GS-1101 Career Path Guide August 2014
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HUD LEARN Career Path Guide TABLE OF CONTENTS PORTFOLIO MANAGEMENT SPECIALIST GS-1101... 1 Career Path Guide... 1 Your Career as a SNAP SHOT... 1 Your Expertise... 1 Previous Experience... 1 Key Duties and Responsibilities GENERAL ALL GS LEVELS... 1 Competencies ALL GS LEVELS... 2 Career Development - ALL GS LEVELS... 2 The Importance of Mentoring... 3 Advancement... 3 GS-9... 4 GS-11... 7 GS-12... 10 GS-13... 13 PMS Career Path Guide
HUD LEARN Career Path Guide PORTFOLIO MANAGEMENT SPECIALIST GS-1101 Career Path Guide The is a HUD Mission Critical Occupation meaning that it is core to carrying out the primary mission of the Department. Whether you aspire to be a senior leader or choose to deliver steady technical expertise as a HUD professional, your contributions to the mission are valued and essential. The purpose of this career path guide is to provide you with a realistic preview of typical experiences, responsibilities, and duties associated with this occupation as well as strategies for developing and advancing your professional development as you grow your career at HUD. Your Career as a SNAP SHOT As a, you are the single point-of-contact for property portfolios. You serve as an internal consultant, liaison, advisor, and representative within the field office on technical problems involving PIH activities and projects. Your main responsibilities focus on risk management, program review and evaluation, including operational, facility and financial aspects. You review data and make determinations, recommendations, and investigations that involve a range of program areas. You also develop written materials relating to issues and questions raised by various stakeholder groups, such as staff in Field offices, residents of housing authorities, applicants, elected officials and outside parties. Your Expertise You possess and frequently apply a wide range of knowledge of asset management concepts, principles, methods and practices, including HUD Public Housing, Housing Choice Voucher or other HUD assisted housing statutes and regulations, handbooks,, property management practices. You must be able to apply knowledge and skills in methods, techniques and tools to perform program and financial analysis and evaluation. You possess skills in oral and written communication in order to present findings and recommendations. Previous Experience It is advantageous for the to have experience in the following areas: Project management Risk management Facility management Financial analysis Social services Key Duties and Responsibilities GENERAL ALL GS LEVELS The role primarily assumes the responsibilities of oversight, analysis and evaluation of PHAs in assigned portfolio, including both property and financial aspects as well as oversight of the Housing Choice Voucher (HCV) program. You conduct and review Risk Analysis assessments with pertinent staff to assure a performance-oriented approach to the correction of PHA problems relative to, but not limited to, the operational, financial and physical condition of PHAs and developments in assigned portfolio. 1 PMS Career Path Guide
HUD LEARN Career Path Guide You analyze PHAS, SEMAP or a revised management assessment instrument scores data, results of the physical inspections, audit findings and utilization data to identify trends, and develop strategies and unique plans to address extremely complex problems and issues. You participate in physical inspections for the purpose of evaluating physical conditions, maintenance, and security; review plans of action and monitors progress until completion; and assist in conducting management reviews to evaluate financial management, leasing and occupancy practices, resident management relations, and all other property management practices. You provide training and technical assistance to PHAs to improve understanding of HUD programs and increase program performance. Competencies ALL GS LEVELS The competencies below are relevant to all across all GS Levels. Knowledge, skills and abilities are also presented by specific GS Level. Competency Asset HCV management Oral Communication Written Communication Analysis and Evaluation Organizational Performance Analysis Description Knowledge and application of asset property management concepts, principles, methods and practices, i.e., HUD Public Housing, statutes and regulations, handbooks,, property management practices Knowledge and application of utilization, financial management and program management concepts, principles, methods and practices, including applicable statutes, regulations, handbooks and analytical tools Makes clear and convincing oral presentations. Listens effectively; clarifies information as needed. Writes in a clear, concise, organized and convincing manner for the intended audience A comprehensive knowledge and skill in analytical and evaluative methods and the ability to analyze PHA operations and to present findings and recommendations in order to maximize occupancy and budget authority and to ensure the financial viability of the PHA. Knowledge of the methods, techniques and tools used to analyze program, organization and mission performance; includes methods that deliver key performance information (for example comparative, trend, diagnostic, root cause, predictive) used to inform decisions, communications and accountability systems. Career Development - ALL GS LEVELS You are encouraged to take control of your career by taking relevant training and seeking diverse and demanding assignments that will allow you to develop your skills. Continually learning and investing in your education and training will help you better tackle obstacles on your job as well as increase the likelihood of your career advancement as a. Participate in training and development areas that strengthen your skills in the following areas: HUD policies and procedures PMS Career Path Guide 2
