Compliance Account Manager

Compliance Account Manager
HAP Payment Posting, Reconciliation & Ledger Corrections
 The Compliance Account Manager is responsible for all Housing Assistance Payment (HAP) posting, reconciliation and resident ledger corrections across Pratum's entire portfolio of HUD-subsidized properties in eight states. This is the single point of ownership for subsidy receivables company-wide: making sure every HAP dollar is posted accurately and on time, that subsidy and tenant ledgers match approved certifications and HUD vouchers, and that every discrepancy is researched and resolved. The Compliance Account Manager is the bridge between Compliance, Property Accounting, Regional Management and site teams on everything related to HAP. (Please Note: This position will be based in our Corporate Headquarters in Gaithersburg, Maryland; however, the position may be eligible for a hybrid work arrangement based on business needs, job responsibilities, and management approval)This position has portfolio-wide responsibility. All duties below apply to every HUD-subsidized property Pratum manages, across all states, Contract Administrators and Public Housing Authorities.

HAP Payment Posting

• Post all monthly HAP payments from HUD, Contract Administrators (PBCAs) and Public Housing Authorities to the correct property and resident ledgers in the property management system
• Post retroactive and adjustment amounts from move-ins, move-outs, interim and annual recertifications, gross rent changes and unit transfers
• Track and post special claims payments (unpaid rent, damages, vacancy loss) and debt service claims

HAP Payment Reconciliation

• Perform monthly HAP reconciliations for every HUD-subsidized property, comparing the amount requested on the HAP voucher (HUD-52670), the amount approved by the Contract Administrator or PHA, the amount deposited, and the amount posted to ledgers
• Reconcile HAP deposits to bank statements and the general ledger subsidy receivable account each month
• Reconcile the voucher's tenant-level detail against resident ledgers and current certifications, and identify units with mismatched HAP amounts
• Research and resolve variances from short pays, overpayments, voucher rejections, offsets, recaptures and duplicate payments
• Track retroactive adjustments and pending certifications from one month to the next until they are fully paid and cleared
• Maintain a HAP variance log with the cause, corrective action and resolution date for each discrepancy
• Clear aged and unapplied HAP balances, and escalate unresolved items to the Compliance Director and Property Accounting
• Prepare reconciliation workpapers with supporting documents (vouchers, payment schedules, remittance advices, bank records) for month-end close, audits and MORs
• Complete reconciliations by the 10th (calendar) day of each month

Ledger Corrections

• Research and correct resident and subsidy ledger discrepancies caused by late certifications, rent changes, terminations or posting errors
• Prepare and document ledger adjustments with supporting backup and route them for approval according to Pratum policy
• Make sure tenant rent portions and HAP portions on ledgers match the most recent approved HUD-50059 or equivalent certification
• Process ledger corrections tied to repayment agreements, unreported income and retroactive tenant charges

Voucher and TRACS Coordination

• Review monthly HAP vouchers for accuracy before submission and flag errors to Compliance Specialists
• Monitor TRACS / iMAX transmissions and voucher rejections that affect payment amounts
• Follow up with Contract Administrators and PHAs on missing, short or delayed payments

Portfolio Oversight, Reporting and Collaboration

• Serve as the company's subject-matter expert and main point of contact for HAP payments and subsidy ledgers
• Keep a portfolio-wide HAP tracking calendar with voucher due dates, payment dates and reconciliation deadlines for each property
• Produce monthly HAP receivable and variance reports, plus a portfolio-level dashboard for leadership showing receivables, variances and aging by property, region and state
• Support month-end close by confirming subsidy postings are complete and reconciled
• Partner with site managers and Compliance Specialists to resolve certification issues that affect payments
• Support MORs, audits and owner/investor reviews with HAP payment history and ledger documentation
• Standardize HAP posting and reconciliation procedures across all properties and train site and accounting staff on them
• Onboard newly acquired or newly managed properties by reviewing their HAP history, reconciling opening balances and cleaning up ledgers
• Recommend and document process improvements for HAP posting, reconciliation and ledger accuracy

Required

• 3+ years of experience in affordable housing accounting, subsidy posting or compliance, with direct HUD Project-Based Section 8 HAP experience across a multi-state, multi-property portfolio
• Proven experience reconciling subsidy receivables to vouchers, bank deposits and the general ledger
• Proven ability to independently manage high-volume monthly deadlines for a large portfolio with multiple Contract Administrators and PHAs
• Solid working knowledge of HAP vouchers, TRACS, HUD Handbook 4350.3 and subsidy calculations
• Experience with property management software such as Yardi, RealPage OneSite or similar
• Strong Excel skills (reconciliations, VLOOKUP/XLOOKUP, pivot tables)
• High accuracy and strong organization

Preferred

• Associate's or bachelor's degree in accounting, finance or a related field
• Industry certification such as NAHMA's CPO or SHCM, or a Blended Occupancy / TRACS certification
• Knowledge of LIHTC, HOME or Public Housing programs and multi-layered properties

• Attention to detail and a commitment to accurate records
• Analytical problem-solving and the ability to trace discrepancies to their root cause
• Clear written and verbal communication with site teams, accounting and agencies
• Ability to work independently and prioritize across a large portfolio
• Discretion with confidential resident and financial information

This role is exempt and has an anticipated annualized base salary range of $60k-$70k for a new employee depending on a number of relevant factors including individuals’ experience, qualifications, knowledge, skills, abilities, client/property or company budgetary limitations/guidelines, and other job-related company and market considerations.  This position may be eligible to receive discretionary and/or performance-based bonuses on a spot or annual basis, which are variable depending on individual merit/performance, budgetary limitations, company performance, and other job-related factors.  Full-time positions (30+ hours/week) are eligible for 2 weeks paid vacation, 7 days sick leave, 11 paid holidays, and health & welfare benefits as outlined on the Company’s website.  To learn more about our company and our benefits, go to: https://pratumco.com/careers/