Senior Voucher Analyst

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Job Description

Provides immediate supervision to a unit of employees. Sets and delegates day-to-day tasks to achieve operational objectives. A portion of time may be spent performing individual tasks related to the unit; however, supervisory activities must constitute a primary part of the job. Supervises unit operations to ensure compliance with divisional and Agency policies, procedures, and defined internal controls. Problems typically involve a single area, process or group. Ensures accountability and stewardship of Agency resources (operational, financial, and human) in compliance with divisional standards and procedures.

Essential Duties and Responsibilities:

The Senior Voucher Analyst (SVA) is responsible for the daily oversight of the voucher and special claims processing functions for all subsidy related programs.  The SVA ensures that vouchers and special claims are processed in accordance with all HUD Section 8 rules and regulations, PHFA’s Annual Contributions Contract (ACC) and PHFA’s internal policies and procedures.  Specific duties include the following:

• Ensure staff is processing assigned contracts in accordance with all appropriate HUD regulations, guidelines and policies, PHFA policies and procedures and ACC requirements.
• Train assigned staff to develop a working knowledge of all applicable systems and rules and regulations, including HUD Handbook 4350.3, Special Claims Processing Guide, and Monthly Activity Transmission (MAT) Guide.
• Assist assigned staff to resolve problems identified while processing the vouchers and special claims.
• Ensure all appropriate tracking logs and reports are maintained accurately and timely.
• Coordinate Security Awareness Training, Rules of Behavior submission and overall systems access.
• Utilize available reporting and systems to monitor work product of assigned staff.
• Ensure contact and other data is maintained and accurate in all applicable systems.
• Create the accounting file, verify data and update voucher figures to the Finance Department to facilitate monthly payments to the Owners/Agents.
• Monitor staff assignments and adjust as necessary.
• Coordinate portfolio changes in applicable systems, including monitoring the baseline process.
• Monitor TRACS error messages, voucher and tenant data submissions in TRACS and other HUD systems to ensure timely voucher payments.
• Review and respond to Special Claim appeals.
• Perform annual performance appraisals for assigned staff.  Provide additional coaching where needed and address performance issues to improve productivity.
• Function as the Agency’s liaison with Calypso, or other software provider, to resolve any issues relating to processing vouchers and special claims.
• Prepare mass mailings for Owners/Agents and TRACS Contacts informing them of HUD Notices, policy or format changes, and Agency procedural changes.
• Provide documentation and data in response to any audit or review requests and answer related questions.
• Review monthly, annual and other reports as requested by the Manager of Contract Administration.
• Provide requested monthly reports to subcontractor for scheduled Monthly Occupancy Reviews (MOR).
• Attend meetings with subcontractors, HUD and other organizations as requested by the Manager of Contract Administration.
• Complete any special assignments as requested by the Director of Housing Management and Manager of Contract Administration.

QualificationsAssisted Housing Manager (AHM) or equivalent - Quadel or equivalent, Bachelor of Science, Decision Making/Problem Solving, Dependability, Ensure staff is processing assigned contracts in accordance with all appropriate HUD regulations, guidelines and policies, PHFA policies and procedures and ACC requirements.
Train assigned staff to develop a working knowledge of all applicable systems and rules and regulations, including HUD Handbook 4350.3, Special Claims Processing Guide, and Monthly Activity Transmission (MAT) Guide.
Assist assigned staff to resolve problems identified while processing the vouchers and special claims.
Ensure all appropriate tracking logs and reports are maintained accurately and timely.
Coordinate Security Awareness Training, Rules of Behavior submission and overall systems access.
Utilize available reporting and systems to monitor work product of assigned staff.
Ensure contact and other data is maintained and accurate in all applicable systems.
Create the accounting file, verify data and update voucher figures to the Finance Department to facilitate monthly payments to the Owners/Agents.
Monitor staff assignments and adjust as necessary.
Coordinate portfolio changes in applicable systems, including monitoring the baseline process.
Monitor TRACS error messages, voucher and tenant data submissions in TRACS and other HUD systems to ensure timely voucher payments.
Review and respond to Special Claim appeals.
Perform annual performance appraisals for assigned staff.  Provide additional coaching where needed and address performance issues to improve productivity.
Function as the Agency’s liaison with Calypso, or other software provider, to resolve any issues relating to processing vouchers and special claims.
Prepare mass mailings for Owners/Agents and TRACS Contacts informing them of HUD Notices, policy or format changes, and Agency procedural changes.
Provide documentation and data in response to any audit or review requests and answer related questions.
Review monthly, annual and other reports as requested by the Manager of Contract Administration.
Provide requested monthly reports to subcontractor for scheduled Monthly Occupancy Reviews (MOR).
Attend meetings with subcontractors, HUD and other organizations as requested by the Manager of Contract Administration.
Complete any special assignments as requested by the Director of Housing Management and Manager of Contract Administration., Equivalent relevant experience (5-7 years), Evaluate Employee Performance, Job Knowledge, Planning and Organization, Work Habits/Time Management, • Must be thoroughly knowledgeable of all applicable HUD regulations, policies and procedures and have earned the Assisted Housing Manager (AHM), or equivalent, certification. • Must be proficient in Microsoft Windows and Microsoft Office Package. Experience with AS/400 is desired. Must possess the willingness to learn new systems. • Ability to plan and organize work effectively, efficiently and independently. Must be detail oriented and have strong analytical skills. • Excellent verbal and written communication skills, including ability to effectively communicate with internal and external customers. • Must have a professional manner, project a positive image and work well with people. • Must have the ability to recognize problem situations and provide solutions. • Must be able to work under pressure and meet deadlines, while maintaining a positive attitude and providing exemplary customer service. • Ability to work independently and to carry out assignments to completion within parameters of instructions given, prescribed routines, and standard accepted practices. • Demonstrated ability to maintain the confidentiality of all information gathered on behalf of the Agency and/or its partners, which is not otherwise available to the general public. • Willingness and ability to travel, including overnight travel.ExperienceRelevant experience (3-6 years)EEO Statement

As an employer, PHFA is committed to having a workforce that is diverse and reflects the residents that it serves. We strive to maintain a workplace where all employees and applicants for employment receive equal opportunities in all aspects of employment. There are numerous policies in place at PHFA to help us honor this commitment.

The Pennsylvania Housing Finance Agency is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, disability, family status, gender, national origin, political affiliation, race or religion.

Diversity Statement

PHFA values, honors and commits to the equitable treatment and elimination of discrimination in all forms. We are committed to the diversity of all staff, and in all programs and services offered.