HUD LEARN Career Path Guide Critical Thinking and Analysis Microsoft Word, Excel, PowerPoint, Access, SharePoint and Adobe Acrobat Study and continuously revisit the following resources: HUD Virtual University Regular Directors conference calls Internal office training Personal Investment Days Opportunities for short term developmental assignments/rotations The Importance of Mentoring s gain a significant amount of valuable learning on the job. They learn by experience working with client groups and they learn from peers in both formal and informal mentoring relationships. Mentoring is an effective way to gain skills and develop competencies outside of a formal training setting. Mentors provide mentees with developmental feedback, challenging assignments, as well as technical coaching. Mentees have an opportunity to test out new behaviors and tasks and practice skills such as oral communication and negotiation with high-level officials tasks that are often challenging and critical to performance in this field. Mentors also benefit from the mentoring relationship. Serving as a mentor strengthens work-related skills, increases confidence, improves communication skills, and improves leadership skills. In addition, mentors benefit from the satisfaction of knowing they are helping someone else achieve their career goals. Entry and Mid-Level s should continually seek mentoring from senior specialists and experts should look for opportunities to mentor the next generation of talent in this area. Advancement Being eligible for promotion does not guarantee you will be promoted. You must compete and be selected for a vacancy at a higher grade level unless the promotion is within a "career ladder". Career ladder is the term used to describe a position that is filled at an entry level to allow an employee to develop, through training, to the full performance level. The promotion of an employee within a career ladder is made without competition. When a position has a range of grade levels, for example 5,7,9,11, with a maximum grade of 12, and the vacancy announcement stated that there was promotion potential to the 12, it is a career ladder position. Normally, after completing one year you are eligible for promotion to the next grade. Talk with your supervisor to learn more about which PMS GS-Levels are considered career ladder positions. The Presidential Fellows (PMF) Program is administered by the U.S. Office of Personnel (OPM). Fellows are hired at the civil service ranks of GS-11, GS-12, or GS-13 levels with Excepted Service appointment status at the beginning of their two-year fellowship. Following satisfactory completion of each year of the fellowship, Fellows are eligible for promotion to the next GS level (or equivalent pay band, depending on agency) but cannot be promoted higher than GS-13 during the fellowship. After successful completion of the two-year fellowship, the agency may non-competitively appoint the Fellow to a full-time, permanent position, granting the Fellow career or career-conditional status. 3 PMS Career Path Guide
HUD LEARN Career Path Guide Grade Levels GS-9 As a GS-9, you serve in a developmental position to the GS-12 journey level under the supervision of the Director, Office of Public Housing, Program Center Coordinator or subordinate supervisor as assigned. You act as a representative of HUD and PIH and assist senior staff in making determinations, recommendations, and investigations that involve a range of program areas. You handle a wide variety of matters within the scope of the Office's responsibilities, such as assisting in ensuring the physical integrity and financial viability and managing the efficient and effective coordination, and operation of PIH programs. You also assist in problem identification and resolution. Experience You should have one year of specialized experience at a level of difficulty and responsibility equivalent to the GS-7 grade level in the Federal service. Major Duties and Responsibilities Your duties and responsibilities are equally divided into two main areas: project management and financial analysis. In this section, you will find a list of activities under each area. Project Activities You provide support and assist s in the routine aspects of centrally managed projects. You assist in the review and analysis of current and historic financial data; compare previous annual statements with recent financial information; and analyze current operation expenses and project financial data to form the basis for decisions on needed management improvements and