health and dental insurance coverage; and an employer pension contribution equal to 7% of employee's salary (employee contributes 5%). Additional benefits vary by contract or Supervisory and Confidential (S&C) policies.

Class Summary: Incumbents perform a wide variety of office support activities, which require accurate data entry, routine decision making, and occasional research.

Distinguishing Characteristics: The Housing Choice Voucher Programs Account Coordinator is distinguished from the Lead Housing Choice Voucher Specialist by its responsibility for performing duties of a specialized nature requiring both knowledge and experience in the area assigned.

Position Summary: Incumbent is responsible for maintaining and processing all Housing Choice Voucher Programs related information into databases; determining owner eligibility and owner profile set up and; reconciling and tracking voucher and payment accounts; responding to owner inquiries related to payments and ownership changes; works with IT and Finance to perform data corrections in software and applicable databases as necessary; process all portability into and out of St. Paul; tracking and maintaining Project Based Voucher unit vacancies and contract removals; maintaining existing PBV contract renewals and amendments; and, processing accurate and prompt rental assistance payments.

Duties

• Coordinates twice-monthly rent roll process for completing Housing Assistance Payments (HAP) to landlords participating on the Housing Choice Voucher and special programs.
• Processes complete cancels for all Housing Choice Voucher programs at the end of the month in coordination with rent roll.
• Processes move-outs and exclusions of tenants for non-payment to owners.
• Maintain existing Project Based Voucher (PBV) contract renewals and amendments and PBV program occupancy and vacancies.
• Processes payments for portability inside and outside the City of St. Paul.
• Creates and maintains ownership files and investigates owner discrepancies. Verifies owner of record is through research and consultation and confirms that owner of record is eligible for payment.
• Works with the IT department and HCV Management team to identify and implement new reports to monitor program and payment compliance. Updates and maintains a detailed list of ongoing technological changes. Performs data corrections in software as necessary and related to ensure program compliance and accurate rent payments. Researches and records ongoing solutions to software issues related to payment processing and the landlord portal.
• Processes Requests for Tenancy Approval.
• Serves as first line for questions from owners and tenants regarding foreclosure process, property sales/ owner changes, and housing assistance payments.
• Provides support to staff such as software assistance, ordering special supplies pertinent to filing and rent roll processing, and assists with mailing inspection letters
• Interfaces with Finance Department as necessary.
• Maintains Information Retention and Document Imaging Process.
• Responds promptly, courteously and professionally to participant, landlord and staff inquiries related to the housing payments process.
• Must abide by all Board approved policies, policies prohibiting discrimination and harassment, executive communications, administrative procedures, and safety procedures established by the PHA.
• Performs other duties of a similar nature or level.
  
  

Requirements

Knowledge (position requirements at entry):

Knowledge Of

• Customer service techniques and telephone etiquette;
• Basic record keeping practices;
• English grammar and punctuation.
  
  

Skill In

Skills (position requirements at entry):

• Demonstrated proficient in using a computer and related software applications; specifically Microsoft Excel, Microsoft Word and Adobe Acrobat;
• Preparing clear and concise memos;
• Tracking and monitoring expenditures;
• Filing;
• Using computers and related software
• Maintaining accurate files and records;
• Prioritizing and handling multiple projects;
• Performing basic mathematical calculations;
• Communication, interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction.
  
  

Required Qualifications (position Requirements At Entry)

• Education: BA degree or 4 years of vocational and advanced vocational education in a relevant field.
• Experience: 1 year of relevant experience in jobs at the B Band or higher level such as Housing Choice Voucher Programs, Housing Quality Standards (HQS), housing, or relevant field. Additional experience can substitute for education on a year-for-year basis. Demonstrated experience working with ethnically, culturally and economically diverse populations.
  
  

Preferred Qualifications

• Experience: Additional years of relevant experience in jobs at the B Band or higher level and/or relevant education. Demonstrated experience working with ethnically, culturally and economically diverse populations.
  
  

Licensing Requirements (position Requirements At Entry)

• None required.
  
  

Physical Requirements

Light Work (Exerting up to 20 pounds of force occasionally, or up to 10 pounds of force frequently, or a negligible amount of force constantly to move objects. Even though the weight lifted may be only a negligible amount, a job should be rated light work: [1] when it requires walking or standing to a significant degree; or [2] when it requires sitting most of the time but entails pushing or pulling of arm or leg controls; or [3] when the job requires working at a production rate pace entailing the constant pushing or pulling of materials even though the weight of those materials is negligible.)