Permanent Supportive Housing Reporting & CoC Billing Manager

National Community Renaissance (CORE) is one of the nation's largest non-profit affordable housing developers with over a 30-year track record in community revitalization. We transform the economic and social future of communities by building quality, affordable housing combined with best practice social services to improve the self-sufficiency of our residents.

CORE's sister nonprofit, the Hope Through Housing Foundation (HTHF) is committed to breaking the cycle of generational poverty by implementing high-quality social services for low-income families and seniors living within and around National CORE's affordable housing developments throughout California, Texas, and Florida. We seek passionate, hardworking team members who are committed to transforming lives and communities. Together, we deliver Hope, Opportunity, Prosperity, and Empowerment to thousands of youth, adults, and seniors each year.

"Together, we transform lives and communities!"

About the Job:

The Permanent Supportive Housing (PSH) Reporting and Billing Manager will proactively manage annual reporting and HUD CoC Programmatic associated billing. The PSH Reporting and Billing Manager works closely multiple departments and key team members to ensure deliverables are executed. For annual reporting the Manager will work closely with not only PSH Services Team, Property Management but also accounting/ billing teams. This includes communicating deadlines and required deliverables to Property Management staff, other HOPE employees, and external partnerships ongoing. This role serves as a key role to ensure development funder associated reports are collectively compiled and submitted by the required annual deadlines.

This role is responsible for HUD CoC funding submissions for billing that are reviewed and submitted through the HUD portal on a quarterly schedule basis.

Additionally, this role will include time spent training key staff on what data is needed and how it will be used on the required reports in there are staffing changes. The PSH Reporting and Billing Manager maintains a direct reporting relationship with the Director of PSH & Resident Services but also works closely with counterparts within the Compliance and Asset management Departments.

RESPONSIBILITIES

The Permanent Supportive Housing (PSH) Reporting and Billing Manager is responsible for being a well-organized expert, versed in PSH associated development-programmatic reports for such funding as "No Place Like Home Program" via the Mental Health Services Act (MHSA) funding, Veterans Housing and Homelessness Prevention Program (VHHP) via Housing Community Development (HCD) as well as Housing and Urban Development (HUD)'s local level Continuum of Care (CoC) programmatic billing and collaborative reporting remain compliant. Qualified candidates will possess the following competencies:

HUD CoC Associated Billing Coordination (30%)

• Work closely with HTHF Business Manager, Payroll, PSH HUD CoC Consultant, local HUD CoC funder, and others associated; ensuring all HUD CoC program staff payroll allocations, expenses and at times corrections are submitted on schedule (Quarterly submission).

Reporting Coordination (40%)

• Ensure you remain fully abreast to all compliance requirements associated with the funder's reporting by attending all trainings and meetings.
• Develop a reporting structure with the Director of PSH that is most efficient, accurate and has ways to prompt preparation of data in advance to avoid last minute chaos. (e.g. Smartsheet can automatically reminds person responsible)
• Work with each party responsible for specific content for a report so they are clear on what is expected.
• Share final draft with collaborative group on the report to ensure final approved draft is submitted to funder.
• As corrections on reports may be noted by funder, ensure they are met with swift responsiveness and follow through. Also, asking for additional clarity and trainings as needed.
• Track progress of all reports and be ready to provide status reports to the team on where everyone is at for each report.

Technical Assistance & Quality Assurance (10%)

• Educate and support HOPE services team, property managers, and external partners through small group presentations on required reports and overall reporting processes.
• Provide updates to your team on the status of pending reports and who is responsible for what areas of the reports to ensure all understand deadlines and areas of focus.
• At minimum, annually, review and identify areas of growth to improve the processes for completing:
  • The annual reports (VHHP, NPLH)
  • The scheduled billing drawdowns from HUD. (HUD CoC)
• Attend all associated funder trainings and meetings to ensure you are up to date on all requirements and echo this information via micro trainings for the teams contributing to reporting and or billing.
• Run assigned meetings as assigned including taking detailed and accurate minutes with action items for attendees clearly dedicated. This includes of tracking attendance to some required meetings.
• Provide regular reports of activities and events and maintain documentation in line with compliance regulations. This includes self-auditing regularly to ensure work remains compliant.
• Ensure all program/ funder objectives are met include various private grants, city, state and federal funding.
• Ensure service providers are consistent with required site and service regulations.
• Support PSH file compliance review. (e.g., MHSA/ Disability certification, Homeless Certification)
• Or other duties as necessary.

Relationship Management (10%)

• Develop and maintain positive professional relationships with funders whom you work directly with for submitting reports and billing to ongoing.
• Ensure all key stakeholder emails are responded to and addressed with efficiency and accuracy.
• Work closely with Supervisor/ Director of PSH to attend all relevant meetings so you can be introduced and connect with key people and entities associated pulling and submitting data for the annual reports.

Professional Development (10%)

• Ensure both internal and external trainings are completed regularly to maintain a relevant level of funder/program compliance and knowledge ongoing.
• Participate in internal annual trainings focused on core modalities such as Trauma Informed Care (TIC), Motivational Interviewing (MI), Harm Reduction and other applicable professional development opportunities.

SKILLS & QUALIFICATIONS

• Demonstrated track record and passion for working with vulnerable populations including associated funding and reporting.
• History and knowledge of HUD's Code Federal Regulations know as "CFR" and the general allowable expenses for HUD funded projects under prevue.
• Excellent organizational and document management skills.
• Ability to work cooperatively and collaboratively with other HOPE staff, National CORE staff, funders, property management and 3rd party service providers.
• Ability to communicate effectively and demonstrate sensitivity to others.
• Ability to write clear, grammatically correct administrative tasks including but not limited to: professional emails to internal and external stakeholders, meeting minutes, reports, and narratives.
• Ability to use Outlook, Word, Power Point, Excel, and other basic computer software programs.
• Demonstrated ability to work independently and as part of a team.
• Experience within data systems such as Homeless Management Information System (HMIS), Yardi (Property Management/ vendor), Family Metrics (Residential Services), and HUD portal for submitting billing, is strongly preferred.

MANDATORY REQUIREMENTS

• Bachelor's degree is preferred or has an equivalent combination of education and experience.
• Relevant experience working within Supportive Housing development projects and social services associated billing and reporting.
• Be able and willing to work flexible hours which may include evenings or weekends.
• Have reliable transportation and:
  • A valid driver's license
  • Auto Insurance
• Successfully complete the following as a condition of hire:
  • Background Screening
  • Drug Test