Staff Assistant

Job Summary

This Staff Assistant position is located in the Department of Housing and Community Development (DHCD), Single Family Residential Rehabilitation Program. DHCD's mission is to produce and preserve opportunities for affordable housing and economic development and to revitalize underserved communities in the District of Columbia.

The incumbent is responsible for providing comprehensive administrative, technical, and program support to ensure the efficient operation of the office and the successful execution of program activities. This includes managing the flow of inquiries and correspondence, determining appropriate actions, and maintaining accurate control records and documentation. The incumbent ensures that all required print and electronic records are properly organized, reviewed, and filed, and delivers timely, professional, and customer-focused service to internal staff, external partners, and all program stakeholders.

Duties And Responsibilities

• Responds to a variety of inquiries requiring technical knowledge and refers other inquiries to appropriate office staff or to other organizations, as required.
• Handles various requests for information and resolves or assists in resolving a variety of conflicts that may arise.
• Receives and screens incoming correspondence and determines appropriate action, taking necessary action personally or referring to supervisor/appropriate staff.
• Maintains control records on incoming correspondence and action documents and follows up on work in process to ensure timely reply or action.
• Performs administrative, program, and technical work to support the assigned program and its operations, applying broad technical and administrative procedures.
• Prepares, receives, reviews, and verifies office documents.
• Maintains office records, locates and compiles data/information from files for report development.
• Keeps a project calendar and informs staff of deadlines, other important dates, and similar administrative support work.
• Receives requests for information from other offices concerning programs under supervisor's control.
• Composes general correspondence pertaining to administrative matters (e.g., letters, memoranda, reports, etc.).
• Reviews correspondence and documents for correct format, grammar, punctuation, and special policy requirements for supervisor's or high-level managers' signature.
• Coordinates corrective action with the appropriate official or office when errors are identified.
• Serves as liaison between the supervisor and departmental employees, providing timely, accurate, and current information.
• Coordinates the submission of various reports and data (progress, status, fiscal, budgeting) to ensure fulfillment of established program requirements.
• Reconciles monthly reports in an automated data management system, when necessary.
• Provides guidance and recommendations on procedural and policy requisites for regulatory reporting.
• Provides general administrative information to employees on current program issues and changes.
• Develops and revises staffing patterns to ensure personnel effectiveness in carrying out their mission.
• Utilizes a personal computer for basic typing, storing, or retrieving information.

Qualifications And Education

Specialized Experience – At least one (1) year of specialized experience equivalent to at least the next lower grade level, equipping the applicant with the particular knowledge, skills, and abilities to successfully perform the duties of the position.

Licenses and Certifications

None required.

Working Conditions/Environment

Work is generally performed in an office setting.

Promotion Potential

No known promotion potential.

Other Significant Facts

• Tour of Duty: Monday – Friday 8:15 a.m.- 4:45 p.m.
• Pay Plan, Series, Grade: CS-0301-11
• Collective Bargaining Unit: This position is in the collective bargaining unit represented by AFGE Local 2725 and may require an agency service fee (dues) through direct payroll deduction.
• Position Destination: Deemed Security Sensitive, subject to enhanced suitability screening including criminal background and consumer credit checks.

Key skills/competency

• Administrative Support
• Program Support
• Correspondence Management
• Record Keeping
• Technical Assistance
• Office Operations
• Data Compilation
• Liaison Services
• Report Coordination
• Policy Compliance