Billing Specialist, Rental Assistance

Summary: The Billing Specialist is responsible for all facets of data management, data processing and reporting to HUD, EOHLC and SMOC Administration and management of the payment process for the Section 8 Housing Choice Voucher Program (HCVP), Project Based Voucher Program (PBV), Massachusetts Rental Voucher Program (MRVP), Family Self Sufficiency (FSS) Program, Homebase, Residential Assistance For Families in Transition (RAFT) and Portability. 

Why Work for SMOC?

• Paid Time Off: All full-time employees can accrue up to 3 weeks of vacation, and 2 weeks of sick time and are eligible for 12 paid holidays during their first year of employment.
• Employer-paid Life Insurance & AD&D and Long-Term Disability for full-time employees.
• Comprehensive Benefits Package including Medical Plans through Mass General Brigham with an HRA Employer cost-sharing program, Dental Plans with Orthodontic Coverage, and EyeMed Vision Insurance available to full-time employees.
• 403(B) Retirement Plan with a company match starting on day one for all full-time and part-time employees.
• Additional voluntary benefits including; Term and Whole Life Insurance, Accident Insurance, Critical Illness, Hospital indemnity, and Short-Term Disability.
• Flexible Spending Accounts, Dependent Care Accounts, Employee Assistance Program, Tuition Reimbursement and more.

Primary Responsibilities:

• Implement, develop and maintain information operations and reporting systems and any other associated database directories.
• Provide support to other departments and personnel in managing payment processes.
• Consult and advise senior management in analysis of data, record keeping and reporting requirements to determine the most efficient and effective data management systems that meet the agency’s priorities.
• Troubleshoot, along with Yardi staff, to develop processes and protocol in data management.
• Attend all relevant Yardi sponsored training, on-site or web-based, and facilitate the distribution of information and materials to appropriate staff within the agency.
• Attend and participate in meetings with funders such as EOHLC or HUD as required.
• Process check runs for the Rental Assistance Federal and State Programs and Family Emergency Services Programs as scheduled throughout the month every month.
• Save ACH Ledger statements to send to owners in a timely manner after processing each check run for RAP.
• Receive and review signed Lease and HAP Contracts in order to execute and release for payment to the new unit’s owner/property. Including processing of payment to previous unit owner/property as applicable.
• Maintain and process records for Tenant Accounts Receivable (TAR). This is applicable to owners who return funds due to overpayments and also tenants who are required to enter into a repayment agreement.
• Review subsidy discrepancy reports and respond to properties with results as applicable.
• Billing and maintaining correspondence with public housing authorities in relation to portable federal vouchers.
• Possess a strong command of the Yardi software with Superuser access to be able to correct staff errors in Yardi as it relates to payments/adjustments.
• Process monthly reconciliation report and provide to finance department staff who will review and approve/correct.
• Process reports for Division Director, including meeting with Division Analyst.
• Attend and participate in RAP meetings as requested.
• Maintain confidentiality of client, employee and agency information in accordance with federal and state laws and funder requirements.
• Ensure compliance with program/department, agency and/or funder requirements, as well as SMOC policies and procedures.
• Perform any other duties as assigned by Program Director, RAP and Division Director.

Knowledge and Skill Requirements:

• Bachelor’s Degree preferred.
• Experience in accounting, data analysis, data management preferred.
• Knowledge of Excel, Windows, Word, and Outlook required.
• Ability to work independently.
• Strong attention to detail.
• Ability to work within defined deadlines.

Organizational Relationship: 

• Reports directly to Program Director, RAP and Division Director.
• Indirect reports of this position are Program Representatives, Admin Support, and Division Analyst.

Physical Requirement: 

• Ability to lift 25lbs.
• Ability to walk up and down stairs.

Working Conditions: As part of the responsibilities of this position, the Billing Specialist will have direct or incidental contact with owners. A successful background check is required.

Hybrid Work Option: Hybrid work is permissible in some positions at SMOC depending on the key functions and responsibilities. The Billing Specialist position is eligible to work from home 0-40% of the week in scheduling coordination with the department manager.