STATEMENT OF DIFFERENCE
The definition of the grade
level as spelled out in the law (5 U.S.C. 5104); a description of the grade
level concept pertaining to clerical and assistance work written in narrative
format in terms of two evaluation factors: Nature of A~ sI~ nment (which includesthe elements knowledge
required and complexity of the work), and Level
of Responsibility (which includes the elements of supervisory controls,
guidelines, and contacts).
NATURE OF ASSIGNMENT:
The incumbent performs a full
range of standard assignments and resolves recurring problems consisting of
related steps, processes, and/or methods. The incumbent must identify and
recognize differences amount a variety of recurring situations.
The work requires the ability to
follow established procedures and some subject matter knowledge of the
organization’s programs and operations. This ability and knowledge is required
to ensure the incumbent can determine what is being done, why the action is
being taken, and how it must be accomplished.
LEVEL OF RESPONSIBILITY:
The supervisor provides minimal
assistance with recurring assignments. The incumbent uses initiative to
complete work assignments in accordance with accepted practices, referring only
the unusual situations to the supervisor or higher level employee.
Work procedures have been
established and a number of guidelines are available. Work situations require
that the employee use judgment in locating and selecting the most appropriate
guidelines, references, and procedures. Minor deviations may be made to adapt the
guidelines to specific cases.
Contacts are with co-workers and
those outside the organization for the purpose of exchanging information and in
some cases to resolve problems related to the immediate assignment.
NATURE OF ASSIGNMENT:
The
incumbent performs a full range of assignments consisting of different and unrelated
steps, processes or methods. The incumbent must identify and understand the
issues involved and determine what steps and procedures as necessary and the
order of their performance for each assignment.
The work
requires extensive knowledge of the organization’s rules, procedures, operations
or regulations to perform the processing procedures.
LEVEL OF RESPONSIBILITY:
The
supervisor assigns work by defining objectives, priorities, and deadlines and provides
guidance on assignments that do not have clear precedents. Completed work is evaluated
for technical soundness, appropriateness, effectiveness in meeting goals.
Guides
in the form of instructions, manuals, regulations and precedents are applicable
to the work. The number and similarity of guides and work situations require
the use of judgment in locating and selecting the most appropriate guidelines
and adapting them t6 the circumstances
of the specific case. The incumbent must determine th& most appropriate of several alternative
guidelines. If guides are not applicable, the incumbent refers the case to the
supervisor.
Contacts are with a variety of
persons within and ‘outside
the agency for the purpose of receiving or providing information relating to
the work or to resolve problems in connection with assignments.
HOUSING
PROGRAM ASSISTANT
GS-0303-7
I.
INTRODUCTION:
This position is in the Office of Multifamily Housing. The incumbent serves as a technical assistant providing administrative support to the Office of Multifamily Housing staff.
The position requires the
performance of a variety of complex duties. As a member of the Office of
Multifamily Housing staff, the incumbent performs a variety of duties that
require an understanding of the responsibilities of the DAS and a good
knowledge of Housing Programs and organization. In carrying out the duties of
the position, the
incumbent must be able to work with and communicate effectively with key
Departmental staff, executives of other Federal agencies, members of Congress,
and executives from private industry.
II.
DUTIES
AND RESPONSIBILITIES:
Coordinates administrative matters in the his/her immediate office. Working with the Office Director, Deputy Director, and Team Leaders Managers, the incumbent consolidates all administrative reports including budgetary input, procedure data, management information requirements, etc.
Initiates necessary correspondence, such as
acknowledgment letters, requests for additional information and transmittal
memorandums filling in references, dates, citations from manual, regulations,
etc., which requires researching and extracting from files and records.
Prepares materials in final form, assembles material, with necessary
attachments, routes material for appropriate distribution. Conducts appropriate
follow-up.
Assumes and carries out a variety of special
assignments, involving the development of methods or operation or improvements
in administrative practices of the office
procedures and work routines. On the basis of findings,. recommends, and
assists in the adoption of policies and procedures designed, to improve
administrative functions.
Assists in preparation of issuances, regulations,
handbooks, handbook changes, etc.
Coordinates all travel requirements for the Office
including budgeting and review of vouchers prior to approval.
As assigned, performs research and gathers
background data for use by the Director, Deputy Director, and Team Leaders.
