Payment Specialist
Title:
Employment Status:
FLSA Status:
Reports To:
Normal Hours:
Qualifications:
An Equal Opportunity Employer
QUALIFICATIONS: An example of acceptable qualifications for this position:
Bachelor’s degree from an accredited college or university; three (3) or more years of appropriate supervisory experience; three (3) or more years of housing related experience and/or training; or any equivalent combination of education, experience, and/or training which provides the required knowledge, skills, and abilities.
LICENSURE OR CERTIFICATION REQUIREMENTS:
N/A
EQUIPMENT OPERATED: The following are examples only and are not intended to be all inclusive. Calculator, computer, computer software (e.g., Microsoft Office, Microsoft Teams, Microsoft Vizio, Yardi, OnBase, SharePoint, OnCue, Dynamics, US Bank Software, Affordablehousing.com, ADP, Adobe Reader, and other applicable computer software), mobile phone, fax machine, copier, scanner, telephone, and other standard modern business office equipment.
INHERENTLY HAZARDOUS OR PHYSICALLY DEMANDING WORKING CONDITIONS:
Employee has exposure to chemical compounds found in an office environment (e.g., toner, correction fluid, etc.); works in or around crowds; has contact with potentially violent or emotionally distraught persons this is considered sedentary work and the employee must demonstrate the ability to perform the physical demands required of the position in accordance with the U.S. Department of Labor’s physical demands strength ratings.
In cases of emergency, unpredictable situations, and/or department needs, may be required to lift, push, pull, and/or carry objects heavier than D.O.L. strength ratings recommend.
Job Description:
JOB DESCRIPTION AND WORKER
CHARACTERISTICS:
JOB DUTIES in order of
importance
ESSENTIAL
FUNCTIONS OF THE POSITION: For purposes of 42 USC 12101:
The Housing
Choice Voucher (HCV) Payment Specialist processes property ownership changes,
rent increase requests, and Tax Identification Number (TIN) updates in
compliance with HUD regulations and CMHA policies. This role ensures accurate
documentation, efficient communication with stakeholders, and timely updates to
Housing Assistance Payment (HAP) contracts and payment systems. The Payment Specialist
collaborates with property owners, tenants, and internal teams to support
program compliance and maintain operational excellence.
25% (1) Review and verify documentation
submitted for changes in property ownership, including deeds, settlement statements, W-9 forms, and management
agreements. Update internal systems
with new ownership information and ensure accurate disbursement of HAP payments. Communicate ownership changes to
tenants, providing updated contact information
for the new owner or property manager. Maintain detailed records of ownership transitions and related correspondence.
20% (2) Receive and review rent increase requests
from property owners, ensuring timely submission
and compliance with program guidelines. Conduct rent reasonableness assessments by comparing the proposed rent
to similar units in the area, considering location, size, and amenities. Notify tenants of approved rent increases
and ensure affordability standards are
met, aligning with HUD regulations. Facilitate the execution and documentation of lease amendments or addenda for
rent adjustments.
15% (3) Process TIN updates submitted by property owners or managers to ensure
accurate tax reporting and HAP
payment processing. Verify TIN changes using IRS-compliant procedures and confirm alignment with
submitted W-9 forms. Update internal systems with the new TIN and ensure seamless integration into the HAP payment
workflow. Communicate with owners to
resolve discrepancies or incomplete TIN documentation.
15% (4) Monitor units under abatement
due to failed Housing Quality Standards (HQS) inspections
or other compliance issues. Notify owners and tenants of abatement status, outlining required corrective actions
and deadlines. Track completion of necessary repairs and schedule follow-up HQS inspections to lift abatements when
compliance is restored. Update
HAP contracts and payment systems to reflect abatements, ensuring accurate payment adjustments. Provide guidance to
property owners on resolving compliance issues promptly
to minimize disruption in payments.
10% (5) Must process
MIP’s, Interim Recertifications, Annual Recertifications, HAP Contracts, and
adjustments as needed.
10% (6) Acts as a
cultural ambassador for the organization. Implements strategies to ensure that the
organizational mission, vision and values are exemplified within the department.
Works with the community to advance partnerships and organizational positioning through the system.
(7) Attends meetings and serves on
committees, as directed; attends training and seminars, as directed.
(8) Demonstrates regular and predictable attendance.
(9) Maintains required licensure and/or certification.
(10) Meets all job safety requirements and
all applicable OSHA safety standards
that pertain to essential functions.
OTHER DUTIES AND RESPONSIBILITIES:
5% (11)
Performs other related duties as assigned.
MINIMUM ACCEPTABLE CHARACTERISTICS: (*indicates developed after employment)
Knowledge of: interviewing; office
practices and procedures; *Agency/department goals and objectives;
*Agency/department policies and procedures; *workplace safety practices and
procedures; *personnel rules and regulations; supervisory principles and
practices; computer software; community resources and services; records
management; personnel administration; office management; project management;
government structure and process; public administration; government grant
programs; state, federal, and local laws and/or regulations; employee training
and development; local geographical area; business
administration; English grammar and spelling; modern principles, practices, and
techniques of Public Housing Authority management; the relationship of Public
Housing Authority’s to other federal, state, and local jurisdictions and their
abilities to provide funds or other support to the Authority; pertinent HUD regulations; federal, state, and local
laws and regulations pertaining to public housing authorities; modern
principles, practices, and techniques of rental property maintenance; Housing
Choice Voucher and low-income housing policy and regulations; Housing
Choice Voucher eligibility and rent calculation requirements, as required by HUD and Housing Quality Standard (HQS) Inspection Program; apartments &
dwellings; construction.
Skill in: computer operation;
use of modern office equipment; customer service; organization, planning, and
time management.
Ability to: interpret a variety of
instructions in written, oral, picture, or schedule form; deal with many
variables and determine specific action; apply management principles to solve
agency problems; define problems, collect data, establish facts, and draw valid
conclusions; exercise independent judgment and discretion; understand,
interpret, and apply laws, rules, or regulations to specific situations; select
most qualified applicant according to specifications for referral; read, copy, and records figures
accurately; add, subtract, multiply, and divide
whole numbers; calculate fractions, decimals, and
percentages; copy records precisely without error; complete forms; prepare
correspondence; compile and prepare reports; respond to routine inquiries from public and/or officials; conduct
effective interviews; communicate effectively; train or instruct others;
understand a variety of written and/or verbal communications; maintain records
according to established procedures; handle sensitive inquiries from and
contacts with officials and general public; develop and maintain effective
working relationships; resolve complaints; travel to and gain access to work
site; maintain confidentiality.