ultimately development viability. You review and evaluate legal documents to determine and ensure compliance with Departmental and other federal, state, and local regulations, requirements, statutes, and policies. You participate in physical inspections for the purpose of evaluating physical conditions, maintenance, and security; review plans of action and monitor progress until completion; and assist in conducting management reviews to evaluate financial management, leasing and occupancy practices, resident management relations, and all other property management practices. Based on reviews, inspections, and analyses of various project information sources, you assist in developing solutions to facilitate maintaining the stock of affordable housing in decent safe, sanitary, and drug-free conditions. You help review audits of projects, and take action to have PHAs comply with the regulations and recommend closing of HUD-OIG audit findings when compliance has been attained. You analyze PHAS SEMAP or a revised management assessment instrument scores data, results of the physical inspections, audit findings and results of a customer service survey to identify trends, and develop strategies and unique plans to address extremely complex problems and issues. You utilize available computer equipment and data systems to maintain current PHA data, track PHA performance trends and compliance issues, and generate work products. You respond to less complex questions and issues raised by staff in Field offices, residents of housing authorities, applicants, and outside parties. You assist in reviewing progress of Near Troubled PHAs or PHAs with Improvement Plans to ensure that targets are being met and to recommend corrective actions in those cases where performance shortfalls exist. You assist with workshops, seminars, and conferences. PMS Career Path Guide 4
HUD LEARN Career Path Guide You monitor the PHA's use of subsidy, whether Public Housing or Housing Choice Vouchers to promote maximum utilization (vacancy monitoring and HCV optimization). You assist with Cap Fund processing and oversight of the condition of the property with needs assessments, annual plans, 5 year cap fund plans, units, and the proper use and coordination of release of funding. Financial Analysis You review easily obtained historical data and, using predetermined formulas, prepare estimates of future requirements for a specific operating program or small stable organization, and submit the estimates for consolidation into an integrated budget. You assist in analyzing financial statements and project operations to determine current financial and physical strengths and weaknesses, and to identify unauthorized expenditures of funds, adequacy of reserves, and insufficient working capital and cash flow. You assist in action to either correct compliance violations by developing tailored training packages, information dissemination, etc., or recommending that potentially severe compliance issues be referred to the Inspector General. You assist in the assessment of the performance of the PHAs in meeting public and assisted housing goals, using available information for both the Low Rent Public Housing and Section 8 programs. Knowledge, Skills, and Abilities Knowledge of Public and Assisted Housing Programs. You have knowledge of policies and procedures for the servicing of the Low Rent Public Housing, Section 8 Housing Voucher, Certificate and Moderate Rehabilitation Programs the Capital Fund Programs [HOPE6, Modernization, Development, etc.], Assessment Programs [i.e., PHAS, SEMAP], Operating Fund Programs, and Resident Self Sufficiency and Economic Independence programs. Ability to apply property management concepts, principles, methods and practices. You are able to apply knowledge of management concepts, principles, methods and practices, including HUD statutes and regulations, handbooks, commercial and real estate principles and practices, and property management practices. Knowledge of budgetary management. You have knowledge of the standard budgetary methods, practices, procedures, regulations, precedents, policies, and other guides of the installation; knowledge of the missions, functions, goals, objectives, work processes, and sources of funding of assigned budget activities; and knowledge of sources of factual information about the programs and finances of the assigned area of the budget or assigned phase of the budget process. At GS-9, focus on the following Training Areas and Development Activities: Analytical skills. Regulatory requirements. Computer programs such as Microsoft PowerPoint, Excel, Word, SharePoint and Adobe Acrobat. Overseeing all aspects of a PHA and grants. Using Internet sites and databases for information. Assembling, organizing, and reporting basic data. Seek out a professional mentor with knowledge and experience relevant to your career goals. At GS-9, try to gain Work Experiences in these areas: Pursue opportunities to demonstrate your analytical skills. 5 PMS Career Path Guide
HUD LEARN Career Path Guide Actively participate on a team. Attend technical conferences, meetings, or seminars. Study lessons learned from reviews of failed and successful projects. PORTFOLIO MANAGEMENT SPECIALIST (GS-9) CAREER MAP Entry Level / Developmental Full Performance Mid-Level Expert / Managerial (GS 9) (GS 11) (GS 12) (GS 13) PMS Career Path Guide 6
