Lead Coordinator Family Self Sufficiency & HCV Homeownership Description

About Marin Housing Authority / Careers

Established: May 14, 2024

Definition

Under general direction of the Director of Supportive Services, to act as a lead person and assist management in the day-to-day operations of the Family Self Sufficiency Program, including assisting management with planning, organizing, coordinating, monitoring and implementing the functions of the Program, and to perform related duties as required.

Supervision Received and Exercised

General supervision is received from the Director. While maintaining a caseload and for clients in the FSS Program, the Program Lead additionally acts in a lead capacity and supporting the Director in the coordination of the program and staff, including assigning and reviewing work of other Coordinators. The incumbent will provide assistance in leading team meetings, reviewing and approving forms and documents prior to Director review, compiling and analyzing program data for accurate reporting, compliance of MHA FSS Action Plan as well as HUD regulations, researching updates and potential changes by HUD, maintaining program databases, communication with vendors associated with the FSS program, and troubleshooting. In addition, the incumbent will act as a Lead Coordinator for the HCV Homeownership program working with the HCV Program Manager. The incumbent will oversee and support the active participants in the HCV Homeownership Program, including providing administrative and strategic support, performing programmatic analysis, maintaining program databases, assisting in recruitment through orientation, and communication with partners.

Class Characteristics

This is the advanced journey level class which performs technical and lead duties in an assigned housing program; assists in daily operations and program management including making recommendations on program procedures, monitor and communicate with outside program partners and stakeholders, communication with program participants, reviewing policy, federal regulation’s interpretation, reporting requirements and client eligibility, and provide direction in work assignments to staff in addition to performing technical and administrative work in all aspects of the assigned housing program.

Example of Duties (Illustrative Only)

The following list of duties are those usually performed by an employee in this classification. An employee may perform other related duties at an equivalent level. Not all duties listed are necessarily performed by an employee in this classification.

• Maintains a FSS Client caseload working with FSS clients directly as a FSS Coordinator.
• Assists with the daily operations of the FSS program.
• Assists in developing and implementing goals, objectives, policies, procedures and work standards for the FSS Program.
• Reviews work of staff and ensures it is completed in accordance with customary industry standards; reports on performance of goals to Director of Supportive Services.
• Trains staff in work procedures and provides policy and procedural guidance, training, and interpretation to staff including new staff.
• Independently resolves operational challenges through meetings and problem-solving techniques.
• Assists in coordinating administrative and operational functions within the FSS Program.
• Assistsin overseeing HUD program requirements, FSS initial and continuing program eligibility; inspection functions; and FSS HUD program compliance.
• Assists in monitoring and evaluating programmatic procedures to ensure compliance with HUD rules; monitors compliance with federal regulations and agency policies and procedures, and assists in developing and implementing program changes required by HUD or MHA policy.
• Monitors client cases to ensure program compliance including Contracts of Participation, use forfeited escrow funds, reviewing monthly escrow reports for discrepancies and communicating discrepancies to Accounting Department and Director of Supportive Services, client program violations, termination of participants and graduations.
• Develops and maintains collaboration among community agencies involved in implementation and funding of the various programs that address clients with special needs.
• Maintains and manages related agency databases.
• Enters data into the specialized computer software; compiles, reviews and/or prepares material for reports, documents, records, and/or correspondences.
• Ensures adherence to safe work methods, procedures and practices; identifies training opportunities and needs; makes recommendations regarding such to management.
• Prepares program progress reports and forecasts annual program goals.
• Assists staff with the more complex and unusual situations; provides technical guidance; interprets regulations; prepares correspondence of a sensitive nature.
• Resolve operational difficulties through meetings and problem-solving techniques.
• Performs other related work as assigned.

