DOLA Rental Assistance Program (RAP) Specialist - Administrator III

State of Colorado; Denver (CO); Hybrid; USD 70,000 - 90,000; Full time

Benefits offered by this job

Medical and Dental Plans

RETIREMENT Plans (PERA)

RTD Eco Pass

Hybrid work options

Training opportunities

Discount program benefits

Job summary

The Colorado Department of Local Affairs (DOLA) seeks an Administrator III to oversee rental assistance programs across the state. You will manage a portfolio of contractors, apply federal/state regulations, and ensure timely, accurate housing payments while maintaining compliance and fair housing standards.

Strong analytical, communication, and training capabilities are required, along with experience in data management and Excel.

Qualifications

• Six years of experience administering a state or federal rental assistance program with vouchers and compliance.
• Combination of related education and experience to equal six years.

Responsibilities

• Program management, technical assistance, and regulatory compliance for Rental Assistance Programs.
• Monitor and enforce program rules; provide training and guidance to contractors.
• Oversee onboarding, training materials, and monthly webinars for contractor staff.
• Special projects and program administration support as needed.

Skills

Strong analytical skills

Strong organizational skills

Ability to work across teams

Strong attention to detail

Verbal and written communication

Multi-tasking and prioritization

Problem-solving skills

Business writing

Data analysis of business/administrive

Excel/Google Sheets skills

Plain-language accessibility writing

Education

Related education in human services, psychology, sociology, social work, public administration, business management, real estate

Tools

Emphasys Elite

CORE

CBMS

FSR

DOL system

Job description

Who can Apply

This opportunity is only open to residents of the State of Colorado.

About the Colorado Department of Local Affairs

The Department of Local Affairs (DOLA) serves as the primary interface between the State and local communities. The Department provides financial support to local communities and professional and technical services (including training and technical assistance) to community leaders in the areas of governance, housing, and property tax administration. While all state governments provide such services through various Departmental structures, Colorado’s approach is unique in that these local community services are gathered into one Department of “Local Affairs,” which has a central focus on strengthening Colorado communities and enhancing livability.

Vision

The Department of Local Affairs is responsible for strengthening Colorado's local communities through: accessible, affordable, and secure housing; implementing property tax law; capacity building; strategic training, research, and technical assistance; and funding to localities.

Mission

Our mission is to help strengthen Colorado’s communities.

Why work for the Colorado Department of Local Affairs?

The work we do matters greatly. It matters to us and it matters to the citizens of the great state of Colorado. We love our communities and are passionate about supporting our communities. We value the diversity that Colorado offers. If your goal is to build a career that makes a difference in communities across the State, consider joining the dedicated people of the Department of Local Affairs.

In addition, we offer a great location and great benefits, which include:

• Medical and Dental Plans
• Strong, secure, yet flexible Retirement Plans including PERA Defined Benefit Plan or PERA Defined Contribution Plan plus pre-tax and ROTH 401K, and 457 plans
• Employee Wellness Programs
• Paid Life Insurance
• 11 paid Holidays per year plus Vacation and Sick Leave
• Short and Long-Term Disability Coverage
• RTD Eco Pass to all eligible State Employees
• Flexible work schedule options and hybrid work options
• Some positions may qualify for the Public Service Loan Forgiveness Program
• Training opportunities
• Variety of Free discounts on services and products available through the State of Colorado's Work-Life Employment Discount Program

Class Code & Classification Description

H1B3XX Administrator III

MINIMUM QUALIFICATIONS

Experience Only:

• Six (6) years of experience administering a state of federal rental assistance program that includes issuing vouchers and ensuring program compliance. Program administration includes managing applications, caseload management, determining eligibility, understanding and application of program regulations.

OR

Education and Experience:

A combination of related education in human services, psychology, sociology, social work, public administration, business management, real estate or a closely related field (as determined by the agency) AND experience described above to equal six years.

Ensure that the 'Work Experience' section of the application is complete and contains all relevant work experience related to the position that you are applying for.