HUD LEARN Career Path Guide GS-11 As a GS 11, you continue to be in a developmental position as you work with Journeyman staff to develop to a full journeyman performance GS-13 level. This position is located in the Public Housing Field Office and you are supervised by the Director, Office of Public Housing, or subordinate supervisor as assigned. Your supervisor assigns work in general terms of overall objectives and results desired. Your work is closely reviewed and your supervisor provides advice and some technical review on the more complex, broad or unusual projects assigned. While acting as a representative of HUD and PIH, your position requires independent action in making determinations, recommendations, and investigations that involve the above program areas. You serve as an internal consultant within the field office on technical problems involving PIH activities and projects. You must handle a wide variety of matters within the scope of the Office's responsibilities. You are responsible for insuring the physical integrity and financial viability and managing the efficient and effective coordination, and operation of PIH programs. You also serve as an expert in problem identification and resolution. Your position requires a background and experience in various functions; a good understanding of HUD Asset procedures and guidelines, and government contracting processes. Experience You should have one year of specialized experience at a level of difficulty and responsibility equivalent to the GS-9 grade level in the Federal service. Major Duties and Responsibilities Your duties and responsibilities are equally divided into two main areas: project management and financial analysis. In this section, you will find a list of activities under each area. Project Activities You draft, design, implement and/or evaluate portions of centrally managed projects, grants, or contracts for business development programs and projects. You review and analyze current and historic financial data; compare previous annual statements with recent financial information; and analyze current operation expenses and project financial data to form the basis for decisions on needed management improvements and ultimately development viability. You review and evaluate legal documents to determine and ensure compliance with Departmental and other federal, state, and local regulations, requirements, statutes, and policies. You ensure that physical inspections are conducted for evaluating physical conditions, maintenance, and security; recommend plans of action and monitor progress until completion; identify projects needing onsite management reviews and plans; and conduct the management reviews to evaluate financial management, leasing and occupancy practices, resident management relations, and all other property management practices. Based on reviews, inspections, and analyses of various project information sources, you recommend solutions to facilitate maintaining the stock of affordable housing in decent safe, sanitary, and drug-free conditions. You review audits of projects, and take action to have PHAs comply with the regulations and recommend closing of HUD-OIG audit findings when compliance has been attained. You analyze PHAS SEMAP or a revised management assessment instrument scores data, results of the physical inspections, audit findings and results of a customer service survey to identify trends, and develop strategies and unique plans to address extremely complex problems and issues. 7 PMS Career Path Guide
HUD LEARN Career Path Guide You utilize available computer equipment and data systems to maintain current PHA data, track PHA performance trends and compliance issues, and generate work products. You draft responses to more complex questions and issues raised by staff in Field offices, residents of housing authorities, applicants, and outside parties; and coordinate activities with all Field Office and Headquarters staff as is deemed necessary. You review progress of Near Troubled PHAs or PHAs with Improvement Plans to ensure that targets are being met and to recommend corrective actions in those cases where performance shortfalls exist. You conduct and review Risk Analysis assessments with pertinent staff to assure a performance-oriented approach to the correction of PHA problems relative to, but not limited to, the financial and physical condition of PHAs and developments in assigned portfolio. You monitor the PHA's use of subsidy, whether Public Housing or Housing Choice Vouchers to promote maximum utilization (vacancy monitoring and HCV optimization). You monitor Cap Fund processing and oversight of the condition of the property with needs assessments, annual plans, 5 year cap fund plans, units, and the proper use and coordination of release of funding. Financial Analysis You review historical data and current spending records for funding that cover large operating programs or a functional area for an assigned area of an organization's financial program. You analyze all financial statements and project operations to determine current financial and physical strengths and weaknesses, and to