SummaryThe Housing Compliance Monitor's responsibilities include coordinating external audit processes for regulatory agencies, lenders, and investors. Tasks include scheduling, audit preparation, effective monitoring of critical benchmarks and due dates, coordination with other team members/departments, organizing and distributing tools and preparatory documents, record assembly/electronic retention, managing the corrective active process, proving guidance and directive to property team members to resolve discrepancies, review and analysis for acceptability of corrective measures and related materials per the requirements/expectations of the applicable housing program rules/regulatory agency, compiling and organizing records, drafting formal responses to third party monitoring reviews, tracking and follow-up of audit closure status with external monitors, data management, and internal reporting. Data management includes daily use and upkeep of audit tracking log and related systems, development and maintenance of property audit binders, data entry and use of Yardi, Smartsheet, external systems, and other systems as assigned. The Monitor works with the Department to maintain compliance with the regulatory commitments for the applicable programs: Section 42/Low-Income Housing Tax Credit program, VASH, HUD Section 8, HUD 236, HUD 202 PRAC, Bond, HOME, CalHFA, AHP, MHP, and, special needs housing programs, and other housing programs as applicable. The Monitor provides technical assistance and guidance, aims to minimize recurring deficiencies in collaboration with property staff, responds to inquiries, and supports the Department in completing special projects as needed. Where applicable, the Monitor travels to all locations where the organization conducts business, including out-of-state locations. The Monitor brings excellence to their work and related activities and effectively completes the job.Essential Duties and Responsibilities include the following. Other duties may be assigned.ADMINISTRATIVE:
Perform all monitoring functions using Microsoft Office Word, Adobe Acrobat Pro/DC Pro, Yardi, Smartsheet, and other programs/applications as assigned
Management of the Audit Tracking Log through Smartsheet and related functions.
Management of digital database pertaining to external audit monitoring and related functions.
Data entry, Recordkeeping, and database management (electronic/physical files, shipping/receiving)
Written and verbal communications with internal/external parties
Compose complex correspondence, including merging documents and graphics
Routinely track the status and completion of corrective action assignments
Use computer hardware/software to produce documents, track tasks, and generate other reports.
Use all available resources to initiate and perform research as needed.
Coordinates and arranges meetings, training schedules, and preparation of agendas.
Develop and perform training for large and small groups.
Assist in developing and implementing tools, functions, training, policies, procedures, resources, and other tasks as assigned.
Travel includes visits to properties, training locations, and other events as assigned.
Participates in meetings
COMPLIANCE:
Extensive and continual reading and analysis of regulatory literature, program rules, and policies.
Review of regulatory agreements, financing documents, limited partnership agreements, closing documents, and other property records as applicable for identification of property-specific obligations, program layering applicability and conflicts, monitoring, and implementation requirements
Evaluation, implementation, and enforcement of compliance with the various housing programs as directed by compliance management and as outlined by the applicable regulations/internal requirements.
The Monitor gains an in-depth familiarity with the requirements and protocols of the applicable external monitoring reviews (i.e., REAC protocol, MOR reviews, LIHTC, etc.), including benchmarks (i.e., passing thresholds, timeframes to resolve issues, detailed instructions, response obligations, etc.).
Upon receiving a notice of inspection from a regulatory agency, lender, or investor, the Monitor initiates external monitoring protocols. Tasks include scheduling, recordation of inspection details within internal systems (audit log, Smartsheet, etc.), identification of critical benchmarks and due dates, organization and distribution of compliant inspection materials, initiation of internal communication protocols (i.e., initial notification meetings with property management staff, distribution of notices, etc.), other preparatory tasks as needed, and development/maintenance of property compliance binders, worksheets, etc.
Where needed, monitoring and quality checks of key compliance requirements or records are conducted during preparatory and corrective action stages. The Monitor assesses the compliance standing of the property or related records (i.e., waitlist, vacant units/ready status, fees/rents, tenant selection, affirmative marketing, EIV, amenities/resident services, building rules, permits/licenses, or any other items to subject to review per the inspection scope, etc.). The Monitor aims to minimize events of noncompliance.
The Monitor oversees the corrective action process. In doing so, the Monitor effectively monitors critical benchmarks and due dates, works closely with the property management team to ensure the timely corrections of deficiencies observed within the monitoring review, and provides effective guidance and directives to resolve noncompliance findings. The Monitor completes tasks within the policy expectation (i.e., timeframe to complete, policies for extension requests, etc.) and works with third parties as needed. Tasks also include conducting routine meetings to document progress and identify problem areas, compiling and organizing records, reviewing and analyzing for acceptability of correction measures/records (per the requirements/expectations of the applicable housing program rules/regulatory agency), and maintaining the audit log to reflect up-to-date information.
