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Housing Choice Voucher (HCV) Clerk

Position Title: HCV Clerk
Reports To: Director of HCV
Department/Division: Housing Choice Voucher/Section 8
FLSA Status: Non-Exempt
Date: January 2, 2024
Employment Status: Full-Time

Position Summary
Performs highly responsible administrative duties to assist the HCV Department. Coordinates the Section 8 Housing Choice Voucher Program (HCVP) for annual Housing Quality Standards (HQS) or National Standards for the Physical Inspection of Real Estate (NSPIRE) inspections and conducts other administrative responsibilities. Responsible for the Agency receiving at least a satisfactory rating concerning HUD agency scoring systems such as Section 8 Management Assessment Program (SEMAP) and other future HUD required evaluation systems.

The duties listed below illustrate the various types of work that may be performed. The omission of specific statements regarding duties does not exclude them from the position if the work is similar, related, or a logical assignment in association with this position. Undertakes and performs the following and all other work-related duties as assigned.

  1. Answers telephone and responds courteously to calls, written requests, and e-mails to answer questions and provide information and assistance within area of expertise regarding program or refers calls to other employees or departments as appropriate.
  2. Receives, reviews, and processes applications for HCV program.
  3. Assists applicants in completion of forms and identification of required documents.
  4. Accurately enters waiting list application information into appropriate system, keeping information up-todate, and ensuring correct coding. Ensures a fair and impartial process of placement of referred waiting list candidates into available vacant units.
  5. Periodically reviews applicant files and updates information on prospective tenants and places nonrespondents in inactive files.
  6. Assists in coordination of the orientation program for landlords and tenants. Implements comprehensive orientation program to ensure landlords and certificate/voucher holders are fully aware of their responsibilities and duties under the program.
  7. Confers with Property Management regarding maintenance repairs and schedules for reinspection.
  8. Prepares final fail reports for the HCV inspector.
  9. Assists with preparing recertification and self-sufficiency packets and updates blue notes in the system.
  10. Composes, prepares, and proofreads confidential correspondence, reports, summaries, memoranda, and forms from verbal direction, relevant information from a variety of sources, or knowledge of Agency policy and procedures and presents the information in a clear and understandable format.
  11. Schedules and maintains annual inspections by obtaining and coordinating the HQS/NPIRE annual inspection reports with inspection codes from PIC/ELITE/HUD system inspection reports.
  12. Provides printed schedules with assembled inspection documents for daily production.
  13. Oversees and updates inspection records for cancellation and rescheduing canceled inspections.
  14. Prints inspection reports and mails out the tenants and landlords to ensure they are aware of the status of their unit.
  15. May assist with entering abated HCV inspections into the computer system. Assists with the computerized system and ensures inspection data is accurate and correctly entered.
  16. May assists the HCV Inspector in the preparation of necessary information, materials, and reports for conferences, appointments, and meetings.
  17. Accountable for consistent adherence to strong Agency standards regarding the ethical, responsible, and appropriate use, care, and safeguarding of Agency materials, supplies, resources, and other assets.
  18. Undertakes and performs other work-related duties as assigned including work in other functional areas to cover absences or provide relief, to equalize peak work periods, or otherwise balance the workload.

Education and Experience
High school diploma or possession of a certificate of equivalence for High School Achievement (G.E.D.) and two (2) years of relevant experience or an equivalent combination of education and experience sufficient to fulfill essential position functions.

The following Certifications must be obtained within one (1) year of employment or other allowable period of hire as authorized by the Executive Director or his/her designee:

  • Occupancy Standards
  • Rent Calculation
  • Fair Housing
  • Enterprise Income Verification System (EIV)

Knowledge and Skills

  1. Working knowledge of applicable federal, state, and local laws, rules, and regulations and Agency policies and procedures pertaining to public housing, including fair housing laws.
  2. Knowledge of the guidelines, rules and regulations governing the HCV programs of the Agency and understanding the Administrative Plan.
  3. Knowledge of eligibility regulations and of rent calculations and payment schedules.
  4. Thorough knowledge of interviewing techniques and record maintenance.
  5. Ability to meet and deal tactfully and courteously with the public.
  6. Ability to understand and follow moderately complex written and oral instructions, communicate and relate to persons of diverse backgrounds and abilities.
  7. Ability to make routine decisions in accordance with established administrative rules, regulations, and policies, to explain the re-examination process to tenants in an objective and impartial manner.
  8. Ability to operate the Agency's computer system and applicable software.
  9. Knowledge of mathematics sufficient to perform calculation required for rent adjustments.
  10. Ability to prepare clear, concise reports and make appropriate recommendations within scope of responsibility.
  11. Ability to use basic office equipment such as telephone, fax, copier, and computer.
  12. Ability to communicate clearly and concisely, both orally and in writing. Ability to communicate on the level of the listener, recognizing when information has been misunderstood, and the ability to rectify any misunderstanding as needed when explaining Agency policies and procedures.
  13. Ability to establish and maintain an effective working relationship with tenants, landlords/owners, and other employees.
  14. Ability to deal effectively with situations requiring tact and diplomacy.
  15. Ability to deal effectively with sensitive and confidential information.
  16. Ability to prepare clear and concise narrative and statistical reports in a timely manner.

