Director of Compliance – Coordinated Care

Overview

Full-time position starting at $99,200/yr (D.O.E) with COMPETITIVE BENEFITS INCLUDE:

• Medical, Dental, Vision, Life Insurance and Long-Term Disability
• Health Savings Account and Flexible Spending Account
• Generous PTO, paid sick time, 15 days of paid vacations, 13 days of paid holidays, plus a personal holiday
• CCS/CHS 403(b) Employee Saving Plan
• Employee assistance program

Position Description

The Director of Compliance has three primary responsibilities. This first combines housing, sheltering and navigating individuals and families according to our agency’s mission, while keeping resident eligibility and projects in compliance with requirements for HUD, Tax Credit, state and local funders, and investing partners. The second is ensuring our contracts are reviewed and executed in alignment with agency procedures. This will involve supervision of the Contracts Manager and oversight of our contracts review process. The third responsibility is ensuring we are maximizing the fiscal revenue of our Permanent Supportive Housing through monitoring rent limits and increasing them where possible and monitoring PSH Vacancies through Boston Post. This role will work closely with multiple stakeholders to develop dashboards to track key metrics around compliance and revenue.

This position will be responsible for all aspects of rapid rehousing, shelter program and affordable housing compliance regarding file reviews and reporting, contracts and regulatory agreements, compliance policy and procedures, lease-ups of new properties, move-ins and transfers, annual re-certifications, on-site file reviews.

This position will work with on-site program and contracted compliance teams; and will support and work collaboratively with Property Management Teams. This position provides consulting services for internal and external clients, including CCS owned properties and other partner agencies. The Compliance Manager will lead compliance trainings for Program and Property Management Teams and must be highly detailed, date sensitive and knowledgeable in all technical aspects of contract compliance.

Responsibilities

Compliance

• Lead communication with third party compliance partners and problem solve support or quality issues.
• Monitor and review client/resident files to ensure compliance with contracts and regulatory agreements across all system programs (shelter, rapid re-housing and permanent supportive housing)
• Manage and perform data transfer from external compliance partner to Boston Post.
• Ensure all leases, attachments and forms are compliant with Federal, State and Local landlord tenant laws, HUD requirements, and CHS policies and best practices.
• Recommend lease language to ensure enforcement of contracts and regulatory agreements.
• Actively monitor and track notices and changes of federal and state laws regarding HUD, Tax Credit, and other governing regulatory developments related to affordable housing and incorporate changes into policy and procedure including communication with third party compliance and Property Management Teams.
• In collaboration with Property Management Teams oversee agency annual re-certification, and extended vacancies process and progress to meet compliance deadlines.
• Submit monthly vouchers to Tenant Rental Assistance Certifications (TRACS) for HUD.
• Review and respond to all TRACS discrepancies.
• Provide phone, e-mail, virtual meetings on Teams and in-person support in compliance issues to program teams
• Conduct periodic and annual on-site file reviews.
• Work with site staff to correct file deficiencies.
• Create tools and instructions to streamline processes; and templates to obtain required verifications.
• Work with Program Teams to prevent or correct findings, and prepare and submit responses.
• Jointly create and maintain the master calendar to ensure all reporting to the appropriate agencies and/or asset managers are completed and delivered by the required deadline.
• Review all regulatory agreements prior to new project launches
• Provide Property Management Teams with lease-up support.
• Be knowledgeable in areas of Homeless services fund sources, Fair Housing and Landlord-Tenant laws.
• Develop and maintain good relationships with all funders and partners.
• Be a consultant for Development, Operations and internal/external partners for funding layer requirements of new builds, acquired properties and conversions

Rent Increases/Changes

• Manage annual rent increase schedule for properties with project-based section 8 by HAP anniversary date; conduct an analysis to determine if an OCAF or budget-based increase is appropriate.
• Develop and monitor schedule for each household below maximum rent to bring them up to maximum restricted rent.
• Prepare and issue rent increase notices to each household.
• Ensure rent increases are within the most restricted funding layer.
• Prepare and issue rent increase requests to residents and funders such as PHA and HOME.
• Ensure rent increase requests to PHA are for the maximum allowable fair market rent for that area and PHA.
• Enter rent increases in Boston Post property management software system.
• Take part in annual budget and reforecasting processes to enhance accuracy and projection of GPR and other rent related metrics.
• Monitor rent increase notices from public funders.
• Monitor utility allowance changes and coordinate with compliance for implementation.
• Review voucher adjustments and reconcile the Housing Assistance Payment (HAP) in BP.

Grant Management

• Seek new private and public grant opportunities in coordination with fund development for as needed.
• Write, prepare and submit new and renewal grant applications.
• Manage and submit periodic reports as applicable.

Contracts Management

• Hold responsibility for the implementation of the contract review process for contracts associated with all contracts in the system
• Manage the contracts review process, negotiating contract language and consulting with Agency Director, Regional Finance Director and/or Corporate General Counsel as needed.
• Approve contracts for the System Director to sign at the conclusion of the review and negotiation (if required) process.
• Ensure that the agency insurance program is implemented and contracts have the necessary certificates of insurance.

