Compliance Assistant

Division:           Property Management 

Supervisor:      Regional Portfolio Supervisor 

Status:             Full-Time, Non-exempt

Location:         Corporate Office

ORGANIZATIONAL BACKGROUND

Cabrillo Economic Development Corporation (CEDC) develops and manages service enriched, inclusive residential communities, ensuring access to affordable, secure, quality housing that creates the foundation for our residents to grow and thrive.

CEDC PROPERTY AND ASSET MANAGEMENT PHILOSOPHY

CEDC’s philosophy is that excellent property management is an essential part of its overall construction of affordable housing activities. CEDC provides a superior living environment for its residents. CEDC implements a team management approach to its work with particular coordination between its activities within its Property Management, Real Estate Development and Resident and Community Services Divisions.

MAJOR JOB RESPONSIBILITIES

The Compliance & Audit Specialist Assistant (ACSA) is responsible to assist the Compliance Department with assigned compliance functions related to the Section 42 of the IRC, Section 8 guidelines, HFA (Housing Finance Agency) HOME, USDA-Rural Development, HCD, HUD and other affordable programs. Assisting Resident Managers with compliance needs is expected. This is a full-time non-exempt position and reports directly to the Audit &Compliance Specialist and to the Director of Property Management.

THE POSITION

The Compliance & Audit Specialist Assistant (ACSA) is responsible to assist the Compliance Department with assigned compliance functions related to the Section 42 of the IRC, Section 8 guidelines, HFA (Housing Finance Agency) HOME, USDA-Rural Development, HCD, HUD and other affordable programs. Assisting Resident Managers with compliance needs is expected. This is a full-time non-exempt position and reports directly to the Audit &Compliance Specialist and to the Director of Property Management.

MAJOR DUTIES AND RESPONSIBILITIES

• Tracks the Annual Recertification (AR) process at each of the properties per the AR schedule to ensure timely completion.
• Reviews AR weekly reports to assess AR progress.
• Communicates inconsistencies to the Compliance Department, Regional Portfolio Supervisor, and the Director of PM, and others.
• Assist the Compliance Department in conducting post AR file review to ensure quality and accuracy.
• Assist the Compliance Department in conducting audits resident files in preparation for State, Federal, County audits and inspections.
• Logs received files for approval to track turn around approval process time.
• Reviews files for accuracy and completeness prior to forwarding ready files to the Audits and Compliance Department. Files include but not limited to move-ins, first year recertification, and interim RD files.
• Provides a New Applicant(s) Review Form to the Compliance Department to show review findings and documentation on needed corrections.
• Assist leasing team with marketing and lease-up activities of new sites as it relates to occupancy requirements. Coordinates the approval of all resident move-in files during rent up process of new properties for accuracy and compliance with rent, utility allowances, income limitations and all other regulatory requirements, partnership agreements and public program requirements.
• Follows policies and procedures, (ex. Limited English Proficiency Plan, EIV Policies & Procedures) VAWA and Fair Housing Act. to ensure staff compliance with regulatory requirements relating to the set-up and ongoing maintenance of resident files and general project compliance.
• Assist in the completion of monthly submission of the USDA-RD rents through MINC.
• Assist in the processing of The Work Number request for all properties.
• Assist in the creation of new policies and procedures.
• Assist in the in-home training to Resident Managers and indicated staff.
• Follows all internal policy for submission of compliance related documents for various funding sources.
• Ensures that the department collects, summarizes, and distributes Maximum Income Limits and Maximum Rent Limits for each funding source on an annual basis. Updates appropriate limit schedules in Yardi. Creates special income and/or rent limit charts and tracking systems as needed.
• Paper reviews and MINC submittal of all USDA-Rural Development (RD) interim re-certifications and annual certifications.
• Attends monthly CEDC Property Management meetings to review and report on compliance issues. Attends all regulatory (CTCAC, RD, HOME, HCD, HUD, CalHFA, among others), industry meetings and other regulatory agency meetings as required and appropriate.
• Collaborates on new procedures, and preparation in Compliance training, for current resident Managers, Assistance Resident Managers, and new PM staff.
• Respond to emails for compliance questions from staff and agencies under the guidance of the ASC and/or the PM Director.
• Collaborates on updating on coding waiting list according funding regulations.
• Responsible for updating the reporting requirements calendar to ensure timely compliance.
• Checks on UA updates from Housing Authorities Agencies to ensure compliance to Tax Credit requirements.
• Assist with communication to the staff on providing and keeping update of new forms and policies.
• Assist on other projects related to compliance activities under the direction of the Compliance Department.
• Provides additional support to the Property Management Department on special projects relating to overall company compliance and reporting activities.

 Collaborative Relationships:

• In conjunction with the Compliance & Audit Specialist, Property Management Director, Property Portfolio Supervisor and Human Resources, assists in providing staff training on compliance issues, re-certifications, and other legal monitoring requirements.
• In conjunction with the Compliance & Audit Specialist and administrative staff, ensures that all regulatory documentation, such as Affirmative Fair Housing Marketing Plans, Management Certifications, Rent Schedules, Tenant Selection Plans, CEDC’s Application, and other required documentation are kept up to date at all times.
• In conjunction with Accounting, ensures timely, accurate and complete compliance and reporting to all agencies, lenders, partners, and investors. Develops monitoring, reporting and recordkeeping systems to ensure compliance.

REQUIRED KNOWLEDGE, SKILLS & ABILITIES:

• Knowledge of regulatory agreements and ability to interpret them.
•  Knowledge of HUD, HCD, CalHFA, USDA-RD and Tax Credit regulations.
• Working knowledge of applicable local, state, and federal housing laws.
• Strong analytical, oral, and written communication skills.
• Proven ability to conduct research, coordinate multiple projects, solve problems, prepare/update supporting documentation and maintain records.
• Effective interpersonal skills and ability to represent the company to government, financial institutions, and other outside agency representatives.
• Demonstrated ability to work independently and as part of a team, to exercise tact and diplomacy and maintain confidentiality.
• Ability to work under pressure and succ