Section III Compliance Manager

ROCKFORD HOUSING AUTHORITY

Job Description

 

SECTION III COMPLIANCE MANAGER

SALARY LEVEL:   SCHEDULE   E    LEVEL   6                            FLSA STATUS: EXEMPT

DEPARTMENT:      DEVELOPMENT                                                            UNION: N/A

SUPERVISOR:       CHIEF EXECUTIVE OFFICER OR DESIGNEE

PRIMARY RESPONSIBILITIES: This is highly responsible administrative position involving a diversity of duties, including extensive program analysis, data and information collection, compliance monitoring, preparation of reports, compliance oversight responsibilities and other duties which may involve training.  Position works with PHA's internal departments, contractors, vendors, residents, the public, HUD, DOL, municipal partners and developers.

 

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties as assigned.

 

1. Conducts extensive analysis of contractor payroll data for HUD regulatory compliance, identifying non-compliance issues and notifying all stakeholders related to that contractor.

 

1. Prepares statistical analyses and reports as requested or required to confirm PHA's Section 3 compliance.

 

1. Collects data and information in all areas of the contractor's operations and manages and maintains those records with great integrity.

 

1. Researches and prepares reports on contract compliance.

 

1. Inputs and maintains computerized data bases and other computerized programs for use in assignments such as:

 

1. Develops a daily working system to allow for maximum attention to detail and contractor interaction as necessary to receive, input and manage all compliance data.

 

1. Oversees all PHA contract compliance and communicates with all company personnel to achieve maximum productivity and compliance at all times.

 

1. Does compliance monitoring and/or internal/external auditing to review payroll data and operations to evaluate them and to insure their integrity and accuracy in compliance with the HUD regulations.

 

1. Reviews reports of contractors to advise the PHA staff and the contractors of client's status and any non-compliance issues.

 

1. Conducts investigations of issues of non-compliance as identified or as assigned.

 

1. Manages multiple, diverse activities concurrently.

 

1. Prepares documents such as Annual Reports, including writing, editing and formatting as required. 

 

1. Must be able to maintain strict confidence of all company related data and payroll records of contractors.  No hard (paper) copies of data will be maintained after it is imputed in the data base.  All paper materials must be shredded immediately.

 

14. Ensures every PHA solicitation includes compliant Section 3 notification language.

 

15. Regulate Section 3 compliance with contractors, subcontractors, Section 3 business concerns, resident owned businesses and Section 3 residents.

 

16. Ensure all potential and current contractors are aware of PHA's Section 3 plan and its hiring practices.

 

17. Create and maintain a Section 3 business concerns and resident owned businesses database to include prior, similar experience and Section 3 compliance history.

 

18. Provide a list of qualified Section 3 residents to contractors, subcontractors, Section 3 business concerns and resident-owned businesses.

 

19. Coordinate and monitor a Section 3 reporting system.

 

20. Conduct Section 3 trainings with contractors, subcontractors, Section 3 business concerns and resident-owned businesses.

 

21. Review weekly payroll submittals and certified payroll for compliance as required.

 

22. Facilitate the complaint procedure for Section 3 residents and business concerns, and contractors.

 

23. Monitor and assist with Section 3 efforts throughout PHA.

 

24. Post and update Section 3 information on the PHA website.

 

25. Advertise solicitations on the website and local newspapers.

 

26. Document Section 3 hiring within PHA.

 

27. Develop and implement a procedure to notify Section 3 residents about upcoming training and employment opportunities.

 

28. Monitor the Section 3 resident hiring process.

 

29. Maintain a database of qualified Section 3 residents actively seeking employment.

 

30. Coordinate the development of a Youthbuild program.

 

31. Promote Section 3 among public housing residents, housing choice voucher participants and other PHA affiliates.

 

32. Post-employment and training opportunities throughout the PHA's properties and communicate it to the ROSS and FSS participants.

 

1. Attend preconstruction conferences with contractors, subcontractors, Section 3 business concerns and resident-owned businesses to ensure all contract and compliance obligations for Section 3 are understood.

