Program Support Specialist

Washington, D.C
Oct 01, 2020
Oct 08, 2020
Full Time


This position is located in the Correspondence Unit, Communication and Marketing Division, Office of Business Development, Office of Operations.

If you do not meet any of the categories listed above, you may wish to apply under announcement 20-HUD-2201-P, which is open for any U.S. citizen to apply. Please refer to that announcement for details on open period, eligibility, and how to apply.

Learn more about this agency


As a Program Support Specialist, you will:
  • Function as the liaison for records administration for Housing Operations : Assist the Office of Operations Divisions with preparing an updated Record Disposition Schedule. Provides technical advice and assistance to Office of Operations Divisions in preparing records for transfer to Federal Records Centers. Coordinates and processes requests for Office of Operations records from the Record Centers to address FOIA or Congressional inquiries. Performs administrative control of the Office of Operations records to include the submission, receipt, classification, maintenance, protection, transfer, retirement, disposal, and retrieval of records. Prepares and provides a monthly report that outlines the status follow-up of record assignments. Prepares written documents that are concise responses to the inquiry. Provides accurate advice to Office of Operations staff for record schedules and retentions.
  • Analyze and manage updates to critical correspondence/FOIA systems : As the principal point of contact for the Office of Housing Correspondence Unit, the incumbent communicate with various systems (CTS, FMS2, CTART, etc.) administrators and staff to identify timely/necessary updates in critical process areas. Manages updates to the Desk Guide and Assignment Guide for dissemination to partners and CU staff. Recommends resource allocations needed to optimize work product performance and support. Works closely with the Training Coordinator and senior management of CU as well as with Marketing and Outreach team.
  • Reporting, Trend Analysis, Root-Cause Analysis, and Continuous Process Improvement (CPI ): Incumbent perform review and analysis of their assigned portfolio at least once a week. This review and analysis ensures data integrity and facilitates the incumbent's identification of issue concentrations by program or sub-program, geographic location, or other parameter. Plans, schedules, and conducts projects and studies to evaluate and recommend ways to improve the effectiveness and efficiency of work operations in a program or support setting. Incumbent then shares their individual analysis with Correspondence Unit staff and management to analyze trends, research the root cause, troubleshoot, report, identify possible solutions and, generally, further the Office of Operations' goal of CPI.
  • Correspondence and FOIA Preparation : Review and prepare routine responses for signature of the Secretary of Housing and Urban Development, Assistant Secretary for the Office of Housing Federal Housing Commissioner, Assistant Secretary for Congressional and Intergovernmental Relations, Directors within the Office of Housing and other high-level officials for all inquiries received from members of Congress, the White House, industry representatives, special interest groups, and the general public. Works with the Office of Housing, Executive Secretariat and the Office of Congressional and Intergovernmental Relations staff to determine how to answer mass mailings from the public on the Office of Housing issues.

Travel Required

Not required

Supervisory status

Promotion Potential


Conditions of Employment

  • Click "Print Preview" to review the entire announcement before applying.
  • Please refer to "Conditions of Employment."
  • U.S. Citizens and U.S. Nationals

The experience may have been gained in either the public, private sector or volunteer service . One year of experience refers to full-time work; part-time work is considered on a prorated basis. To ensure full credit for your work experience, please indicate dates of employment by month/day/year, and indicate number of hours worked per week on your resume.

This position is located in the Correspondence Unit, Communication and Marketing Division, Office of Business Development, Office of Operations. The Correspondence Unit functions in a customer service capacity for various internal and external clients such as Office of Housing Program Offices staff, the public and other Federal agencies external clients. The Correspondence Unit ensures compliance, provides training, and coordinates for both the correspondence and Freedom of Information Act (FOIA) policies, procedures, and processes for the entire Office of Housing. This program support includes both headquarters; 14 program offices and over 50 divisions, as well as coordinating the research and response for those headquarters requests that involve regional and field offices. Correspondence and FOIA processing and reporting encompass the entire Office of Housing organization. Coordination to and among these offices and divisions and the immediate office of the Assistant Secretary is complex and demands continuous attention, effective communication, and detailed recurring reports.

The official duty station for this position will be in Washington, DC. Failure to report to duty at this location may be grounds for a disciplinary action, including removal.


You must meet the following requirements within 30 days of the closing date of this announcement.

For the GS-11: You must have one year of specialized experience at a level of difficulty and responsibility equivalent to the GS-09 grade level in the Federal service. Specialized experience for this position includes:

- Participating in efficiency studies and recommending changed or improvements in organization, staffing, work methods and/or procedures; AND
- Analyzing administrative policies and programs; AND
- Researching and investigating new or improved business and management practices for application to programs or operations;


You may substitute education for specialized experience as follows:
- Ph.D. or equivalent doctoral degree;
- 3 full years of progressively higher level graduate education leading to such a degree;
- LL.M., if related;
- You may qualify by a combination of experience and education.

In addition to the above requirements, you must meet the following time-in-grade requirement, if applicable:
For the GS-11, you must have been at the GS-09 level for 52 weeks.