Supervision Controls
The employee receives assignments and instructions from the Director of HCV. Course of action, deadlines, and priorities may be established by procedure, the supervisor, or the employee, depending on the assignment. The employee initiates routine activities without supervisory direction. Problems or situations not covered by instructions are normally referred to the supervisor for resolution. The employee's work is reviewed for accuracy, completion, and compliance with policies and procedures. The employee has no supervisory responsibilities.

HCV Clerk performs routine duties by following established HUD and Agency policies and procedures. These guidelines cover most job-related situations, and the employee may use independent judgment in making decisions within established parameters and area of expertise. If guidelines do not cover a situation, the employee normally consults the supervisor. Guidelines are generally specific and clear.

The employee performs a variety of related, routine, and generally repetitive tasks. The course of action is determined by the supervisor and by established procedures. The employee may coordinate, integrate, and/or prioritize tasks.

Scope and Effect
The employee's contacts are primarily with other employees, owners/landlords, and participants. Such contacts require the ability to establish and maintain good working relationships on a long-term basis. The purpose of these contacts is to obtain or provide information; plan, coordinate, and advise other activities; motivate, influence, or direct others; and justify, defend, negotiate, or resolve matters and issues concerning HCVP occupancy issues. At times, persons contacted may be skeptical, uncooperative, unreceptive, hostile, or willing to express different viewpoints and objectives.

Personal Contacts
Most of the employee's contacts are with Agency employees, tenants, and landlords. The purpose of the contacts is to give or exchange information, provide services, make decisions, negotiate, and resolve problems. Most contacts are structured or confidential in nature and the employee is expected to use normal tact and courtesy. At times, contacts may be skeptical, uncooperative, unreceptive, hostile, or willing to express different viewpoints and objectives.

Physical Requirements
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  1. Work is principally sedentary, but may involve some physical exertion, such as kneeling, crouching, or lifting to obtain files and records, and eyestrain from working with computers and other office equipment.
  2. Must be able to sit and/or stand for up to eight (8) hours at a time while performing work duties.
  3. Must be able to bend, stoop, push, and pull in the performance of work-related duties.
  4. Must be able to use fingers bilaterally and unilaterally to operate office equipment.
  5. Must have vision and hearing corrected to be able to perform essential job functions.
  6. Must be able to establish and maintain effective working relationships with co-workers and clients and perform essential job functions in an environment that will sometimes include increased levels of work-related stress.
  7. Must maintain a professional appearance and portray a positive image for the Agency.
  8. Must maintain punctuality and attendance as scheduled.
  9. An employee may request reasonable accommodation to mitigate any of the physical requirements listed above.

Medicinal and Recreational Marijuana
Marijuana is a Schedule I controlled substance and is illegal under federal law. The Agency observes the common rule of the Federal Marijuana Law of the Controlled Substances Act (CSA) (21 U.S.C. § 811), which does not recognize the difference between medical and recreational use of marijuana and has established the required Drug Free Workplace Policy. Employees are NOT permitted to use or possess any form of marijuana for medical or recreational purposes. Any applicant for employment who tests positive for marijuana during a pre-employment drug screening shall be ineligible for employment with the Agency. Any applicant for employment who advises the Agency that he/she uses any form of marijuana will be ineligible for employment. The Agency is unable to grant a request for reasonable accommodation to use marijuana under any circumstance.

Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work involves the normal risks or discomfort associated with an office environment and is usually in an area that is adequately cooled, heated, lighted, and ventilated.

Other Requirements

  1. Must possess a valid driver's license and maintain a good driving record.
  2. Must pass employment drug screening and criminal background check.
  3. Must work with the highest degree of confidentiality.

Read and Acknowledge
The Housing Authority of Champaign County is an Equal Opportunity Employer. This job description is subject to change and in no manner states or implies that these are the only duties and responsibilities to be performed. The duties herein are representative of the essential functions of this job. This job description reflects management's assignment of functions; however, it does not prescribe or restrict tasks that may be assigned. Nothing in this document restricts management's right to assign or reassign duties and responsibilities at any time. The qualifications listed above are guidelines, other combinations of education and experience that could provide the necessary knowledge, skills, and abilities to perform the job may be considered at the discretion of the Executive Director.

Employment with the Housing Authority of Champaign County is on an "at-will" basis. Nothing in this document is intended to create an employment contract, implied or otherwise, and does not constitute a promise of continued employment.

Disclaimer: The above statements describe the general nature, level, and type of work performed by the incumbent(s) assigned to this classification. They are not intended to be an exhaustive list of all responsibilities, demands, and skills required of personnel so classified. Job descriptions are not intended to and do not imply or create any employment, compensation, or contract rights to any person or persons. Management reserves the right to add, delete, or modify and/or all provisions of this description at any time as needed without notice. This job description supersedes earlier versions.

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