 

1. Confirm weekly payroll submittals and certified payroll for compliance as required and ensure that appropriate compensation is paid to contractor's employees and also ensure labor costs are appropriated correctly.

 

 

SPECIFIC DUTIES:

    

1. Prepares and issues Requests for Proposals and Qualifications, Invitations for Bids, notices to bidders, purchase orders, contracts, notices to proceed, contract modifications and contract settlement documents under operations or as assigned.
2. Prepares "Scope of Services" for Requests for Proposals and Qualifications. Prepares plans and specifications for projects as assigned.
3. Conducts pre-bid tours and pre-construction conferences and documents information exchanged at such meetings.
4. Prepares recommendations to the Department Director for contract awards, contract addenda and change orders, HUD submissions and certifications.
5. Issues contracts, (notice of award, notice to proceed) and oversees operational contract log to insure there is no lapse of routine or re-occurring goods and/or services to the RHA.
6. Prepares budget proposals and recommends funding allocations on monthly basis. Prepares bi-annual contract activity reports.
7. Prepares wage determination requests, provides labor standards form, monitors reports, and weekly payrolls, and insures compliance reviews.
8. Prepares contract finding of fact and reports non-compliance to determine remedial action.
9. Prepares notices of contract suspension, termination and assessments of liquidated damages.
10. Reviews monthly computer ledgers to confirm status of funding and contract payouts.
11. Maintains the contract file system and contract registers, keeping current accounts and records updated.
12. The aforementioned duties may be subject to change based upon HUD requirements and the workload of the Development Department.

RELATED DUTIES AND FUNCTIONS: 

1. Represents PHA at meetings or with contractors and resident organizations as assigned.

 

2. Works closely and cooperatively with PHA staff and contractors to facilitate planning, program operations, etc. to enhance compliance.

 

3. Undertakes special assignments as directed.

 

4. Assists others within the company including training as assigned.

 

5. Performs other work as assigned.

 

6. Proficient in Section 3 Compliance methods and practices.

 

7. Must have a current driver's license.

 

 

 

 

 

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:

 

1. Ability to think analytically, organize work day and flow and concisely communicate with professionalism and respect.

 

2. Considerable knowledge of computer applications and ability to use computer and software knowledge to operate and maintain computerized data bases, records.

 

3. Ability to exercise mature judgment.

 

4. Ability to effectively communicate with other staff, public entities, agencies, contractors and others in a professional manner.

 

5. Ability to analyze documents, compare to regulations, prepare reports, calculate statistics, as well as to make detailed, sound recommendations.

 

6. Ability to work with limited supervision, meets deadlines, establish own work time lines, and keep projects on schedule.

 

7. Ability to train and facilitate training to various groups including residents.

 

8. Ability to recruit low-income residents though local advertising media, and various other means of communication, as well as maintain contacts with Social Services and Community Organizations and public or private agencies operating with in the metropolitan area in which the Section 3 covered programs are located or similar methods.

 

EDUCATION and/or EXPERIENCE:

 

1. The ideal candidate will have obtained a Human Services Degree or 2 years of college or university course work in areas related to Social Services, and at least 2 years of successful work experience within areas related to the job requirements.

 

2. A minimum of 2 years of experience in analyzing information, evaluating programs, writing reports, etc.

 

3. Experience in position similar to this will be advantageous.

 

4. Experience working with low income people in any type of a social services or employment relations position.

 

5. Professional training or presentations background.

 

PHYSICAL DEMANDS:  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.

 

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel objects, tools, or controls; and talk or hear. The employee is occasionally required to stand, walk, and reach with hands and arms.

 

The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, and the ability to adjust focus.

 

 

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.

 

While performing the duties of this job, the employee frequently works near moving mechanical parts, in outside weather conditions; is occasionally required to work in high, precarious places with occasional exposure to wet and / or humid conditions, fumes or airborne particles, toxic or caustic chemicals and risk of electrical shock.

 

The noise level in the work environment is usually moderate but may at times become extremely loud.

 

 

 

DRAFT 02-08-2019

 

Current Openings for Section III Compliance Manager Jobs at Rockford Housing Authority