identify unauthorized expenditures of funds, adequacy of reserves, and insufficient working capital and cash flow. You initiate and follow through on any enforcement referrals; and identify performance trends which indicate a particular problem area and develop strategies for responding to these trends. You take action to either correct compliance violations by developing tailored training packages, information dissemination, etc., or recommending that potentially severe compliance issues be referred to the Inspector General. You routinely assess the performance of the PHAs in meeting public and assisted housing goals, using available information for both the Low Rent Public Housing and Section 8 programs. Knowledge, Skills, and Abilities Practical knowledge of Public and Assisted Housing Programs. You have practical knowledge of a wide range of policies and procedures for the servicing of the Low Rent Public Housing, Section 8 Housing Voucher, Certificate and Moderate Rehabilitation Programs the Capital Fund Programs [HOPE6, Modernization, Development, etc.], Assessment Programs [i.e., PHAS, SEMAP], Operating Fund Programs, and Resident Self Sufficiency and Economic Independence programs. Extensive knowledge of management concepts, principles, methods and practices. You have extensive knowledge of management concepts, principles, methods and practices, i.e., HUD statutes and regulations, handbooks, commercial and real estate principles and practices and property management practices. Knowledge of laws, regulations and policies. You have knowledge of pertinent laws, regulations, agency policy, precedent cases, and other requirements that affect grant program administration and related support resources. Knowledge and skill in applying analytical and evaluative techniques. You possess the knowledge and are able to apply analytical and evaluative techniques to the identification, consideration, and resolution of a wide variety of standard grants administration issues or problems. Interpersonal skills. You have interpersonal skills in presenting recommendations and negotiating solutions to disputed recommendations. PMS Career Path Guide 8
HUD LEARN Career Path Guide At GS-11, focus on the following Training Areas and Development Activities: Analytical skills. Regulatory requirements. Computer programs such as Microsoft PowerPoint, Excel, Word, SharePoint and Adobe Acrobat. Overseeing all aspects of a PHA and grants. Using Internet sites and databases for information. Assembling, organizing, and reporting basic data. Seek out a professional mentor with knowledge and experience relevant to your career goals. At GS-11, try to gain Work Experiences in these areas: Participate in all stages of, or manage, a project. Participate on a workforce planning team. Review and analyze financial data, including annual statements, operation expenses, and project financial data. Work with higher-graded specialists to correct compliance violations. PORTFOLIO MANAGEMENT SPECIALIST (GS-11) CAREER MAP Entry Level / Developmental Full Performance Mid-Level Expert / Managerial (GS 9) (GS 11) (GS 12) (GS 13) 9 PMS Career Path Guide
HUD LEARN Career Path Guide GS-12 As a GS 12, you are functioning with substantial independence on a full range of assignments. Your position is located in the Public Housing Field Office and is supervised by the Director, Office of Public Housing, or subordinate supervisor as assigned. Your supervisor assign work in general terms of overall objectives and results desired and may provide advice and some technical review on the more complex, broad or unusual projects assigned. While acting as a representative of HUD and PIH, your position requires independent action in making determinations, recommendations, and investigations that involve the above program areas. You serve as an internal consultant within the field office on technical problems involving PIH activities and projects. You must handle a wide variety of matters within the scope of the Office's responsibilities. You are responsible for insuring the physical integrity and financial viability and managing the efficient and effective coordination, and operation of PIH programs. You also serve as an expert in problem identification and resolution. Your position requires a broad background and experience in various functions; a full and in-depth understanding of HUD Asset procedures and guidelines as well as the Housing Choice Voucher program. As the single point-of-contact for PHAs, the role assumes responsibilities of property and facility management, as well as financial analysis. You may need to make it a priority to gain knowledge and skills in budgetary management and financial analysis. You can review the developmental guidance for the GS 9 and GS 11 for additional information. Experience You should have one year of specialized experience at a level of difficulty and responsibility equivalent to the GS-11 grade level in the Federal service. Major Duties and Responsibilities Your duties and responsibilities are divided into three main areas: property asset management (40%), Housing Choice Voucher oversight (30%) financial advisory services (30%). In this section, you will find a list of activities under each area. Property Asset You serve