Assists in special efforts to collect program
information, and statistical or budget data.
Assists in the preparation of training sessions.
Provides staff support for formal presentations,
briefings, and meetings.
Performs other related duties as may be assigned.
Prepares quarterly and year-end reports for
recurring actions.
The Program Assistant serves as the control point
for Office and Team activities and responsibilities. Establishes and maintains
logs and controls to assure timely accomplishment of work and goals, and events
such as conferences, staff meetings, industry meetings, etc. Assists staff in
follow-up as necessary.
Prepares various program and administrative reports,
computer generated reports, charts, and status reports on multifamily projects
as needed.
Oversees filing of projects and program files to
ensure completeness and that correspondence and documents are filed in the most
efficient manner. Sets up special files as the need arises, such as subject
files, etc., so that information is available for status control and
preparation of special reports.
The incumbent must have:
A general working knowledge of Federal Housing
Administration programs and Housing regulations, directives and handbooks
pertaining to the multifamily programs under the Office's jurisdiction, and a
familiar knowledge of the Director’s or managers view, policies, and special
interest. The position also requires a good knowledge of the Departmental
organization, and administrative procedures.
General understanding of the procedures and
requirements as they relate to the maintenance
of records, preparation of statistical and budget reports, and ability to solve
administrative problems.
Ability to identify and obtain
research and information on housing and related issues.
Knowledge of microcomputer
applications to input data and retrieve appropriate automated reports.
Excellent typing skills.
Ability to manipulate data files
on personal computer.
Ability to write responses to
correspondence.
Ability to work under the
pressure of meeting due dates or priority requirements.
Ability to write clear and
concise letters or other narrative material.
Work is performed under the
general supervision of the Office Director Deputy Director and Team Leader' who
make assignments on broad terms and furnish guidance in resolving problems in
various degrees of difficulty not covered by available guidelines.
The incumbent is expected to
recognize all types of problems as they arise and to recommend solutions based
upon experience, expertise, and judgment.
Work is reviewed on the basis of
compliance with guidelines and instructions, technical proficiency and overall
results achieved.
Guidelines
include HUD and Housing regulations, program procedures, manuals, and general
regulations of several Federal agencies (OPM, OMB and Treasury). However, the
incumbent frequently must adapt operating procedures to new situations due to
frequent program, regulatory, and system changes. In addition, guidelines and
agency instructions will be utilized (handbooks, notices, etc.) to keep staff
informed of new or changing policies and regulations.
FACTOR 4- COMPLEXITY
The incumbent will require
versatility to perform the functions of this position which entails shifting
frequently from one phase or type of work to another.
The incumbent works on a staff which
is involved with MUD `s
Multifamily Housing programs. The programs are Housing-wide and the incumbent
must make varied recommendations.
Incumbent must be able to react
responsively and with a positive attitude to rapidly changing requirements and
adverse conditions, and adapt methods and procedures to new situations.
It is mandatory that the
incumbent possess the ability to communicate effectively with departmental
staff, executives of other government agencies and private industry, members of
Congress including public interest groups. The incumbent must have good working
relationships with his/her superiors and a thorough knowledge of the programs
and organizations for which incumbent is responsible in order to convey instructions
to the staff and resolve, resolve various problems and situations that affect
the orderly and efficient flow of work.
FACTOR 6- PERSONAL CONTACTS
Personal contacts are by phone
and personal callers to the office from Federal, State, national, regional and
local officials, business organizations, citizens, etc., concerning various
aspects of Multifamily Housing programs.
The incumbent `s contacts are
with Congressional staff, State and local officials, public interest
organizations and private industry. The incumbents also is in contact with
program development employees, and employees of other areas of HUD.
FACTOR 7- PURPOSE OF CONTACTS
The
purpose of contacts is to give and obtain information regarding compliance
with established policies and procedures, and
to set up appointments and
conferences.
FACTOR 8- PHYSICAL
DEMANDS
The work is mostly sedentary;
however, the incumbent is required to do some walking, standing, bending, and
carrying of light items such as papers, books, files, etc. Otherwise, the
position requires long periods of sitting and working on a personal computer.
No special physical demands are required to perform work.
FACTOR 9- WORK
ENVIRONMENT
The work is performed in an
office setting.
Yellow areas are typos
or inconsistencies in format found in original document.