Contract Administration Specialist

Job Description

Job Description

Description :

Job Title : Contract Administration Specialist

Working Title : Performance Based Contract Administration Specialist

Department : Housing Development

Reports To : Contract Administration Supervisor

Salary Grade : 11

Prepared By : Contract Administration Supervisor

Prepared Date : 2 / 29 / 00

Approved By : Housing Development Manager

Approved Date : 2 / 29 / 00, Revised 2 / 10 / 04; Revised 12 / 01 / 2023; Revised 09 / 25 / 2025

SUMMARY

Administers the HUD Section 8 Project-Based contract administration program by performing the following duties.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Responsible for attending various training courses, seminars, certification classes and other opportunities to increase knowledge of the technical and practical aspects of the programs assigned.

PROGRAM DUTIES :

• Conducts required Management and Occupancy Reviews (MOR) and follows up on results of physical inspections conducted by third parties.
• Clearly, timely and adequately notifies owners of MOR findings and provides instructions on appropriate corrective actions.
• Follows up with owners who have compliance issues to correct and complete requirements for closeout.
• Processes contract rent adjustments requested by owners by verifying debt service, calculating utility allowance, calculating required Reserve for Replacement deposit amounts, securing funding from HUD, and executing and distributing rent schedules.
• Processes Section 8 Housing Assistance Payment (HAP) Contract renewals. Duties include all requirements of processing contract rent adjustments. Additional duties include reviewing the Rent Comparability Study (RCS) for completeness and preparation of HAP contracts.
• Assists residents in obtaining vouchers in the event a HAP contract is terminated.
• Assists CA Finance when necessary to ensure monthly vouchers are for eligible tenants.
• Addresses all health, safety and tenant issues received directly from tenants or referred by HUD . Follow up is conducted at least every two weeks with owners and tenant, as needed, to ensure appropriate action has been taken.

Program Training :

Responsible for developing and providing training and guidance to participants on technical issues, regulations, rules, procedures and general program guidelines by conducting general training sessions and direct training assistance with participants when requested and scheduled and disseminating appropriate updates and other technical information or data.

Program Responsibilities :

Requirements : QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and / or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and / or EXPERIENCE

Bachelor's degree (B. A.) from four-year college or university; or four to six years related experience and / or training; or equivalent combination of education and experience.

LANGUAGE SKILLS

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the public.

MATHEMATICAL SKILLS

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.

REASONING ABILITY

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

CERTIFICATES, LICENSES, REGISTRATIONS

OTHER KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of and experience in Multi Family Project Based Housing preferred. Knowledge of the local, state, and federal laws governing the program. Ability to understand, act on, and interpret policies, regulations, and procedures as set forth by the Housing Agency and / or HUD. Ability to establish and maintain effective working relationships with co-workers, vendors, consultants, contractors, tenants, HUD, and local, state, and federal officials.

PHYSICAL DEMANDS

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 is occasionally exposed to outside weather conditions. The noise level in the work environment is usually quiet.