HOUSING COMPLIANCE MONITOR
Company: Cesar Chavez Foundation
Location: Phoenix
Posted on: October 17, 2024
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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
assignedManagement 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 partiesCompose complex correspondence, including
merging documents and graphicsRoutinely track the status and
completion of corrective action assignmentsUse 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 requirementsEvaluation, 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
inquiriesSupports 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; andHousing 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, Prescott , HOUSING COMPLIANCE MONITOR, Other , Phoenix, Arizona
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