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Key Responsibilities and Required Skills for a Recertification Specialist

💰 $45,000 - $65,000

ComplianceReal EstateProperty ManagementAffordable Housing

🎯 Role Definition

At its core, the Recertification Specialist is the guardian of regulatory compliance within the affordable housing sector. This role is pivotal in ensuring that both the property and its residents adhere to the complex web of rules set forth by government agencies like the Department of Housing and Urban Development (HUD), and programs such as the Low-Income Housing Tax Credit (LIHTC). The specialist meticulously manages the tenant income certification and recertification process, which is the cornerstone of maintaining the property's affordability status. This involves direct and sensitive interaction with residents, detailed verification of income and assets, and flawless file management. A successful Recertification Specialist combines a deep understanding of housing regulations with exceptional organizational skills and a genuine sense of empathy, ensuring residents can maintain their housing while the property remains in good standing with all oversight bodies.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Leasing Agent / Leasing Consultant
  • Property Administrator / Assistant Property Manager
  • Compliance Assistant

Advancement To:

  • Senior Recertification Specialist / Compliance Team Lead
  • Compliance Manager / Director of Compliance
  • Property Manager / Assistant Community Director

Lateral Moves:

  • Occupancy Specialist
  • Housing Program Coordinator
  • Compliance Auditor

Core Responsibilities

Primary Functions

  • Manage the complete lifecycle of the resident recertification process, including annual, interim, and initial certifications, ensuring strict adherence to all program deadlines and regulatory timetables.
  • Conduct comprehensive, one-on-one interviews with residents to gather, review, and process required documentation related to income, assets, expenses, and household composition.
  • Proactively schedule and coordinate resident appointments, sending out timely notification letters and reminders to ensure maximum participation and compliance.
  • Meticulously calculate household income and rent based on verified information, utilizing specific program guidelines (e.g., LIHTC, Section 8, HUD 202/811, HOME) to ensure accuracy.
  • Prepare and maintain immaculate resident files, ensuring each file is complete, organized, and audit-ready at all times, with all necessary forms signed and all calculations documented.
  • Perform all third-party and enterprise income verifications (EIV) in strict accordance with program requirements and privacy regulations to substantiate resident-reported information.
  • Serve as the primary point of contact for residents regarding all recertification-related questions, providing clear, patient, and accurate information about the process and their obligations.
  • Diligently track the status of all recertifications in property management software (like Yardi or OneSite) and internal tracking spreadsheets to monitor progress and identify potential delays.
  • Review and process reasonable accommodation requests, working in conjunction with property management and legal counsel to ensure compliance with Fair Housing laws.
  • Identify and report any discrepancies or potential fraud in resident-reported information to the Compliance Manager or Property Manager for further investigation.
  • Prepare and submit accurate and timely monthly housing assistance payment (HAP) vouchers and special claims to the relevant housing authorities or contract administrators.
  • Assist in preparing for and participating in internal and external audits from agencies such as state housing finance agencies, HUD, and private investors.
  • Maintain a deep and current knowledge of all applicable local, state, and federal housing regulations, attending regular training and seeking out updates to ensure ongoing expertise.
  • Process resident move-ins and move-outs, ensuring all compliance-related paperwork is completed accurately and filed appropriately.
  • Collaborate closely with the Property Manager to address any tenant-related issues that arise during the recertification process, fostering a positive and supportive resident relationship.
  • Generate and review critical compliance reports, such as the Tenant Income Certification (TIC), to ensure data integrity and accuracy before submission.
  • Ensure all resident interactions and file documentation strictly adhere to the Fair Housing Act and other applicable civil rights legislation.
  • Manage the waitlist for the property, ensuring applicants are processed in the correct order and their eligibility is determined in a timely and compliant manner.
  • Process requests for interim recertifications due to changes in household income or composition, ensuring adjustments are made promptly and accurately.
  • Provide administrative support to the property management office, including data entry, filing, and responding to general inquiries, as it relates to compliance functions.

Secondary Functions

  • Support property management and compliance departments with ad-hoc reporting and data analysis related to resident demographics and program compliance.
  • Contribute to the continuous improvement of internal compliance procedures, resident communication templates, and file management protocols.
  • Collaborate with property managers and maintenance staff to ensure unit inspections are coordinated and any identified issues are documented and resolved.
  • Participate in regular team meetings, compliance training sessions, and internal pre-audits to maintain up-to-date knowledge and share best practices.

Required Skills & Competencies

Hard Skills (Technical)

  • Affordable Housing Program Expertise: Deep knowledge of LIHTC (Section 42), HUD Project-Based Section 8, HOME, and/or other local and state housing programs.
  • Property Management Software: Proficiency in industry-standard software such as Yardi Voyager, RealPage OneSite, or BostonPost.
  • Income & Rent Calculation: Advanced ability to accurately calculate income, assets, and rent in accordance with complex government regulations.
  • EIV & TRACS Systems: Experience using the Enterprise Income Verification (EIV) system and Tenant Rental Assistance Certification System (TRACS).
  • MS Office Suite: Strong proficiency in Microsoft Word for correspondence, Excel for tracking and calculations, and Outlook for communication.
  • Compliance Auditing: Understanding of the process for preparing for and participating in Management and Occupancy Reviews (MOR), state agency audits, and investor file reviews.
  • Fair Housing Laws: Thorough understanding of the Fair Housing Act, Section 504, and the Americans with Disabilities Act (ADA).
  • File Management: Exceptional skills in maintaining meticulous, audit-proof physical and digital resident files.
  • Data Entry & Accuracy: High level of speed and accuracy in data entry to ensure information integrity in property management systems.
  • Waitlist Management: Knowledge of compliant waitlist administration, including opening, closing, and processing applicants.

Soft Skills

  • Attention to Detail: An exceptional eye for detail is non-negotiable for ensuring accuracy in calculations and completeness of files.
  • Interpersonal & Communication Skills: Ability to communicate complex information clearly and patiently to a diverse resident population, both verbally and in writing.
  • Empathy & Customer Service: A genuine desire to help people, demonstrating patience and compassion when dealing with sensitive resident situations.
  • Problem-Solving: The ability to identify issues, analyze complex regulations, and determine a compliant course of action.
  • Organizational & Time Management: Superb ability to manage multiple deadlines, prioritize tasks, and maintain organization in a fast-paced environment.
  • Discretion & Confidentiality: Absolute integrity and the ability to handle confidential resident information with the utmost discretion.
  • Resilience & Composure: The capacity to remain calm and professional when faced with challenging resident interactions or tight deadlines.

Education & Experience

Educational Background

Minimum Education:

  • High School Diploma or GED.

Preferred Education:

  • Associate's or Bachelor's Degree.
  • Industry-specific certifications such as Certified Occupancy Specialist (COS), Tax Credit Specialist (TCS), or Specialist in Housing Credit Management (SHCM).

Relevant Fields of Study:

  • Business Administration
  • Public Administration
  • Social Work
  • Real Estate

Experience Requirements

Typical Experience Range:

  • 2-5 years of direct experience in an affordable housing compliance or property management role.

Preferred:

  • Direct, hands-on experience in processing initial certifications and annual recertifications for LIHTC and/or HUD Section 8 properties is highly preferred. A proven track record of successfully passing compliance audits is a significant advantage.
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