DescriptionThe Compliance Manager is responsible for:
- Ensure overall agency compliance with the regulations, rules, policies, and procedures that govern our properties, including LIHTC, HUD, MHP, HOME, and RD.
- Provide administrative support, including timely data entry into compliance reporting systems, filing, and ongoing file maintenance.
- Oversee, maintain, and enforce all program regulatory documentation, including income and rent limits, unit set-asides, utility allowance schedules, resident selection plans, resident file components, and Affirmative Fair Housing Marketing Plans compliance.
The Compliance Manager reports to the Director of Compliance and works with the compliance and property management teams to provide superior customer service to owners, lenders, auditors, and governmental agencies.
The essential functions of the Compliance Manager are as follows:
RESPONSIBILITIESInitial / Annual Certifications, Interim Certification, and Gross Rent Changes: - The Compliance Manager oversees the application process and helps determine eligibility for all affordable housing programs. Verifies income, assets, medical or unusual expenses, and assisted dwelling information. Oversees the Yardi Voyager, RentCafe, and RightSource data entry to generate rent, utility allowance, and security deposit calculations.
- The Compliance Manager oversees the day-to-day responsibilities of the Compliance Specialists to review annual certifications and interims. Follows up by preparing reports of findings, identifying corrective action plans, and assisting in making corrections or clarifications to the file and gross rent changes consistent with Quality Management Group File Audit Policy.
- Monitors audit preparations at all properties, including reviewing documents and letters in response to HUD, LIHTC, RD, and regulatory audits, including affirmative fair housing marketing plans, management plans, and all other documents.
- Monitors the training of Compliance Specialists on processing HAPs, excess income reporting, (when applicable) repayment agreements, and TRACs submissions. The Compliance Manager reviews these reports/submittals monthly to ensure accuracy and timeliness.
Enterprise Income Verification (EIV) - The Compliance Manager ensures that Community Managers, Assistant Managers, Compliance Specialists, and Regional Managers obtain a WASS ID and EIV access/training from National Affordable Housing Compliance, LLC.
- The Compliance Manager runs EIV reports monthly and ensures that the Community Managers are running their EIV reports monthly.
- The Compliance Manager ensures all property site staff comply with Quality Management Group EIV policy.
- The Compliance Manager ensures that the Community Managers monitor repayment agreements.
- The Compliance Managers ensure an EIV reference book containing all necessary documents at each property.
Audit Reviews- The Compliance Manager oversees the review process of the Applicants/Residents files before they are submitted to the auditor for review annually.
- Monitors the overall lease/documentation process for lease-ups or acquired properties for Quality Management Group.
Investor/Governmental Agencies/all other 3rd party Reviews- Under the direction of the Vice President of Compliance, the Compliance Manager or assigned staff will be available for all review by ownership, agencies, etc. The Compliance Manager will work with the Community Manager, RM, and Director of Operations to ensure that the site is prepared for inspection.
- The Compliance Manager works with the Regional Property Manager, Community Managers, Compliance, and Accounting Departments to ensure all inspection responses are compiled and submitted on time for the Vice President of Compliance/Operations review.
- Ensures professional and sufficient communication documentation is maintained with owners, lenders, regulatory agencies, limited partners, and other investors.
Compliance and Property Management Software- The Compliance Manager uses Yardi Voyager, RentCafe, and RightSource to monitor rents to ensure that State Agency reports are adequately generated and that rental rates are correctly charged.
- The Compliance Manager monitors Community Managers using Yardi Voyager and RightSource to maintain all resident-related activities and prepare HAP vouchers, repayment agreements, and Special Claims.
- Maintain communication with staff accountants when there are discrepancies with HAP payments.
- The Compliance Manager works with the Compliance Staff to update property information systems such as income limits, rent limits, utility allowances, and AMI changes in Yardi Voyager.
- The Compliance Manager works with the Community Manager and other staff to prepare all compliance-related forms and documents as directed by the Vice President of Operations.
- The Compliance Manager arranges work practices to reconcile and maintain on-site file records and software system records to comply with regulatory requirements.
- The Compliance Manager is responsible for an assigned list of property annual compliance audits.
Documents - The Compliance Manager ensures that AFHMP and Tenant Selection plans are prepared for each site and that the current copy is displayed in the office. The Compliance Manager also ensures that a current, accurate maximum rent plan is provided for each property and that Yardi Voyager is updated with the most recent income and rent limits.
- The Compliance Manager provides regulatory program research to help resolve conflicts and management with information to establish fair and sustainable compliance policies.
- Process Annual OCAF (Owner Certification Adjustment Factor) and TCAC fillings after the VP of Operations/Compliance review.
- Prepare Contract Administrator's request before annual Management and Occupancy Reviews (MOR).