Applicants must upload their unofficial college transcripts that include the student name, college name, courses completed and/or degree with date conferred with this application, in order to receive credit.

Under the Job Application Fairness Act (SB 23-058), applicants may redact information from certifications and transcripts that identify their age, date of birth or dates of attendance from an educational institution.

Required Competencies:

• Ability to create accessible documents and technical content that follows plain language guidelines with accessibility in mind.
• Strong analytical skills
• Strong organizational skills
• Ability to work across teams
• Strong attention to detail
• Effective verbal and written communication skills.
• Ability to multi-task, prioritize assignments, and organize work to accommodate shifting deadlines
• Effective problem-solving skills
• Experience in business writing
• Experience process and analyzing moderate volumes of business or administrative data;
• Proficiency in Microsoft Excel or Google Sheets (including lookups, matching, conditional formulas, pivot tables and similar functionality)
• Ability to create accessible documents and technical content that follows plain language guidelines with accessibility in mind.

Preferred Qualifications :

• State of Colorado government work experience providing technical assistance or training
• Knowledge of and experience working with Emphasys Elite or similar PHA software
• Experience navigating and utilizing Colorado state database systems, including CORE, CBMS, FSR, and DOL.
• Experience working closely with diverse communities, particularly individuals with disabilities and those navigating housing instability.
• Experience interpreting complex regulations and advising stakeholders on policy compliance.
• Professional work experience in affordable housing program administration
• Experience conducting HQS or NSPIRE inspections
• Ability to present and provide technical assistance and training to a large group of people

Conditions of Employment

• You MUST be a Colorado resident (at the time of application) to apply for this position.
• Pre-employment criminal and financial background checks will be conducted as part of the selection process.
• Applicants must be legally eligible to work in the United States to be appointed to this position. DOLA uses e-Verify, an Internet-based system, to confirm the eligibility of all newly hired employees to work in the United States. DOLA does not sponsor non-residents of the United States.
• MUST have a valid, unrestricted Colorado drivers license with a safe driving record. A safe driving record requires the following:
  • No convictions within the last seven (7) years for Reckless driving; Vehicular manslaughter; Driving under the influence (DUI); Two (2) or more driving while ability impaired (DWAI) convictions; One (1) conviction related to bodily injury or death to another person as described in C.R.S. 42-4-239. Eluding the police; or Street racing.
  • No convictions within the last five (5) years for: Three (3) or more careless driving convictions; or Speeding 20 mph over the speed limit. Two (2) convictions related to distracted driving or use of a mobile electronic device as described in C.R.S. 42-4-239.
  • No convictions within the last three (3) years for: Three (3) or more moving violations with a total of more than seven (7) points assessed on the license; or Suspension or revocation of driver license (unless for unpaid child support or other suspension not related to a moving violation).
  • No requirement of a breath monitoring device, also known as Interlock, to operate a motor vehicle.

Only complete applications submitted by the closing date for this announcement will be given consideration. Failure to submit properly completed documents by the closing date of this announcement will result in your application being rejected.

Applicants may submit a resume, cover letter/letter of interest detailing how their experience and background address the stated minimum and preferred qualifications/competencies of the job and attach to the online application. Applications left blank or marked “See Resume” will not be accepted. Please address every requirement for the position with your experience in your application.

The application may include the following documents that MUST be uploaded at the time of application:

• A resume (this is not a substitute for the online application demonstrating work history)
• Cover letter / letter of interest
• Transcripts (if using education to meet the minimum qualifications)
• DD214 (member-4 form) from applicants that may be eligible for veteran’s preference

Comparative Analysis

Current and former employees (transfers, voluntary demotions, and reinstatements) are required to participate in the comparative analysis process through this job posting.

Applications will be reviewed to determine if you meet the Minimum Qualifications (MQs) for the position. Applicants that meet MQ’s will be included in the Comparative Analysis process. Colorado Revised Statutes require that state employees are hired and promoted through a comparative analysis which may include, but is not limited to, a suitability screening, training and experience review, eSkills Assessment, oral assessment, written performance assessment or it may include a review of your application and your responses to any supplemental questions by a Subject Matter Expert (SME) to assess and rank applicants.

