Compliance Specialist in San Luis Obispo, California at Housing Authority of San Luis Obispo (CA)
Job Description
Under the direct supervision of the Director of Housing Management, the Compliance Specialist is the Agency's working compliance authority across both the Property Management portfolio and the Housing Choice Voucher (HCV) Division. The position performs the full range of compliance work directly — income and eligibility certifications, file reviews, agency and lender audits, move-in and move-out processing, and the day-to-day monitoring of regulatory agreements — and it is simultaneously accountable for the systems around that work: identifying when policy, procedure or training is failing to produce compliant outcomes, and developing the corrective changes that get staff back into compliance.
This is a role that pairs depth of execution with a mandate to fix causes rather than symptoms. The Specialist is expected to know the regulations well enough to complete the work personally, and to be senior enough to recognize when a recurring error is a process defect and to draft the procedure, form, checklist or training module that eliminates it. Work is performed independently, with the Specialist setting audit calendars, issuing written findings, and recommending changes to Agency policy for approval by the Director of Housing Management.
Property Management Compliance
- Process income certifications and re-certifications for multiple affordable housing programs — HUD Project-Based Section 8, Housing Choice Voucher, LIHTC/CTCAC, HUD Multi-Family, HOME, Homekey, HCD MHP, Bond and local inclusionary/regulatory agreement units — and update the Yardi database accordingly.
- Review and approve all move-in applicant files to confirm eligibility with the applicable affordable housing program for the specific community within the portfolio.
- Review and approve annual and interim income re-certifications as mandated by each program (HOME, LIHTC, HCD, HUD and others).
- Complete tenant move-ins and move-outs in compliance with Agency procedures and funding-source requirements.
- Ensure 100% file compliance at move-in, and that all regulatory requirements — re-certifications, interim re-certifications, supporting documentation and termination documentation — are followed, monitored and completed through move-out.
- Ensure compliance with income limits, maximum allowable rents and utility allowance schedules imposed by funding sources and Regulatory Agreements, and update those schedules as annual published changes take effect.
- Coordinate responses to audit requests from regulatory agencies and affordable lenders — LIHTC, HUD Multi-Family, HUD Public & Indian Housing, HOME, REAC and other agencies and investors — including file inspections and physical inspections.
- Conduct annual property compliance audits and site visits to review resident files; standardize pending and re-certification file practices across properties.
- Follow up with sites on audit findings to confirm corrections have been completed, and maintain a log of files audited and pending audit.
- Develop the Agency compliance calendar and audit calendar by reviewing inspection schedules published by TCAC and other regulatory agencies, and prepare properties for upcoming audits accordingly.
Housing Choice Voucher Division Compliance
- Apply HUD HCV regulations, the Agency Administrative Plan and applicable HUD notices to eligibility determinations, annual and interim re-examinations, and voucher issuance and briefing processes.
- Perform eligibility certifications for inclusionary housing programs throughout the County, and for special purposes and set-aside vouchers, including VASH and FUP vouchers where assigned.
- Verify and monitor participant and tenant files for the Housing Choice Voucher Division, ensuring documentation substantiates program criteria and eligibility.
- Serve as Compliance Officer for the Enterprise Income Verification (EIV) system, monitoring user access, ensuring staff meet cyber awareness and recertification requirements, and auditing EIV use for compliance.
- Monitor compliance with Project-Based Voucher HAP agreements, including the provision of resident services by the property owner.
- Assist with updates to the Administrative Plan and monitor Division compliance with the approved Plan.
- Coordinate and respond to audit requests from HUD Public & Indian Housing, HOME, REAC and other regulatory agencies, including file inspection and physical inspection.
- Prepare for and attend affordable, HUD, HOME and LIHTC audits performed by state and regulatory agencies.
Training and Staff Development
- Train new property management and HCV staff on compliance policy and procedures, and certify readiness before staff work independently on certifications.
- Deliver periodic training updates to all staff as regulatory changes are made, and convert frequently asked questions and audit findings into durable training content.
