Housing Financial Specialist Position Copyrighted
November 19, 2018
City of Dubuque Consent Items # 25.
ITEM TITLE: Housing Financial Specialist Position
SUMMARY: City Manager recommending approval to upgrade the
vacant Community Development Block Grant (CDBG)
Secretary position to a Housing Financial Specialist position
and that the position be upgraded from GE-25 to GE-28 to
accurately reflect the job duties assigned to the position.
SUGGESTED DISPOSITION: Suggested Disposition: Receive and File; Approve
ATTACHMENTS:
Description Type
CDBG Secretary Upgrade to Housing Financial City Manager Memo
Specialist-NNM Memo
Staff Memo Staff Memo
Housing Financial Specialist Job Description Supporting Documentation
THE CITY OF Dubuque
�
AIFA�erlwGh
UB E '�� III►
Masterpiece on the Mississippi Z°°'�w'2
7A13 2017
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Vacant Community Development Block Grant (CDBG) Secretary, Upgrade
Position to Housing Financial Specialist
DATE: October 8, 2018
The Housing & Community Department CDBG Secretary position became vacant on
September 10�h, 2018. The job duties needing to be pertormed by this position were
reviewed and found to be outside of the required job duties of a CDBG Secretary.
Housing & Community Development Department Director Alexis Steger recommends
City Council approval to upgrade the vacant CDBG Secretary position to a Housing
Financial Specialist position and that the position be upgraded from GE-25 to GE-28 to
accurately reflect the job duties assigned to the position.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
�� � ���
Mic ael C. Van Milligen� � �
MCVM:jh
Attachment
cc: Crenna Brumwell, City Attorney
Teri Goodmann, Assistant City Manager
Cori Burbach, Assistant City Manager
Alexis Steger, Housing & Community Development Director
Jennifer Larson, Budget Director
Randy Peck, Personnel Manager
THE CTTY OF DUbuc]Ue
DUB E ��
� � � �.
Masterpiece on the Mississippi Zoo,•Za,2•Za„
TO: Michael C. Van Milligen, City Manager
FROM: Alexis Steger, Housing & Community Development Director
DATE: November 14t", 2018
RE: Vacant Community Development Block Grant (CDBG) Secretary, Upgrade
Position to Housing Financial Specialist
Background
The Housing & Community Development Department CDBG Secretary position became
vacant on September 10t", 2018. The job duties needing to be performed by this
position were reviewed and found to be outside of the required job duties of a CDBG
Secretary.
The position to be filled requires extensive knowledge of loans, and howto maintain a
loan system. They will be responsible for running the First-Time Homebuyer program,
which includes preparing, executing and maintaining the loans for this program. They
will be required to complete income verifications, update homeowner insurance
documentation for the entire department loan portFolio, and do intake work with
residents. This position also follows residents through the entire homeowner
rehabilitation process and completes any necessary adjustments to files, liens, loans, or
homeowner change in status as projects progress and close. They must monitor
compliance with general federal regulations, program regulations and federal banking
industry regulations. The work related to this position requires an extensive financial
and regulatory background in experience and education or a combination of both.
The Secretary position at the City of Dubuque requires varied clerical work, and
examples of work include "Accurately develops memorandums, correspondence,
reports and documents from rough drafts; composes correspondence in accordance
with standard policies and general instructions; performs billing and payroll
functions; drafts newsletter articles and news releases;". Acceptable experience and
training are, "Considerable clerical experience and possession of a high school
diploma". This position is a GE-25 on the wage plan, earning a salary of $36,254 -
$47,424 per year.
The Housing Financial Specialist position at the City of Dubuque completes the job
duties that will be required of the vacant position. Working with program participants,
verifying income, managing loans, and having knowledge of federal regulations that
must be followed are key components of this position. The position involves the
responsibility for specific projects, programs and policy and are responsible for grant
finance management and loan agreement compliance by external organizations.
Examples of work include, "prepares and executes First-Time Homebuyer loans;
monitors compliance with Community Development Block Grant regulations as it relates
to Rehabilitation and Homebuyer Programs; monitors loans and prepares necessary
reports; confers, communicates and coordinates with other agencies; prepares and
publishes required notices; assures compliance with Affirmative Action requirements".
The experience and training for a housing financial specialist includes, "Some
community development and program experience and graduation from an accredited
two-year college or university with major course work in finance and public
administration or related field". This position is classified as a GE-28 on the non-
bargaining employee wage plan, earning $42,536 - $55,660 per year.
After review of the two positions, the candidates that will succeed in this position have
the knowledge and experience as expected of a housing financial specialist, and are
expected to complete the extensive work as outlined in that job description.