Be sure your application specifically addresses the requirements as listed in the minimum qualifications. Address your specialized experience, work products, and accomplishments as they relate to the position duties, required competencies and preferred qualifications in order to establish an eligible list for referral to the hiring manager for final consideration.

Colorado for All

The State of Colorado strives to create a Colorado for All by building and maintaining workplaces that value and respect all Coloradans through a commitment to equal opportunity and hiring based on merit and fitness. The State is resolute in non-discriminatory practices in everything we do, including hiring, employment, and advancement opportunities.

DOLA is committed to the full inclusion of all qualified individuals. As part of this commitment, our agency will assist individuals who have a disability with any reasonable accommodation requests related to employment, including completing the application process, interviewing, completing any pre-employment testing, participating in the employee selection process, and/or to perform essential job functions where the requested accommodation does not impose an undue hardship. If you have a disability and require a reasonable accommodation to ensure you have a positive experience applying or interviewing for this position, please direct your inquiries to Melissa Bellew, DOLA ADA Coordinator at [e-mail].

Email Address

All correspondence regarding your status in the selection/examination process will be conducted via email. Include a working email address on your application; one that is checked often as time sensitive correspondence such as exam information or notification will take place via email. Please set up your e‑mail to accept messages from "state.co.us" and "[e-mail]" addresses. It is your responsibility to ensure that your email will accept these notices and/or review your junk mail and spam filtered email.

Biweekly Pay

As of July 1, 2023, all DOLA new hires, including transfers of current state employees and reinstatements of former state employees, will be placed on the biweekly pay schedule. This means you will be paid every other Friday for a total of 26 pay periods over the course of a year. Biweekly pay is also lag pay, meaning you will be paid two weeks after the end of each pay period. Please click here for more information about the move to biweekly payroll.

Technical Assistance

If you experience technical difficulty with the NEOGOV system (e.g. uploading or attaching documents to your online application) please contact NEOGOV technical support at 855-524-5627 Mon-Fri between 6 am and 6 pm (Pacific Time). Helpful hints: if you are having difficulty uploading or attaching documents to your application first, ensure your documents are PDF or Microsoft Word files, and second, close the document before you attempt to upload (attach) it.

Appeal Rights

An applicant who has been removed from an employment list or removed from consideration during the selection process may request a review by the State Personnel Director. As an applicant directly affected by the results of the selection or comparative analysis process, you may file a written appeal with the State Personnel Director.

Review of the completed, signed and submitted appeal will be timely on the basis of written material submitted by you, using the official appeal form signed by you or your representative. This form must be completed and delivered to the State Personnel Board by email at [e-mail] within ten (10) calendar days from your receipt of notice or acknowledgment of the Department’s action. For further information on the Board Rules, you can refer to 4 Colorado Code of Regulations (CCR) 801-1, State Personnel Board Rules and Personnel Director's Administrative Procedures, Chapter 8, Resolution of Appeals and Disputes, at spb.colorado.gov/board-rules.

For questions related to this job posting, please reach out to Danielle Milone via email at [e-mail].

The primary duties and responsibilities of this position include, but are not limited to:

• Program Management, Technical Assistance, and Regulatory Compliance
  • Manages a caseload of approximately 8-12 Colorado Division of Housing (DOH) contractors who are responsible for the administration of approximately 800 - 1,000 voucher participants across the State. Provides first-line programmatic support, technical guidance, and state level oversight of assigned DOH contractors, private sector landlords, and program participants by applying federal, state, and agency program regulations, including 24 CFR 982, to ensure accurate housing assistance payments are made and that DOH Rental Assistance Programs are being correctly and uniformly administered. Maintains an understanding of the programmatic nuances of administering multiple programs with different regulations and funding sources.
  • Identifies and corrects programmatic errors through in-depth review of case file paperwork and data entry submitted by DOH contractors for each payment action processed in the Emphasys Elite database. Tracks voucher turnover and waiting list status for DOH contractors and ensures all available vouchers are issued to maximize budget utilization. Completes all reasonable accommodation approvals or denials within a firm deadline to avoid a fair housing violation. Facilitates and mediates the resolution of landlord/tenant disputes and evictions when necessary to assist participants in maintaining housing assistance. Reviews and completes contractor requests for participant terminations.
  • Utilizes the CORE accounting system to ensure accurate program data information is maintained and payments to landlords and DOH contractors are received timely. Uses problem solving based in experience to answer complex questions/inquiries regarding program processes and regulations from DOH contractors, landlords, and participants receiving rental assistance.
• Monitoring, Enforcement, and Training
  • Ensures DOH contractors are administering the Rental Assistance Programs in accordance with federal, state, and agency regulations through daily, monthly, and annual program monitoring. Meets weekly with contractors to advise and counsel to solve compliance irregularities and to address specific concerns related to portfolio. Conducts annual on-site monitoring of program administration at each contractor agency in the assigned portfolio. Enforces program regulations by conducting reviews of participant files to assess local service provider compliance. Completes annual file audits of 5% of all portfolio participants to determine eligibility, income and rent calculation, and required forms are being completed correctly and following program requirements.
  • Analyzes contractor agency performance levels, identifies programmatic and quality assurance concerns, and tailors a multi-tiered training plan specific to the needs of the contractor agency to bring them into compliance. Determines if it is necessary to issue warnings of contract violations and program compliance to the agency Executive Director and suggest termination of contracts as appropriate. Independently determines and implements appropriate corrective action or measures to ensure compliance.
  • Executes DOH's onboarding process with all new contractor agency staff in portfolio. Develops, prepares, and presents training material to contractor agency staff. Designs and presents at least one monthly DOH webinar covering a general topic of interest.
• Special Program Administration
  • Serves as a specialized resource and programmatic champion for an assigned special project or program. Collaborates with department staff, contractor agencies, and external stakeholders to independently coordinate, evaluate, and execute key agency priorities on a rotational or as-needed basis.
• Specific assignments are managed on a rotational or as-needed basis and could encompass one or more of the following core areas:
  • Voucher Program Subject Matter Expertise: Serves as the unit's Subject Matter Expert (SME) for State Housing Voucher (SHV) and/or Permanent Supportive Housing (PSH) programs to ensure compliance and technical accuracy across voucher portfolios
  • Elite Reasonable Accommodation Process Oversight: Oversees, tracks, and manages the end-to-end processing of reasonable accommodation requests within the Elite system to maintain strict fair housing compliance.
  • Specialized Housing Programs: Coordinates the day-to-day administration and compliance of specialized programs, including the Family Self-Sufficiency (FSS) program, Project-Based Vouchers (PBVs), and the Homeownership Program.
  • Landlord Engagement and Portal Management: Handles landlord recruitment and retention strategies, manages and reconciles the DOH Landlord Portal and associated websites, coordinates the publication of the DOH Landlord Newsletter, and designs/presents landlord-specific educational webinars.
  • Data Integrity, Compliance, and Systems Training: Reviews data specific assignments are managed on a rotational or as-needed basis and could encompass one or more of the following core areas: a quality tracking for Elite, PIC, and SEMAP metrics, leads database clean-up projects, and provides training on the Emphasys-Elite system.
  • Programmatic Financial Integrity: Audits financial processes, tracks fraud prevention, and oversees repayment agreements and zeroHAP terminations.
  • Training Coordination: Acts as the regional Training Coordinator by building, scheduling, and delivering monthly technical webinars and training courses for contractor agency staff.
  • Agency Stabilization and Rapid Response ("Special Team"): Deploys as part of an internal "special team" to provide temporary, direct voucher administration and backup coverage to partner agencies facing staffing shortage, compliance issues, or contract termination.