HCV HOMEOWNERSHIP

• Maintains a caseload of active participants (vast majority are not also in FSS program) in the HCV Homeownership program.
• Assists participants with any inquiries about the HCV Homeownership program as well as being a liaison in resolving any errors, and processes in their ARs or IRs; and assisting them with submitting all documents necessary for their continuation with the HCV Homeownership program.
• Assisting potential participants in the initial eligibility process.
• Recruitment and promotion of the Homeownership program including conducting orientations in both English and Spanish.
• Communicate with banks on the estimation calculation of subsidy eligibility when potential participants are applying for a mortgage.
• Organize and record program data.
• Respond to inquiries regarding the HCV Homeownership program from partner agencies, PH and HCV participants and the public.
• Network with community agencies and groups to provide information and visibility of the HCV Homeownership Program.
• Performs other related work as assigned.

Qualifications

Knowledge of:

• Principles, practices, methods and techniques of working with FSS clients and families, FSS program coordination, management, and monitoring.
• Applicable local, state and federal rules and regulations covering housing assistance programs.
• Modern office equipment and automated data systems, recordkeeping, policies and procedures relating to the FSS Program and HCV Program, and community resources.
• Techniques for dealing with a variety of individuals from various socio-economic, cultural and ethnic backgrounds, in person and over the phone.
• Community resources available in Marin County for homeless low-income persons.
• Techniques for facilitating positive, collaborative working relationships and teamwork, and professionally representing the Housing Authority with governing boards and outside agencies.
• Recordkeeping principles and practices; computer software related to the work and general office administrative best practices.
• Rules and policies governing contracts; contract negotiation and monitoring techniques; modern methods, principles, and procedures related to budgeting, accounting, and rental agreements; related housing technical information beyond normal program policies and procedures.

Skill to:

• Interpreting, explaining and applying Marin Housing Authority and HUD rules and regulations and procedures when working with staff, clients, landlords outside agencies, and the FSS & Homeownership clients.
• Analyzing and making recommendations on compliance requirements for housing programs and related data.
• Performing accurate, detail-oriented work in compiling, organizing, and maintaining data and records.
• Handling confidential information and materials with discretion and confidentiality.
• Training and providing direction to staff in regard to Housing Authority rules and regulations, practices and policies.
• Communicating effectively, both orally and in writing, when working with clients, staff and outside contacts and agencies in the course of work.
• Preparing reports and maintaining logs to monitor accuracy and timeliness of work.
• Advising and assisting clients in obtaining and maintaining subsidized low-income housing assistance.
• Using independent judgment in applying a body of technical information in the performance of an important program function.
• Establishing and maintaining effective working relationships with those contacted in the course of the work including staff and clients; working collaboratively with human service agencies to assure the provision of comprehensive and coordinated services.
• Establishing and maintaining effective working relationships with those contacted in the course of the work. 

Education and Experience:

Any combination of training and experience that would provide the required knowledge, skills and abilities is qualifying. A typical way to obtain the required qualifications would be:

Equivalent of a four-year degree from an accredited college or university in sociology, public administration, or a closely related field and two years of professional social services casework experience.

License:

Some assignments may require possession of a valid California class C driver's license and have a satisfactory driving record.

Physical Demands:

While performing the duties of this job the employee is frequently required to sit for extended periods of time, talk and hear within standard ranges. The employee is required to walk, use hands to finger, handle, or feel objects, tools, or computer controls; and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus. Some work is performed in the field, various residential buildings, and normal office setting with moderate noise levels.

Working Conditions:

Work is usually performed in a typical office setting with moderate noise and may require evening and weekend work. The noise level in the work environment is usually quiet. May be required to work evenings or weekends to make presentations or during special events and to travel to alternate work locations.

ADA Compliance:

MHA will make reasonable accommodation of the known physical or mental limitations of a qualified applicant with a disability upon request.

Marin Housing Authority is an equal opportunity, affirmative action employer. Minorities, women and individuals with disabilities are strongly encouraged to apply.  Upon request, reasonable accommodations will be made for persons with disabilities and for religious reasons.