- Maintain the Yardi database and ensure staff are trained on current Yardi procedures and updates.
- Field inquiries from site and division staff on income and asset eligibility, legal rents, occupancy standards and property-specific compliance requirements.
- Monitor and report on staff adherence to all compliance policy and procedure, and escalate persistent non-adherence through the appropriate supervisory channel.
General
- Fosters a positive, active and collaborative relationship with residents, communities, associated agencies and other internal departments.
- Maintains impartiality, objectivity and confidentiality; maintains accurate records and clearly documents actions taken.
- Performs other related duties as assigned. The Agency retains the right to assign other related duties and to modify this job description at any time.
Supervision and Decision-Making Authority
Reports to: Director of Housing Management.
Positions supervised: None. The role leads compliance practice through policy, training and monitoring rather than through direct reports.
Authority: Independently approves or rejects move-in applicant files and re-certifications on behalf of the Agency; issues written audit findings and required corrective actions to departments and sites; sets the Agency compliance and audit calendars; recommends changes to Agency policy, procedure and the Administrative Plan.
Requires sign-off from the Director of Housing Management for: changes with Agency-wide or contractual effect, responses to regulatory agencies with legal or funding consequences, and disciplinary referrals.
Education, Training and Experience: Any combination of education and experience equivalent to a bachelor’s degree from an accredited university or college and three years’ experience in affordable housing property management and housing choice voucher program administration, plus two years of LIHTC and supervisory experience. Preference is given to candidates who have experience with Yardi or a similar integrated housing management program.
Knowledge of: Laws, rules and regulations related to HUD Housing, Property Management, HCV, Fair Housing, federal, state and landlord/tenant, requirements for affordable and subsidized housing programs; and community resources/services. Property Management techniques, methods and software program(s). Modern office practices, procedures, systems, and equipment. Microsoft Office Suite and other commonly used business applications. Business English, spelling, grammar, punctuation and composition. Records management, electronic filing and document management practices. Professional business writing, editing, and document preparation. Professional telephone, email and voicemail systems and etiquette. Customer service principles and practices.
Ability to: Comprehend, apply and explain complex rules, regulations, policies, procedures and program requirements. Be a role model; lead, train, mentor, manage, evaluate and support direct reports, including acting as a point of escalation for complex situations. Exercise creativity and good judgment in a variety of situations; analyze problems, identify and implement solutions. Communicate effectively, both verbally and in writing. Organize and prioritize multiple assignments and competing deadlines. Work independently while also functioning effectively as part of a team. Maintain accurate records and databases and enter and retrieve information accurately from computer systems. Adapt to changing priorities and interruptions while maintaining accuracy, attention to detail, and meeting established deadlines. Follow written and verbal instructions, research information and identify appropriate sources. Learn and effectively use Agency software and information systems. Demonstrate flexibility, patience and tolerance; maintain professionalism, impartiality, objectivity and confidentiality. Establish and maintain professional working relationships with those contacted in the course of work and effectively interact with a diverse population. Respond effectively to individuals who may be upset, frustrated, or experiencing difficult circumstances. Be available as needed for evenings and weekends.
Physical Demands: This classification involves a combination of field and office work including: sitting for prolonged periods of time, walking, ascending/descending stairs, standing, bending, stooping, squatting, reaching, pulling; the coordinated use of fingers, hands, arms and knees; and occasional lifting of up to 30 lbs.
Working Conditions: Office: open ventilation environment with limited exposure to dust, noise, fumes, odors or chemicals. Field: activities at complexes and public facilities with exposure to inclement weather.
Special Requirements: Must be insurable by HASLO’s automobile insurance carrier which requires a valid driver’s license and a good driving record. May be required to possess fluency in a language other than English and be knowledgeable of the culture associated with clients speaking that language.
This above Job Description is not intended to be an all-encompassing list of responsibilities, skills, efforts, or working conditions associated with this position. It is intended to be a guideline reflecting the principle activities. HASLO retains the right to change or otherwise modify this job description at any time.
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