as an asset manager for standard financial property portfolios in a significant organizational segment of an agency, such as a regional office. You review and analyze current and historic financial data; compare previous annual statements with recent financial information; and analyze current operation expenses and project financial data to form the basis for decisions on needed management improvements and ultimately development viability. You review and evaluate legal documents to determine and ensure compliance with Departmental and other federal, state, and local regulations, requirements, statutes, and policies. You ensure that physical inspections are conducted for evaluating physical conditions, maintenance, and security; recommend plans of action and monitor progress until completion; identify projects needing onsite management reviews and plans; and conduct the management reviews to evaluate financial management, leasing and occupancy practices, resident management relations, and all other property management practices. Based on reviews, inspections, and analyses of various project information sources, you develop solutions to facilitate maintaining the stock of affordable housing in decent safe, sanitary, and drug-free conditions. You review audits of projects, and take action to have PHAs comply with the regulations and recommend closing of HUD-OIG audit findings when compliance has been attained. PMS Career Path Guide 10
HUD LEARN Career Path Guide You analyze PHAS SEMAP or a revised management assessment instrument scores data, results of the physical inspections, audit findings and results of a customer service survey to identify trends, and develop strategies and unique plans to address extremely complex problems and issues. You utilize available computer equipment and data systems to maintain current PHA data, track PHA performance trends and compliance issues, and generate work products. You respond to questions and issues raised by staff in Field offices, residents of housing authorities, applicants, and outside parties; and coordinate activities with all Field Office and Headquarters staff. You review progress of Near Troubled PHAs or PHAs with Improvement Plans to ensure that targets are being met and to recommend corrective actions in those cases where performance shortfalls exist. You conduct and review Risk Analysis assessments with pertinent staff to assure a performance-oriented approach to the correction of PHA problems relative to, but not limited to, the financial and physical condition of PHAs and developments in assigned portfolio. You initiate, convene, and chair meetings, workshops, seminars, and conferences. You monitor the PHA's use of subsidy, whether Public Housing or Housing Choice Vouchers to promote maximum utilization (vacancy monitoring and HCV optimization). You oversee Cap Fund processing and oversight of the condition of the property with needs assessments, annual plans, 5 year cap fund plans, units, and the proper use and coordination of release of funding. Financial Advisory Services You prepare financial reports, balance sheets, and recommendations for potential revisions to policies covering significant financial management issues. You analyze all financial statements and project operations to determine current financial and physical strengths and weaknesses, and to identify unauthorized expenditures of funds, adequacy of reserves, and insufficient working capital and cash flow. You initiate and follow through on any enforcement referrals; and identify performance trends which indicate a particular problem area and develop strategies for responding to these trends. You take action to either correct compliance violations by developing tailored training packages, information dissemination, etc., or recommending that potentially severe compliance issues be referred to the Inspector General. You routinely assess the performance of the PHAs in meeting public and assisted housing goals, using available information for both the Low Rent Public Housing and Section 8 programs. You assess for potential revisions to policies covering significant financial management issues. You develop and implement plans designed to enhance relationships with HUD stakeholders. Knowledge, Skills, and Abilities Practical knowledge of Public and Assisted Housing Programs. You have practical knowledge of a wide range of policies and procedures for the servicing of the Low Rent Public Housing, Section 8 Housing Voucher, Certificate and Moderate Rehabilitation Programs the Capital Fund Programs [HOPE6, Modernization, Development, etc.], Assessment Programs [i.e., PHAS, SEMAP], Operating Fund Programs, and Resident Self Sufficiency and Economic Independence programs. Ability to apply an extensive knowledge of management concepts, principles, methods and practices. You are able to apply an extensive knowledge of management concepts, principles, methods and practices, i.e., HUD statutes and regulations, handbooks, commercial and real estate principles and practices and property management practices. 11 PMS Career Path Guide
