Subsidy Coordinator

Job Title: Subsidy Coordinator

Department: Housing Services

FLSA Status: Full-Time, Exempt

Reports To: Director of Housing Services

Direct Reports: None

Issue Date: July 1, 2019

Date Revised: January 28, 2025

Housing Up is one of the leading non-profit organizations in Washington, DC providing the full spectrum of housing and supportive services to more than 700 homeless and at-risk families so that they can transform their own lives and sustainability. Housing programs include Housing Services, Permanent Supportive Housing, Rapid Rehousing, Transitional Housing, Residential Services and Affordable Rental Housing. Supportive services include case management, unit navigation services, employment services, clinical services, housing counseling, life skills and youth programming.

POSITION SUMMARY

• The Subsidy Coordinator will report to the Director of Housing Services and assist the PSH Team and Finance Team with contract compliance and quality assurance.
• Performs initial and ongoing occupancy functions for participants of the TCP/HUD Veterans, Youth Families, HWC2 and Family voucher programs.
• Performs data entry, runs reports, ensures accuracy of data, and makes necessary corrections in the database before submitting to finance team.
• Responsible for maintaining all property manager contracts/correspondence and invoicing monthly subsidy payments.
• Responsible for monitoring intake/annual recertification for all households as well as issue notices (via phone, email and U.S. Postal services) to property manager and head of household for inspection dates.
• Manages timelines and accuracy of caseload for audit purposes and issue notifications accordingly.

ESSENTIAL FUNCTIONS

• Generate client’s rent determination and provide to property manager during client’s relocation.
• Complete annual recertification and recalculate income to establish the client’s new rental portion based on most current household income documents provided.
• Coordinate and schedule inspections for approved relocations, annual inspections and re-inspections.
• Generate subsidy contracts and correspondence with property managers for relocations.
• Review and make final approval of the RFTA/Landlord leasing documents provided by the housing coordinator.
• Collect correspondence from the housing coordinator, property manager, inspector, and case manager to manage subsidy folders (inspection reports, rent determination letters, income statements, subsidy contracts and lease).
• Update and monitor leasing tracker for all lease-ups; update and monitor inspection tracker for all inspections.
• Submit monthly subsidy payment invoices to include subsidy and security deposit.
• Manage and audit subsidy workbook supplying correct and updated information to the finance team.
• Monitor timely payments and work with the finance team to resolve payment discrepancies.
• Submit invoice/tracker to the finance team for contracted inspector services.
• Provide an inspection schedule for the contracted inspector.
• Process rent increase request.
• Support and attend external and internal program meetings/required trainings; other duties as requested.
• Create and maintain consistent communication channels, both verbal and written, between several parties (i.e. tenant, landlord, service providers, internal teams and collaborating agencies)
• CERTIFICATES This position requires COS (Certified Occupancy Specialist) certification to be completed within 90 days of employment.

Required Qualifications

• Minimum 3 years of progressive experience with housing navigation and extensive knowledge of RFTA/Landlord Leasing Packet to include Security Deposit, Reconciliation, W9; C of O and, Basic Business License, DC /Federal Lead acknowledgement and HUD annual FMR (Fair Market Rates).
• Must have a current working knowledge of all Federal and Local laws pertaining to multi-family housing, and the delivery of services and implementation of housing programs for residents of low and moderate-income housing
• Experience with Microsoft software (concentration in Excel) and software packages used for implementation of housing programs.
• Exceptional interpersonal skills to include oral and written communication.
• Excellent customer service skills.
• Demonstrated ability to effectively multi-task and prioritize competing demands utilizing various internal systems while being highly organized with accuracy in work and attention to detail.
• Experience interpreting and administering complex regulations and performing mathematical computations.

Preferred Qualifications

• Bachelor’s degree in social work or other human service field preferred;
• Experience using social services and/or property management database;
• Ability to adhere to strict standards of confidentiality and ethical conduct.

Work Environment/Physical Effort

• Requires ability to sit up to 3-6 hours per day with intermittent occasional walking and standing;
• May require some weekend and evening hours;
• Travel within the Washington, DC community is required.
• Valid driver’s license and vehicle required, as well as proof of auto insurance.
• Ability to work in a fast-paced environment.
• Ability to lift 20-30 pounds.

Salary and Benefits

Salary $50,000-$55,000. Housing Up offers a competitive benefits package including health insurance, retirement plan with company match, paid vacation and sick leave, commuter benefits, summer Fridays, tuition assistance, new hire/referral bonuses, professional development budgets, and a work environment aimed at a healthy work-life balance.

Vaccine Protocol

Housing Up has made the safety of our clients, staff, and our surrounding communities a top priority. As part of that commitment, all staff are required to be vaccinated against COVID. As a prospective and/or new employee at Housing Up, you will be required to comply with the organization’s vaccination protocol. Proof of full vaccination will be required before the start of employment in order to work at any Housing Up location. Prospective or new employees may seek a medical or religious exemption to the vaccination requirement from human resources and must have an approved exemption prior to the start of their employment. Failure to provide proof of vaccination or to obtain approval for medical or religious exemption will result in the offer of employment being rescinded.

Housing Up is an equal opportunity employer and considers all qualified applicants equally without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran status, or disability status.