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Job Description

Job Purpose

The Special Claims Analyst (SCA) reviews and processes the Owner/Agent special claim submissions processes the Owner/Agent monthly tenant data and voucher transmissions and generates Tenant Rental Assistance Certification System (TRACS) files for their assigned portfolio. The SCA works with a variety of Agency staff the Agencys partners TRACS and the propertys Owner/Agent to ensure accuracy and compliance with all applicable HUD rules and regulations and Section 8 requirements

Essential Functions

Special Claims Processing Duties:

• Develop and maintain a working knowledge of the rules and regulations pertaining to HUDs Special Claims Processing Guide and PHFAs policies and procedures and processing software.
• Review special claims and supporting documentation submitted by Owner/Agents for completeness accuracy and compliance with all applicable regulations for assigned portfolio.
• Process the special claim requests using PHFAs processing software and other systems as required within the prescribed timeframe. Contact appropriate Agency staff or the Owner/Agent for additional information when necessary.
• Approve adjust or deny the special claim request noting the reasons for adjustment or denial and assign a special claim identification number to approved and adjusted claims. Prepare the cover letter and return the special claim request to the owner for inclusion on a voucher or resubmission if denied.

Voucher Processing Duties:

• Develop and maintain a working knowledge of the rules and regulations pertaining to the HUD Handbook 4350.3 Occupancy Requirements of Subsidized Multifamily Housing Programs REV-1 Change 4 the HUD Monthly Activity Transmission (MAT) Guide and PHFAs policies procedures and processing software.
• Process TRACS transmissions gross rent changes and manual adjustments to ensure timely payment of the monthly subsidy voucher for assigned portfolio. Post approved or adjusted claims for unpaid rent damages and vacancy to monthly vouchers ensuring timely payment. Monitor and apply all repayment agreement payments to the applicable voucher.
• Generate and review voucher reports. Identify and correct errors/problems. Compare the Owner/Agent voucher to the Agency voucher. When necessary contact appropriate Agency staff or Owner/Agent for additional information to ensure an accurate payment.
• Generate and approve final vouchers for payment of the monthly housing assistance payments for the assigned portfolio. Maintain accurate tenant data and monthly voucher information in HUDs database via TRACS for assigned portfolio. This includes transmitting data to and receiving responses from HUD and working with the Owner/Agent to correct TRACS errors. Monitor the compliance percentage in TRACS for the assigned portfolio. Notify appropriate staff and owners and agents when the percentage falls below the posted minimum. Assist the Owner/Agent as needed to improve the percentage as applicable.
• Prepare and send notification of corrections and/or changes to the Owner/Agent. Assist the Owner/Agent in the reconciliation of their monthly housing assistance voucher.
• Send the late voucher notification on the 11th of each month to Owners/Agents who have not submitted their vouchers by the 10 of the month.

General Duties:

• Update and maintain all applicable tracking logs as assigned.
• Index approved vouchers special claim requests supporting documentation and correspondence to PHFAs document management system upon completion.
• Update all applicable systems including the Agencys partners systems.
• Maintain neat and organized files for assigned portfolio.
• Participate in all requested meetings and trainings.
• Complete any special assignments as requested by the Director of Housing Management Manager of Contract Administration and Senior Voucher Analyst.

Job Requirements

• Associates degree from accredited academic institute. Three years work experience in a related field may be substituted.
• Familiarity with all applicable HUD regulations policies and procedures is a plus.
• Excellent verbal and written communication skills including ability to effectively communicate with internal and external customers.
• Proficiency in Microsoft Office; and a willingness to learn new systems.
• Ability to work under pressure and meet deadlines while maintaining a positive attitude and providing exemplary customer service.
• Strong attention to detail and ability to identify errors and offer solutions.
• Ability to work independently and carry out assignments to completion within parameters of instructions given prescribed routines and standard accepted practices.
• Professional demeanor with a commitment to confidentiality and customer service.

Qualifications

Experience

EEO Statement

As an employer PHFA is committed to having a workforce that is diverse and reflects the residents that it serves. We strive to maintain a workplace where all employees and applicants for employment receive equal opportunities in all aspects of employment. There are numerous policies in place at PHFA to help us honor this commitment.

The Pennsylvania Housing Finance Agency is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age disability family status gender national origin political affiliation race or religion.

Diversity Statement

PHFA values honors and commits to the equitable treatment and elimination of discrimination in all forms. We are committed to the diversity of all staff and in all programs and services offered.