HUD LEARN Career Path Guide Knowledge of laws, regulations and policies. You have knowledge of pertinent laws, regulations, agency policy, precedent cases, and other requirements that affect grant program administration and related support resources. Knowledge and skill in applying analytical and evaluative techniques. You possess the knowledge and be able to apply analytical and evaluative techniques to the identification, consideration, and resolution of a wide variety of standard grants administration issues or problems. Interpersonal skills. You have interpersonal skills in presenting recommendations and negotiating solutions to disputed recommendations. Negotiation skills. You need to be able to skillfully negotiate with PHAs in agreements and arrangements for maintaining viability of troubled properties. At GS-12, focus on the following Training Areas and Development Activities: Analytical skills. Problem solving strategies and tools. Regulatory requirements. Comprehensive understanding of all aspects of a PHA and grants. Using Internet sites and databases for information and analyses. Seek out a professional mentor with knowledge and experience relevant to your career goals. At GS-12, try to gain Work Experiences in these areas: Regularly meet with peers to discuss issues faced and best practices for addressing these issues. Lead a team effort by acting as a project lead, program lead, or team lead. Participate in projects that are highly visible, sensitive, or political. Act as a subject matter expert (SME) in a panel. Collaborate and coordinate with another group to perform project work (e.g., outside group). PORTFOLIO MANAGEMENT SPECIALIST (GS-12) CAREER MAP Entry Level / Developmental Full Performance Mid-Level Expert / Managerial (GS 9) (GS 11) (GS 12) (GS 13) PMS Career Path Guide 12
HUD LEARN Career Path Guide GS-13 As a GS-13, you are performing as a full journeyman and function with substantial independence on a full range of assignments. Your position is located in the Public Housing Field Office and is supervised by the Director, Office of Public Housing, or subordinate supervisor as assigned. Your supervisor assigns work in general terms of overall objectives and results desired and may provide advice and some technical review on the more complex, broad or unusual projects assigned. While acting as a representative of HUD and PIH, your position requires independent action in making determinations, recommendations, and investigations that involve the above program areas. You serve as an internal consultant within the field office and to the Program Centers on technical problems involving PIH activities and projects. You must handle a wide variety of matters within the scope of the Office's responsibilities. You are responsible for insuring the physical integrity and financial viability and managing the efficient and effective coordination, and operation of PIH programs. You also serve as an expert in problem identification and resolution. Your position requires a broad background and experience in various functions, including a full and in-depth understanding of HUD Asset procedures and guidelines, and government contracting processes. Experience You should have one year of specialized experience at a level of difficulty and responsibility equivalent to the GS-12 grade level in the Federal service. Major Duties and Responsibilities Your duties and responsibilities are divided into three main areas: property asset management (40%), Housing Choice Voucher oversight (30%) financial advisory services (30%). In this section, you will find a list of activities under each area. Property Asset You serve as an asset manager for complex property portfolios for agency-owned and/or leased assets for a region, acting as a liaison, advisor, and representative on sensitive and complex issues, and providing expert advisory assistance developing solutions to complex Property problems. You review and analyze current and historic financial data; compare previous annual statements with recent financial information; and analyze current operation expenses and project financial data to form the basis for decisions on needed management improvements and ultimately development viability. You review and evaluate legal documents to determine and ensure compliance with Departmental and other federal, state, and local regulations, requirements, statutes, and policies. You ensure that physical inspections are conducted for evaluating physical conditions, maintenance, and security; approve plans of action and monitor progress until completion; identify projects needing on-site management reviews and plans; and conduct the management reviews to evaluate financial management, leasing and occupancy practices, resident management relations, and all other property management practices. Based on reviews, inspections, and analyses of various project information sources, you develop solutions to facilitate maintaining the stock of affordable housing in decent safe, sanitary, and drug-free conditions. You review audits of projects, and take action to have PHAs comply with the regulations and recommend closing of HUD-OIG audit findings when compliance has been attained. You recommend closing of HUD-OIG audit findings when compliance has been attained. 13 PMS Career Path Guide