Personnel Manager Randy Peck evaluated the vacant CDBG Secretary position and
agrees the job duties are those of the Housing Financial Specialist.
Budget
Once the position was evaluated for duties that are performed, Budget Director Jenny
Larson asked that Community Development Specialist, Erica Haugen, review CDBG
administrative caps and capacity to fund a GE-28 position instead of a GE-25. The
savings from the twelve week anticipated vacancy is $9,312. The increase from a GE-
25 to a GE-28 amounts to an additional $7,072 per year. The vacancy savings provides
the budget for the increase in FY 2019. Erica Haugen agreed that the administrative cap
for CDBG would not be hindered based on this.
Recommendation
I respectfully recommend the vacant CDBG Secretary position (GE-25) in the Housing &
Community Development Department be upgraded to a Housing Financial Specialist
(GE-28) to accurately reflect the job duties assigned to the position. I also recommend
this position be posted internally as soon as possible to maintain the continuity of CDBG
programming.
Cc: Randy Peck, Personnel Manager
Jenny Larson, Budget Director
2
HOUSING FINANCIAL SPECIALIST
GENERAL STATEMENT OF DUTIES:. Under general supervision performs responsible technical and
administrative work in grants, general financial reporting and loan management; performs related work as
required.
DISTINGUISHING FEATURES OF THE CLASS:. The work in this class involves the responsibility for specific
projects and the administration and interpretation of specific programs policies and regulations. Employees in
this class are responsible for monitoring grant and loan agreement compliance by external organizations,
determining program eligibility, obtaining income verifications, calculating benefits and
maintaining records of applicants. Although the work is performed in accordance with established policies
and standards, employees in this class must exercise individual initiative and independent judgment and
discretion. The Rehabilitation Supervisor provides general supervision and reviews work through reports,
conferences and results achieved.
EXAMPLES OF WORK(1LLUSTRATIVE ONLY1:
ESSENTIAL:. Assists with the administration of the Community Development Block Grant (CDBG) program and
compliance with Housing and Urban Development (HUD) regulations; explains housing programs and
regulations; obtains information to update applicant and participant files by seeking third party verifications;
orders and monitors inspections of rehabilitation units; maintains applicant list files; prepares benefit changes by
calculating changes in income, assets, deductible expenses, utility allowances and rent increases; prepares legal
leases and contracts; maintains financial reports; inputs data into the computer system; communicates and
informs the supervisor of prospective problems; makes referrals as necessary to other community agencies;
establishes and maintains effective working relationships for coordination, consultation, and referral with
community resources including human service agencies, educational institutions, community organizations,
individuals and members of the Family Self-Sufficiency Task Force; prepares and executes First-Time
Homebuyer loans; monitors compliance with Community Development Block Grant regulations as it relates to
Rehabilitation and Homebuyer Programs; monitors loans and prepares necessary reports; confers,
communicates and coordinates with other agencies; prepares and publishes required notices; assures
compliance with Affirmative Action requirements; prepares department purchase orders; assists in the
preparation of the annual department budget and the annual city audit; prepares written correspondence;
collects information, evaluates the effectiveness of programs and projects and recommends changes.
KNOWLEDGE SKILLS AND ABILITIES:
ESSENTIAL:. Knowledge of the rules, procedures and operations of the Federal Community Development Block
Grant program; considerable knowledge of bookkeeping and accounting principles and practices; considerable
knowledge of the methods and practices of loan underwriting and analysis; ability to read and understand
contracts leases and other legal instruments; ability to perform a wide variety of interrelated procedural
assignments and to resolve a wide range of problems; ability to establish and maintain an accurate, complete
and usable records management system; ability to handle a variety of tasks without close supervision; ability to
understand and follow oral and written instructions and directions; ability to read and understand financial reports
prepared for both non-profit and for profit entities; ability to make decisions, recognizing established practices
and use resourcefulness and tact in solving problems; ability to plan and organize work for the accomplishment
of objectives; ability to prepare clear, concise and accurate reports; ability to establish and maintain effective
working relationships with employees, city, state and federal officials, representatives of other agencies,
commission members and the general public; skill in the use of spreadsheet, word processing and data base
software; skill in the use of the Integrated Disbursement and Information System (IDIS); demonstrated ability to
follow a management philosophy that is input oriented and values problem solving and the development of
partnerships; demonstrated ability to work effectively as a member of a team; desire to be part of an organization
that values service, people, integrity, responsibility, innovation and teamwork.
ACCEPTABLE EXPERIENCE AND TRAINING:. Some community development and program experience and
graduation from an accredited two-year college or university with major course work in finance and public
administration or related field; or any equivalent combination of education and experience which provides the
essential knowledge, skills and abilities.
Revised 11/14/18