Compliance Specialist

General Responsibilities

The Compliance Specialist ensures that all property operations, tenant files, and occupancy procedures at the site strictly comply with federal, state, and local program guidelines. This role focuses on maintaining regulatory compliance for Low-Income Housing Tax Credit (LIHTC), HUD Section 8, and local housing authority programs to minimize audit risk and maximize operational accuracy.

Essential Duties

Leasing, Move-in & Compliance:

1.     Assist in preparation of weekly and monthly reports.

2.     Provide for resident recruitment, selection, qualification, lease administration and apartment preparation for move-ins in accordance with corporate policies and procedures.

3.     Ensure compliance with fair housing guidelines and HUD/LIHTC/Affordable guidelines (where applicable).

4.     Determine initial and continuing eligibility of applicants by gathering information, conducting thorough pre-move-in interviews, and perform calculations based on information collected in Compliance with HUD/LIHTC/Affordable and company policies.

5.     Prepare move-in certification package for the Compliance department to review and approve.

6.     Schedule resident recertification interviews send /deliver certification notifications (120 days, 90 days, 60 days) in Compliance with HUD/LIHTC/Affordable and company polices.

7.     Meets with residents to complete the Resident Questionnaire and all verification forms; mail, email, or fax verification forms to third parties.

8.     Completes certification file and enter in One Site; obtain residents signatures on a timely basis on various certification forms.

9.     Enters correct information and complete accurate and timely 50059/TIC for submission to HUD/LIHTC/Affordable.

10.  Process initial, annual, and interim recertifications, in addition to retroactive rent-calculations while conforming to HUD/LIHTC/Affordable regulations guidelines.

11.  Ensures compliance with all HUD and regulatory requirements related to the property’s funding sources.

12.  Ensures that certification files meet regulations and company compliance procedures.

13.  Prepares for and participates in management and occupancy reviews, internal and external file audits.

14.  Respond timely to requests and inquiries from residents, applicant, and third parties, by phone, in person, and by written communications.

15.  Maintains letters, documents, and transaction materials in client files per the file organization protocol.

16.  Perform all residents’ annual and interim recertifications in accordance with HUD/LIHTC/Affordable guidelines.

17.  Performs file audits, as requested.

18.  Identify households with income reporting discrepancies and make rent-adjustments according to company EIV policy timely.

19.  Accesses EIV/TRACS and maintains information as required.

20.  Complete monthly EIV reports, maintain EIV bidders per company EIV policy.

21.  Resolve EIV discrepancy within timeline described within EIV policy.

22.  Keeps supervisor informed of all issues regarding delayed or late certification.

Administration:

1.     Coordinate communication of information between the property and corporate office.

2.     Perform any other duties that may be assigned by the Property Manager and/or Corporate Compliance.

3.     Implement HUD/LIHTC/Affordable procedures, selection criteria, policy and is knowledgeable on issues pertaining to these.

4.     Identify hazards and potential liabilities.

5.     Friendly, helpful, and considerate of all residents.

6.     Assist at other properties as assigned.

File Audits & Approvals: Prepare for Corporate Compliance approval initial tenant certifications, annual recertifications, and interim adjustments to verify income eligibility, household composition, and rent calculations prior to move-in.

Regulatory Compliance: Monitor and enforce adherence to LIHTC (Section 42), HUD Section 8 (HAP contracts), Housing Choice Vouchers (HCV), and local monitoring agency regulations.

Software & Data Management: Maintain integrity of property management and compliance software systems (e.g., Yardi, RealPage, OneSite, AppFolio) and verify accurate HUD TRACS submissions.

Fair Housing Adherence: Ensure all lease-up and tenant selection activities comply with Fair Housing Act guidelines, Violence Against Women Act (VAWA), and local tenant selection plans.

Salary Range: $52K - $54K

Benefits: Health, Dental, Vision, Life & Disability Insurance, 401(k) with company matching, Paid time off.

At Quantum, we don’t just manage properties; we build communities. We are a premier residential property management company dedicated to managing high-quality affordable housing. Our diverse portfolio includes HUD, Section 8, and Low-Income Housing Tax Credit (LIHTC) properties.