HOUSING COMPLIANCE MONITOR
Company: Cesar Chavez Foundation
Location: Phoenix
Posted on: October 22, 2024
Job Description:
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 meetingsCOMPLIANCE:
- 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
monthsThe 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
Keywords: Cesar Chavez Foundation, Avondale , HOUSING COMPLIANCE MONITOR, Other , Phoenix, Arizona
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