Housing Compliance Analyst

Overview:

This position performs the day-to-day administrative and detail-oriented tasks that keep resident files, certifications, and regulatory reporting accurate and audit-ready in accordance with the HUD 4350.3 Handbook and Section 42 IRS code.

The Compliance Analyst does not carry supervisory responsibility; the role is focused on file preparation, data entry, tracking, and reporting in support of the Housing Department and Village staff.

Responsibilities

ESSENTIAL FUNCTIONS

Essential Duties

1. Maintain and organize resident files for all assigned Villages to ensure accurate, complete, and audit-ready records in accordance with the HUD 4350.3 Handbook and Section 42 IRS code.

2. Review initial certifications, annual recertifications, and interim recertifications, verifying income, assets, and household composition documentation for accuracy and completeness.

3. Enter and update resident data in HUD Secure Systems, the Enterprise Income Verification System (EIV), and MSHDA online software (COL)

4. File and monitor all HUD Village EIV reports, ensuring required monthly reports (e.g., Income Discrepancy, New Hire, Failed EIV Pre-Screening, No Income) are run, reviewed, filed, and any discrepancies are flagged for follow-up.

5. Prepare and assemble resident files and supporting documentation in advance of Management and Occupancy Reviews (MORs) and REAC inspections.

6. Conduct file audits at assigned Villages using established checklists, and document findings for review

7. Track outstanding recertifications, expiring certifications, and required file corrections, and follow up with Village staff on open items.

8. Assist in scheduling and coordinating compliance-related training sessions for Village staff, including preparing materials and sign-in documentation.

9. Run and distribute required monthly, quarterly, and annual compliance reports (e.g., EIV reports, TRACS reports, MSHDA COL reports).

10. Maintain compliance tracking logs and spreadsheets (recertification calendars, waitlist documentation, file correction logs) and keep them current.

11. Support the setup of new resident files and software access (Onesite, TRACS, EIV & MSHDA COL) for new Villages or new staff, under supervision.

12. Respond to routine compliance questions from Village staff, escalating complex or unresolved issues.

13. Organize and archive resident files, move-out files, and compliance documentation in accordance with retention requirements.

14. Assist with data entry and quality-control review of housing software records to identify and flag discrepancies.

15. Help prepare correspondence, notices, and standardized forms used in the recertification and file compliance process.

16. Attend Village site visits as needed to support file reviews and staff training.

17. Attend Village Administrator Team meetings at least once per quarter

18. Float between Villages, as needed, to fill in on compliance-related tasks during Compliance staff vacancies, absences, or periods of increased volume.

19. Keep current binders, checklists, and reference materials related to HUD, Section 42, and MSHDA compliance requirements.

20. Follow established policies and procedures including but not limited to: Presbyterian Villages policies and procedures; safety policies and procedures; federal, state, and local regulations.

21. All other duties as assigned.

ESSENTIAL COMPETENCIES

• Accuracy - Ability to perform work accurately and thoroughly, with close attention to detail.
• Detail Oriented - Ability to pay attention to the minute details of a project or task.
• Organized - Possessing the trait of being organized or following a systematic method of performing a task.
• Time Management - Ability to utilize the available time to organize and complete work within given deadlines.
• Follow-Through - Ability to track open items to completion and follow established processes consistently.
• Communication, Written and Oral - Ability to communicate effectively with others using the spoken word and writing clearly and concisely. Ability to follow verbal and written directions.
• Accountability - Ability to accept responsibility and account for his/her actions and deliver upon expectations.
• Listening - Ability to actively pay attention and seek to understand.
• Respect - Ability to treat all with dignity and worth.
• Working Under Pressure - Ability to complete assigned tasks under stressful situations, applying common sense to the resolution of problems.
• Teamwork - Ability to work cooperatively with the Compliance & Training Specialist and Village staff toward shared goals.
• Confidentiality - Ability to handle sensitive resident and financial information with discretion.
• Technical Aptitude - Ability to learn and accurately use housing compliance software and reporting systems.
• Diversity Oriented - Ability to work effectively with people regardless of their age, gender, race, ethnicity, religion, or job type.
• Safety Awareness - Ability to identify and correct conditions that affect employee safety.

Qualifications

SKILLS & ABILITIES

Education: Associate's degree in business or related field, or equivalent experience considered.

Experience

Certified Occupancy Specialist (COS) certification or equivalent, and/or Tax Credit Specialist (TCS) certification or equivalent, required. One to three years' experience in HUD/MSHDA regulatory compliance, affordable housing administration, or related file/records administration preferred. Senior housing experience preferred.

Computer Skills

Proficiency in RealPage’s Onesite, Word, Excel, Outlook and housing software (e.g., ICAM, TRACS, EIV, MSHDA COL).

Certificates & Licenses

• Valid Driver's License
• Certified Occupancy Specialist (COS) certification or equivalent, and/or Tax Credit Specialist (TCS) certification or equivalent

Other Requirements

This is a hybrid position combining remote and in-office work. The employee will have a flexible work schedule designed to meet PVM's needs, including regular travel between Villages (up to 50%) for file audits, training support, and to fill in on compliance-related tasks during Village compliance staff vacancies or absences.