Senior Voucher Analyst

Job Description

Job Description

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

• Responsible for the daily oversight of the voucher and special claims processing functions for all subsidy related programs.
• 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.

Responsibilities:

• 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.