The Monitor ensures that all noted deficiencies are resolved adequately and information evidencing compliance is thoroughly verified/acquired before the due date to respond to the monitoring agency and with enough time to draft a comprehensive response. In doing so, the Monitor drafts complex and formal correspondence to third parties detailing the corrections achieved and/or status and includes supplemental material as required. The Monitor continues to track the audit through official acceptance/closure; close-out tasks include archiving records and resetting the audit log/worksheets/dashboards, etc.
Daily upkeep of audit log and ensures audit dashboards/worksheets reflect up-to-date information.
Provides technical support and responds to Department inquiries
Supports the Department in completing special projects as needed.
Attends annual training events and keeps current on the necessary knowledge/skills/trends, etc.
Where applicable, the Monitor travels to all locations where the organization conducts business, including out-of-state locations.
Supervisory ResponsibilitiesInternal reporting is required, including prompt and effective communication of high-risk or critical matters/concerns to the compliance management team. Timely and accurate reporting of project status is also required. The Monitor shall conduct compliance monitoring effectively and keep current with the industry's ever-changing environment. The Monitor works closely with the compliance management team and others to complete assigned projects; in doing so, the Monitor relies on internal directives/guidance, the property's program applicability, compliance history, risk level, and current standing to evaluate and execute projects. The Monitor maintains oversight of the operational activities directly affecting the functions associated with the Monitor's role. The Monitor works closely with the compliance management team to ensure goals are achieved, evaluate operational needs, and prepare for growth.QualificationsTo perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below represent the knowledge, skill, and ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.The Monitor is effective when independently established corrective action plans are effective to resolve deficiencies and carried out per Department guidance/policy, critical benchmarks/due dates are met, progress is adequately monitored, and systems/database reflects accurate and up-to-date information. The Monitor successfully acquires the professional industry designations outlined below and other relevant designations/training as assigned; scores of 85% or greater are required.
Novogradac Property Compliance Certification (NPCC): within two months in the role;
Certified Occupancy Specialist (COS) & Tax Credit Specialist (TCS): in six months;
Enterprise Income Verification Specialist (EIVS): within nine months;
Blended Occupancy Specialist (BOS) and MOR Specialist (MORS): within twelve months;
Certified Occupancy Specialist Advanced (COSA): within eighteen months; and
Housing Credit Certified Professional (HCCP): within twenty-six months
The Monitor brings excellence in their work and related activities and effectively completes the job. The Monitor must: have adequate skill in Adobe Pro and Microsoft Office programs, sound ability to draft formal business correspondence swiftly/effectively, professionally communicate in both written and verbal form, ability to manage multiple projects simultaneously, advanced-level attention to detail, and accuracy in recognizing that small numbers and details matter, have ability to acquire advance capacity to identify noncompliance and effective corrective action (including layered program scenarios), have ability to acquire moderate-to-advance capacity to effectively manage and maneuver through the technical systems (i.e., Smartsheet, Yardi, HUD Secure Systems, and external partner/regulatory systems, etc.) and related procedures (i.e., archiving data electronically, filtering electronic data to streamline views, managing sheets, automated workflows/set-up, Excel formulas, electronic workbooks/sheets, etc.), have moderate level ability to understand financial statements and concepts, have basic-to-moderate competency in producing/understanding Excel formulas, ability to compute figures with accuracy (i.e., projecting a household’s estimated annual income with full or limited details), ability to develop and maintain an advanced-level compliance knowledge/skill for all applicable programs/procedures, ability to read/examine/apply extensive legal records or regulatory literature, perform effective analysis of information, resolve issues independently where limited standardization exists, ability to apply logical and critical thinking concepts, demonstrate effective problem-solving skills, ability to perform research and make decisions based on adequate analysis of information and circumstances, ability to travel routinely including extended stays, establish sound priorities and meet deadlines, effectively manage a large workload, maintain effective performance during rush periods, handle sensitive information with integrity, work productively and with initiative, have the flexibility to adapt to change effectively, maintain adequate typing (i.e., 55 wpm or more), work well independently and in a group environment, strive to do more for the team, and carries out work professionally in both product and conduct.Education and/or ExperienceA minimum of four-year college education/technical school training, or four years of relatable experience and/or training or equivalent combination of education and experience. Five years or more experience in a relatable occupation or experience in an affordable housing program or a Bachelor's degree is preferred. Professional industry designations of Housing Credit Certified Professional (HCCP), Novogradac Property Compliance Certification (NPCC), and Certified Occupancy Specialist Advanced (COSA) are highly preferred. Experience with Smartsheet or Yardi is preferred; the ability to design and build digital monitoring systems (dashboards, moderate-to-advance formulas, etc.) is highly preferred.Wage$26.92-$31.15 per hour DOE