HUD LEARN Career Path Guide You analyze PHAS SEMAP or a revised management assessment instrument scores data, results of the physical inspections, audit findings and results of a customer service survey to identify trends, and develop strategies and unique plans to address extremely complex problems and issues. You utilize available computer equipment and data systems to maintain current PHA data, track PHA performance trends and compliance issues, and generate work products. You respond to questions and issues raised by staff in Field offices, residents of housing authorities, applicants, and outside parties either over the phone, via email or formal written correspondence; and coordinate activities with all Field Office and Headquarters staff. You review progress of Near Troubled PHAs or PHAs with Improvement Plans to ensure that targets are being met and to recommend corrective actions in those cases where performance shortfalls exist. You conduct and review Risk Analysis assessments with pertinent staff to assure a performance-oriented approach to the correction of PHA problems relative to, but not limited to, the financial and physical condition of PHAs and developments in assigned portfolio. You initiate, convene, and chair meetings, workshops, seminars, and conferences. You monitor the PHA's use of subsidy, whether Public Housing or Housing Choice Vouchers to promote maximum utilization (vacancy monitoring and HCV optimization). You oversee Cap Fund processing and oversight of the condition of the property with needs assessments, annual plans, 5 year cap fund plans, units, and the proper use and coordination of release of funding. Financial Advisory Services You project complex financial data and reports to determine overall financial status for key agency programs, such as regional programs. You analyze all financial statements and project operations to determine current financial and physical strengths and weaknesses, and to identify unauthorized expenditures of funds, adequacy of reserves, and insufficient working capital and cash flow. You initiate and follow through on any enforcement referrals; and identify performance trends which indicate a particular problem area and develop strategies for responding to these trends. You take action to either correct compliance violations by developing tailored training packages, information dissemination, etc., or recommending that potentially severe compliance issues be referred to the Inspector General. You routinely assess the performance of the PHAs in meeting public and assisted housing goals, using available information for both the Low Rent Public Housing and Section 8 programs. You analyze and resolve complex issues related to the financial aspects of programs where the resolution of problems requires an integrated financial approach. You develop and implement plans designed to enhance relationships with HUD stakeholders. Knowledge, Skills, and Abilities Practical knowledge of Public and Assisted Housing Programs. You have practical knowledge of a wide range of policies and procedures for the servicing of the Low Rent Public Housing, Section 8 Housing Voucher, Certificate and Moderate Rehabilitation Programs the Capital Fund Programs [HOPE6, Modernization, Development, etc.], Assessment Programs [i.e., PHAS, SEMAP], Operating Fund Programs, and Resident Self Sufficiency and Economic Independence programs. Ability to apply an extensive knowledge of management concepts, principles, methods and practices. You are able to apply an extensive knowledge of management concepts, principles, methods PMS Career Path Guide 14
HUD LEARN Career Path Guide and practices, i.e., HUD statutes and regulations, handbooks, commercial and real estate principles and practices and property management practices. Mastery of qualitative and quantitative methods. You have mastery of a wide range of qualitative and or quantitative methods for the improvement of complex grant management processes and policies. Comprehensive knowledge of grant administration laws, policies, regulations, and precedents. You have comprehensive knowledge of the full range of grant administration laws, policies, regulations, and precedents applicable to the administration and management of grants. skills. You have skill in planning, implementing, and evaluating complex grants that have a wide impact on the work of the agency and its mission. At GS-13, focus on the following Training Areas and Development Activities: Regulatory requirements. Advanced problem solving strategies and tools. Advanced analytical skills. Using Internet sites and databases for information and analyses. Expert understanding of all aspects of a PHA and grants. At GS-13, try to gain Work Experiences in these areas: Acquire resources or support from outside organization for a project. Gain commitment from necessary players and maintain their support throughout a change process. Pay attention to advances or changes in technology. Look for ways that new or different technology could improve your work processes or the quality and/or efficiency of your work. Act as a subject matter expert (SME). Serve as an advisor to teams working on high visibility projects. PORTFOLIO MANAGEMENT SPECIALIST (GS-13) CAREER MAP Entry Level / Developmental Full Performance Mid-Level Expert / Managerial (GS 9) (GS 11) (GS 12) (GS 13) 15 PMS Career Path Guide