- Coordinate with 3rd Party vendor in obtaining Rent Comparability Study when needed for Contract Renewal.
- Process required documentation to HUD for new Owner/Management change.
- Prepare and submit to the VP of Operations/Compliance for review all e2530, HUD 9839, MEP, and AFHMP when updates are available.
- Keep abreast of changes in landlord-tenant law, HUD, TCAC, and applicable Regulatory Agencies, and guide site staff and property supervisors accordingly.
- Review and ensure waiting lists, interest list compliance, and applicant files for assigned programs; coordinate waiting list and interest list updates and purge.
Reporting- The Compliance Manager, as requested, provides monthly/quarterly or annual reports to detail the overall compliance performance of each property.
- The report will provide details on certifications, site visits, training needs, inspections, audits, compliance documents, plans, forms, RA's, etc.
- The Compliance Manager will provide monthly annual certification reports, including the status of annual and interim income certifications. These monthly annual certification reports will be sent to the VP of Operations/Compliance.
- The Compliance Manager oversees the preparation of the End of the Year demographic report and all State annual reporting to Tax Credit, HUD, and RD programs.
- The Compliance Manager oversees the preparation of the annual Certificate of Compliance and attached Certification of Compliance with the property owner's signature.
- The Compliance Manager oversees the HOME annual reports using Yardi Voyager that contains ownership signatures and submits them to the County HOME agency.
- Assist the VP of Operations/Compliance with special projects as needed.
General- Must be able to work some weekends and extended hours.
- Must be able to work with and understand Regulatory Agreements and other documents that pertain to compliance within the organization.
- Must be an organized, detail-oriented self-starter who can effectively handle and prioritize various tasks.
- Good communication and interpersonal skills.
- Demonstrate initiative, professionalism, integrity, and confidentiality in all performance areas.
- Maintain a work pace appropriate to a given workload.
- Comprehend and follow instructions.
Other duties- Must attend Company-sponsored events that relate to the development of the team, which, from time to time, may include travel and overnight stays at locations away from the employee's home.
- Supervises the Compliance Specialist to assist in move-ins and recertifications file review when needed.
- Perform evaluations and conduct coaching meetings with the Compliance Specialists.
- Projects a positive and cooperative attitude and maintains confidentiality and proprietary nature of client/staff relationships and related work products.
- Possesses a deep sense of community awareness and a determination to improve.
- Can communicate and build trust with community members with different backgrounds, skills/knowledge levels, and concerns to obtain information and solve problems.
- Develop a thorough understanding of Quality Management Group methodologies, tools, policies, and procedures. Keeps Vice President of Compliance/Operations informed of work status; actively seeks assignments and proactively pursues opportunities to assist; and finds new approaches to improve property operations and regulatory compliance.
- Other duties as requested.
ESSENTIAL SKILLS:- High School education or equivalent is needed with proficiency in verbal and written communication skills.
- Must have a strong work ethic and positive attitude.
- Proficient in English language in verbal and written communications
- Working knowledge of Microsoft Office, Word, Outlook, and Excel.
- Ability to review and analyze contracts, regulatory agreements, and loan documents.
MINIMUM EXPERIENCE:- Must have a minimum of 4-6 years previous experience with the affordable income qualification requirements and processes, tax credit, and section 8.
- Tax credit certification and property management experience required.
- Must pass company-sponsored COS (Certified Occupancy Specialist) certification within the first year of employment. If an employee cannot pass the test after the second attempt, the employee will be subject to discipline up to and including termination.
- Knowledge of HUD 4350.3, EIV Policy and Procedures, Reasonable Accommodations/modifications requests, income limits, rent calculations, and Fair Housing.
- Industry Knowledge of regulatory agreements related to affordable housing, including but not limited to HUD, LIHTC, RD, and other affordable housing governing authorities.
- Strong supervisory and leadership skills and a "player-coach" mentality.
- Strong data management skills with significant attention to detail.
- Ability to teach, train, and coach various team members and learning processes.
- Ability to prioritize, track, and manage multiple tasks.
- High attention to detail and strong organizational skills with the ability to perform multiple functions simultaneously in a timely manner.
- Strong computer skills in MS Office (Excel, Word, and Outlook). Proficiency with Yardi accounting and property management software is necessary.
- Must possess excellent math skills.
PHYSICAL REQUIREMENTS/WORK ENVIRONMENT- 5-7 hours of sitting, reading and typing daily
- Operates Computer requiring the use of hands/fingers.
- Occasional bending, reaching, kneeling, and/or crouching
- Occasional lifting of up to 30 pounds
- Occasional Climbing of Stairs
- Specific vision requirements include close vision, distance vision, and color vision.
- Specific audio/verbal abilities include communication with employees, owners, auditors, and others in person and via telephone.
Requirements- Must have a Valid California's Drivers License
