Program Lead Description

About Marin Housing Authority / Careers

Established April 4, 2017

Definition

Under general direction of the Program Manager, to act as a lead person and assist management in the day to day operations of the Housing Choice Voucher (“HCV”) Program, including assisting management with planning, organizing, coordinating, monitoring and implementing the functions of the HCV Program, and to perform related duties as required.

Supervision Received and Exercised

General supervision is received from the Program Manager. The Program Lead acts in a lead capacity and provides direct day to day oversight and coordination of contractors and staff in the HCV Department, including assigning and reviewing work of other employees. The incumbent will also assist with all aspects of the HCV Program, including but not limited to, voucher utilization, re-certifications, inspections, waitlist management, participant briefings, and intake. In addition, the Program Lead will provide administrative and strategic support, such as performing programmatic analysis, creating and maintaining program databases, for example PIC, EIV and ISSI software.

Class Characteristics

This class provides supervisory and administrative functions relating to the HCV program, including but not limited to, waitlist management, intake, inspections, and annual and interim certification. This class is responsible to assist in the overall management of these activities, day-to-day work assignments, review and technical assistance. Successful performance of the work requires the ability to prioritize and delegate work, communicate with program participants and stakeholders as a representative of the Housing Authority, and provide leadership to the HCV staff in addition to performing technical and administrative work in the management of all aspects of the HCV program.

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 third party vendor contracts, policy, federal regulation’s interpretation, reporting requirements and client eligibility.

Work may include providing lead direction to staff including monitoring quality compliance of work performed, development and implementation of recordkeeping policies and the preparation of periodic reports.

Examples 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.

• Assists with the daily operations of the HCV program.
• Represents the Housing Authority with outside agencies and organizations.
• Acts as a liaison for potential and current landlords.
• Assists in monitoring and evaluating programmatic procedures to ensure compliance with HUD rules; monitors compliance with federal regulations and agency policies and procedures.
• Assists in developing and implementing goals, objectives, policies, procedures and work standards for the HCV Program.
• Inspects staff and work of vendors and ensures it is completed in accordance with customary industry standards; makes recommendations on staff disciplinary actions and documents poor performance of staff and vendors.
• Trains staff in work procedures and provides policy and procedural guidance, training and interpretation to staff.
• Independently resolves operational challenges through meetings and problem solving techniques.
• Assists in coordinating administrative and operational functions within the HCV department.
• Assists in overseeing day-to-day waitlist activities; new applicant interviews and briefings; HCV initial and continuing program eligibility; inspection functions; and HCV program compliance.
• Revises and updates forms, letters, communications as necessary or as directed by the Program Manager.
• Responds to tenants and owners.
• Monitors cases involving tenant/owner disputes, potential fraud cases, and lease/program policy violations, and determines the appropriateness and level of MHA involvement with respect to each identified issue.
• Documents all contacts with tenants or owners regarding disputes.
• Develops and maintains collaboration among community agencies involved in implementation and funding of the various programs that address clients with special needs.
• Assists in the development and implementation of program changes in compliance with HUD regulations and MHA policy.
• Conducts quarterly SEMAP Quality Control reviews for these indicators;
• Prepares monthly reports of key indicators in the HCV Program.
• Prepares SEMAP Reports.
• Maintains and manages related agency databases.
• Troubleshoots problems and trains staff in related regulatory requirements and the daily operations of specialized computer software and databases.
• Prepares specialized reports, documents and correspondence.
• Investigates program and/or lease violations, prepares reports and documents for grievance hearings and may represent the agency's case at grievance hearings.
• Addresses landlord complaints and landlord-tenant disputes.
• Enters data into the specialized computer software; compiles, reviews and/or prepares material for reports, and records.
• 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.
• Assists in participant mediation of client-landlord disputes, coordinates services with other divisions within Marin Housing and outside local service agencies.
• Assists in monitoring and evaluating programmatic procedures to ensure compliance with HUD rules and ordinances; monitors compliance with federal regulations and agency policies and procedures.
• Represents the agency with outside agencies and organizations; interprets program goals to the community and assists in the development and acquisition of community resources as a method of reaching program goals.
• Explains and implements new or revised housing programs, changes in priorities, policies and procedures to staff and program participants.
• Resolves operational difficulties through meetings and problem solving techniques.
• Assists in coordinating administrative and operational functions within the assigned program including monitoring and developing budgets within approved and mandated guidelines.
• Assists in the development of working relationships with appropriate, landlord/owner groups, community based organizations and agencies to identify needs, resolve problems, and improve responsiveness of housing services.
• Assists in developing Housing Authority policies, procedures and program objectives.
• Performs other related work as assigned.

Qualifications

Knowledge of:

• Principles, practices, methods and techniques of HCV program management, coordination and monitoring.
• Applicable local, state and federal rules and regulations covering housing assistance programs.
• Modern office equipment and automated data systems, recordkeeping, rent roll maintenance, policies and procedures relating to the 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 in:

• Interpreting, explaining and applying Marin Housing Authority and HUD rules and regulations and procedures when working with staff, clients, landlords outside agencies, and the MHA clients.
• Analyzing and making recommendations on complex housing problems 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 regards 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.
• Operating standard office equipment, including job-related computer hardware and software applications, facsimile equipment and multi-line telephones.
• Establishing and maintaining effective working relationships with those contacted in the course of the work. 

Educations 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 high school diploma supplemented by a minimum of 30 semester units of college level courses in a related field and four years of increasingly responsible experience in affordable housing eligibility or program administration working with programs for low-income or people with disabilities or other community-based services.

NAHRO or HUD certification as a Public Housing Manager or Occupancy Specialist may be substituted for the post-high school education requirement. 

License and Certification:

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.