Business Operations Specialist

The Senior HCV Finance Specialist serves as the lead financial operations specialist for the Housing Choice Voucher (HCV) Program and is responsible for overseeing the day-to-day administration, monitoring, reconciliation, and reporting of HCV financial activities. This position provides technical leadership and operational oversight for Housing Assistance Payment (HAP) transactions, program funding utilization, landlord payments, receivables, portability billing, debt recovery, escrow accounts, financial reporting, and compliance monitoring. This Senior HCV Finance Specialist acts as the primary liaison between the HCV Department and Central Finance to ensure financial activities are accurately recorded, reconciled, monitored, and reported in accordance with HUD regulations, and Indianapolis Housing Agency (IHA) policies and procedures. This position is expected to identify financial risks, recommend corrective actions, develop operational procedures, monitor program expenditures, and assist leadership with financial planning and decision-making to support the long-term sustainability of the HCV Program. ESSENTIAL DUTIES AND RESPONSIBILITIES: HCV Financial Oversight and Monitoring Serves as the lead coordinator for all HCV financial operations. Reviews financial transactions for accuracy, completeness, and compliance. Monitors HCV expenditures and funding utilization to ensure efficient use of program resources. Assists leadership with budget development, forecasting, and financial planning activities. Conducts periodic reviews of HCV financial activities to identify discrepancies, trends, and potential compliance concerns. Develops recommendations for process improvements and internal controls. Housing Assistance Payment (HAP) Financial Management Oversees monthly HAP payment processing activities. Reviews HAP registers for accuracy prior to payment issuance. Coordinates with Central Finance regarding payment processing, funding transfers, and reconciliation activities. Monitors HAP expenses against available HUD funding. Reviews payment exceptions, duplicate payments, overpayments, and underpayments. Assists with the resolution of landlord payment disputes and payment related inquiries. Supports HAP recoupment and recovery efforts resulting from reconciliation findings. Financial Reconciliation and Quality Control Oversee monthly reconciliation of HAP, administrative fee, and special program accounts. Reviews bank reconciliations completed by staff. Conducts quality control reviews of financial transactions and supporting documentation. Researches and resolves financial discrepancies. Ensures accurate reconciliation between Yardi, HUD systems, bank records, and accounting records. Maintains audit-ready documentation supporting all reconciliation activities. HUD Financial Reporting and Compliance Assists with preparation and review of HUD-required financial submissions. Supports VMS reporting activities and validation of reported data. Assists with PIC and 50058 financial-related reporting requirements. Supports year-end financial reporting and audit preparation. Ensures compliance with HUD regulations, notices, and financial reporting requirements. Monitors implementation of HOTMA-related financial requirements as applicable. Portability Financial Administration Oversees portability billing and collections activities. Reviews incoming and outgoing portability invoices for accuracy. Tracks accounts receivables and accounts payables related to portability. Coordinates collection efforts on outstanding receivables. Monitors aging reports and recommends corrective actions. Ensures portability transactions are properly recorded and reconciled. Debt Recovery and Repayment Administration Oversees participant and landlord debt recovery activities. Reviews repayment agreements for compliance and accuracy. Monitors repayment schedules and collection efforts. Tracks outstanding debts and prepares collection reports. Coordinates with Housing Specialists regarding participant repayment obligations. Recommends write-offs and collection actions when appropriate. Escrow and Special Account Administration Oversees Family Self-Sufficiency (FSS) escrow account administration. Reviews escrow calculations and disbursements. Ensures escrow balances are accurately maintained and reconciled. Monitors other restricted and special purpose accounts. Maintains supporting documentation and audit records. Financial Reporting and Data Analysis Develops recurring financial reports for HCV leadership. Prepares monthly utilization and leasing reports. Analyzes trends affecting program utilization and expenditures. Provides financial projections and forecasting support. Assists with shortfall prevention and funding management strategies. Produces management reports and dashboards as requested. Internal Controls and Risk Management Assists with development and implementation of internal controls. Identifies operational and financial risks. Conducts periodic compliance reviews of financial processes. Recommends corrective actions to mitigate identified risks. Supports fraud prevention and financial integrity initiatives. Reports suspected fraud, abuse, or misuse of funds. Staff Support and Technical Leadership Provides technical guidance and training to HCV Finance Specialists and Finance Administrative Assistants. Assists with onboarding and cross-training of staff. Serves as a subject matter expert on HCV financial processes. Develops desk procedures and standard operating procedures. Coordinates workflow assignments to ensure continuity of operations. Serves as backup for critical HCV financial functions. SUPERVISORY RESPONSIBILITIES: Education: Associate Degree in Accounting, Business Administration, or a related field from an accredited institution. Experience: 3-5 years of progressively responsible experience in accounting or finance; experience within a Public Housing Agency (PHA) is highly preferred. Technical Knowledge: *Strong understanding of Generally Accepted Accounting Principles (GAAP) and basic bookkeeping. Proficient knowledge of HUD regulations pertaining to Section 8/HCV program financial management. Advanced proficiency in MS Excel (pivots, formulas) and MS Word. SKILLS & REASONING Analytical Reasoning: Ability to evaluate research methods and exercise judgment in resolving complex financial discrepancies. Interpersonal Skills: Ability to utilize tact and diplomacy when negotiating repayment agreements or discussing debts with participants. Detail Orientation: High level of accuracy in data entry and financial record-keeping to prevent audit findings. #J-18808-Ljbffr