Time After Competitive Appointment:
Candidates who are current Federal employees serving on a non-temporary competitive appointment must have served at least three months in that appointment.


Additional information

- We may select from this announcement or any other source to fill one or more vacancies.
- Relocation expenses will not be paid
- Recruitment incentive may be offered.
- This is a Bargaining Unit position.
- This position is Non-Exempt from the Fair Labor Standards Act (FLSA).
- HUD offers alternative and flexible work schedules.

- A one year probationary period may be required.
- Must successfully complete a background investigation.
- Complete a Declaration for Federal Employment to determine your suitability for Federal employment, at the time requested by the agency
- If you are a male applicant born after December 31, 1959, certify that you have registered with the Selective Service System or are exempt from having to do so.
- Have your salary sent to a financial institution of your choice by Direct Deposit/Electronic Funds Transfer.
- Go through a Personal Identity Verification (PIV) process that requires two forms of identification from the Form I-9. Federal law requires verification of the identity and employment eligibility of all new hires in the U.S.

HUD employees are subject to a number of government-wide and HUD specific ethics laws and regulations, including restrictions on outside employment. To review applicable ethics rules, please visit

How You Will Be Evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

Your application includes your résumé, responses to the online questions, and required supporting documents. Please be sure that your résumé includes detailed information to support your qualifications for this position; failure to provide sufficient evidence in your résumé may result in a "not qualified" determination.

Your application will be evaluated in the following areas: Communication, Technical and Analytical. Your application will be rated and ranked among others, based on your responses to the online questions, regarding your experience, education, training, performance appraisals and awards relevant to the duties of this position. Your rating may be lowered, if your responses to the online questions are not supported by the education and/or experience described in your application.

Referral: If you are among the top qualified candidates, your application may be referred to a selecting official for consideration.

If you are a displaced or surplus Federal employee (eligible for the Career Transition Assistance Plan (CTAP)/Interagency Career Transition Assistance Plan (ICTAP) ),you must receive a rating of at least 84 out of 100 to be rated as well qualified to receive special selection priority.

To preview questions please click here .

Background checks and security clearance

Security clearance
Not Required

Drug test required

Required Documents

A complete application includes 1. A résumé, 2. Vacancy question responses, and 3. Submission of any required documents. Please note that if you do not provide all required information, as specified in this announcement, you may not be considered for this position (or may not receive the special consideration for which you may be eligible).

All applicants are required to submit a résumé either by creating one in USAJOBS or uploading one of their own choosing. (Cover letters are optional.) To receive full credit for relevant experience, please list the month/date/year and number of hours worked for experience listed on your résumé. We suggest that you preview the online questions, as you may need to customize your résumé to ensure that it supports your responses to these questions. Please view résumé tips .

CURRENT AND FORMER EMPLOYEES -- Documentation Relating to Your Federal Employment:
- Submit a copy of your SF-50 (Notification of Personnel Action) showing competitive service as Tenure 1 or 2 (Block 24), Position Occupied as 1 - Competitive Service (Block 34), current Grade (Block 18) and Salary (Block 20). Typically Award SF-50s do not provide the required information. If the full performance level of your position is different from the grade indicated in Block 18, please provide proof of the full performance level.
- If your highest permanent grade is different from your current grade, submit a copy of an additional SF-50 showing that grade.
- If you are currently on a Veterans' Recruitment Appointment (VRA), submit a copy of an SF-50 indicating that type of appointment. Also, you must submit a copy of your DD214 or other documentation showing dates of service and type of discharge and any other applicable documents such as SF-15, VA letters, etc.

Performance Appraisal (ALL APPLICANTS):
Submit a copy of all pages of your most recent completed annual performance appraisal, dated within the last 12 months, that includes the final rating. In cases where the performance appraisal is more than 12 months old, incomplete or unavailable, you must attach a written explanation of the reasons.

If you are applying under a special hiring authority (e.g. Military Spouses, Interchange Agreement, VEOA, VRA, Schedule A Disability, etc.), please see applicant guide for required documentation . In order to be eligible under one of these authorities, you must submit all required documentation as outlined in the applicant guide.

CAREER TRANSITION ASSISTANCE PLAN (CTAP/ICTAP) DOCUMENTATION: If you are a displaced or surplus Federal employee, click CTAP/ICTAP for eligibility and a detailed list of required documents.

EDUCATION DOCUMENTATION: For positions with an education requirement, or if you are qualifying for this position by substituting education or training for experience, submit a copy of your transcripts or equivalent. An official transcript will be required if you are selected.

A college or university degree generally must be from an accredited (or pre-accredited) college or university recognized by the U.S. Department of Education. For a list of schools which meet these criteria, please refer to Department of Education Accreditation page .

If you are qualifying based on foreign education, you must submit proof of creditability of education as evaluated by a credentialing agency. Refer to the OPM instructions .

If you are relying on your education to meet qualification requirements:

Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education .

Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.

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