Data and Training

• Work with the CIS team to determine current baselines for compliance and occupancy and create easily accessible dashboards to reflect this data.
• Create training materials with instructions.
• Provide and facilitate regular trainings in-person, through Microsoft Teams or video recordings.
• Inform Program Teams of all internal & external compliance trainings available.
• Create and maintain a central calendar of all completed internal and external compliance training workshops, classes, and seminars for all management staff.
• Provide and/or coordinate training classes regularly with compliance updates, new regulations, and/or review of identified areas of improvement with HUD, Tax Credit, all other funding regulations and partners/vendors.
• Create and maintain system to track and ensure staff complete required training.
• Provide trainings for various databases such as Boston Post, Web Based Annual Reporting System (WBARS), third party vendor, and any new or updated software databases.
• Create and disseminate new hire onboard training and support of property compliance regulations.
• Design and implement regular diversity, equity and inclusion analysis of CAPER case conferencing, shelter, rapid rehousing, and permanent housing outcomes.

Fiscal Management

• Monitor annual Utility Allowances, Rent & Income changes in publications King County and each city and immediately alert and communicate with the Property Management Teams and third- party vendors.
• Monitor to ensure updated income and utilities information is in Boston Post and WBARS.
• Pull EIV reports for all HUD move-ins.
• Complete monthly EIV zero income checks, and resolve EIV discrepancies.
• Review regulatory agreements for each property and conduct a review to ensure full compliance.
• In the event a property is found out of compliance, report and submit recommendations for implementing a correction plan to bring the property back into compliance.
• Participate and assist with accounting and property audits as needed.
• Manage invoicing processes within the FLUXX grants management system.

Software Management, Support and Reporting

• Be the point of contact for all Boston Post system adjustments that Property management Teams do not have access to change or correct.
• Initiate and oversee implementation of comprehensive and effective Document Management within BP and shared drive.
• Initiate and oversee implementation and ongoing review of BP-to-WBARs upload for all relevant properties in coordination with third party vendor.
• Provide support with updating the Affirmative Fair Housing Marketing Plan.
• Write compliance and in-house policies in conjunction with the Director of Property Management to ensure system wide consistency.
• Provide administrative support to Enterprise Income Verification (EIV) users.
• Manage and complete WBARS reporting and Annual Owner Certification reporting requirements.
• Assist accounting team with preparing and providing documents for annual and fiscal audits.

Genereal Responsibilities

• Provide Property Management Operations Teams with advice and information regarding property compliance, leasing, legal documents, legal processes and other aspects of compliance best practices and requirements.
• Monitor overall portfolio performance of timeliness and accuracy of compliance reporting and file submissions.
• Provide Agency Director and Director of Property Management with insight and advice on issues related to property operations and portfolio performance.
• Organize and maintain records of compliance reports and responses for housing and services operations.
• Observe/follow guidelines on confidentiality rights of residents and respect their privacy.
• Maintain accurate record of hours worked and turn in timesheets and mileage records on schedule.
• Attend trainings required of employees and staff meetings as scheduled.
• Attend external trainings regularly and as appropriate to improve knowledge and job skills.
• Contribute to the mission of Catholic Community Services and Catholic Housing Services.
• Contribute to and support a positive, team-oriented work environment.
• Perform other job-related duties as assigned.

Qualifications

• Five years’ experience practicing compliance with homeless services program and with a strong knowledge of HUD 202 and Tax Credit requirements.
• Working knowledge of HUD 4350.3 handbook and IRS section 42 compliance.
• Understanding of basic multifamily property management concepts.
• Working knowledge of WBARS reporting system.
• Working knowledge of Landlord-Tenant Act and Fair Housing policy.
• Ability to communicate effectively both orally and in writing.
• Be bonded or bondable.
• Ability to shift priorities in an atmosphere where interruptions are frequent.
• Ability to meet all time lines and target dates with complete and accurate reporting.
• Proficiency with computers (especially Windows and MS Office), and ability to learn property management software.
• Successful completion of Certified Occupancy Specialist (COS) for 202 properties must be achieved within first year of employment.
• Must successfully pass required background checks prior to an offer of employment.
• Ability to work independently in addition to working as a member of a team.
• Demonstrates the necessary attitudes, knowledge and skills to deliver culturally competent services and work effectively in multi-cultural situations.
• Support and uphold the mission, beliefs and values of Catholic Community Services and Catholic Housing Services.
• Washington State Housing Finance Commission Trained (Tax Credit Compliance Training).

Preferred Qualifications

• Certificate of completion from community college resident manager course.
• HUD certified occupancy specialist certificate.
• Experience as a property manager with operations and maintenance.
• Experience in direct service with chemically dependent and/or mentally ill persons.
• Familiarity with social service agencies and social service resources in the area.
• Two years’ experience with the tax credit program including certifications.
• Bilingual in English-Spanish.

Substitute Qualifications

• COS certification plus work experience related to funding or compliance for low income housing may substitute for educational requirement.

Note to Internal Candidates: HR reviews internal compensation and determines any increase based on their experience and also agency internal equity factors.