STATE OF OREGON
POSITION DESCRIPTION This position is:
AGENCY: OREGON HOUSING AND COMMUNITY SERVICES (X) Classified
What We Do Matters! ( ) Unclassified
DIVISION: Housing Division ( ) Executive service
SECTION: Housing Finance Section ( ) Mgmt Svc-Supervisory
( ) Mgmt Svc-Managerial
( ) Mgmt Svc-Confidential
(X) New ( ) Revised 04/01/09
SECTION 1. POSITION INFORMATION
a. Class Title: Program Analyst 3 b. Class No.: C0862
c. Date Established: March 1 , 2010 d. Position No.: 0001.239
e. Working Title: Neighborhood Stabilization Program
(NSP)) Analyst f. Agency No.: 91400
g. Work Unit: Home Ownership Section h. Budget Authorization No:
i. Employee Name: j. Representation Code: OA
k. Work Location (City-County): Salem – Marion l. Supervisor Name: Roberto Franco
m. Position: ( ) Permanent (X) Limited Duration (X) Full Time ( ) Part Time
n. FLSA: ( ) Exempt If Exempt: ( ) Executive o. Eligible for Overtime: (X) Yes ( ) No
(X) Non-Exempt ( ) Administrative
( ) Professional
SECTION 2. PROGRAM/POSITION INFORMATION
a. Describe the program in which this job exists. Include program purpose, who's affected, size, and scope. Include
relationship to agency mission.
Oregon Housing and Community Services (OHCS) is the state's affordable housing finance agency and community
services program administrator. OHCS provides financial and program support to create and preserve quality,
affordable housing for Oregonians of lower and moderate income. The department administers federal and state
programs that support antipoverty, homeless, energy assistance, and community services. The OHCS mission:
"Provide leadership that enables Oregonians to gain housing, become self-sufficient, and achieve prosperity."
Oregon Housing and Community Services Department biennial budget is over $2 billion, of which the major
component is non-limited and relates primarily to debt issuance, loan purchase activities, and federal rent subsidy
assistance. The budget includes approximately $366.8 million in limited special payment authority and $34.4 million
for department operating costs. OHCS is authorized to issue $100 million in General Obligation Bonds and $600
million in direct revenue bonds. The Department is also authorized to issue $250 million in pass-through revenue
bonds. The combined statutory and constitutional limit on outstanding debt for the Department is $5 billion. OHCS
is a major component of the State of Oregon's financial strength and assigned bond ratings.
The Housing Division (Housing) is one of five divisions within the department. This position is located in the Home
Under the Housing and Economic Recovery Act of 2008, the U.S. Department of Housing & Urban Development
(HUD) has allocated $19.6 million for a Neighborhood Stabilization Program (NSP) to the State of Oregon. Oregon
Housing and Community Services is the grantee and recipient of the grant funds. OHCS is responsible for
administering the grant according to the guidelines outlined in the Federal Register. The funds are intended to
stabilize neighborhoods by providing funds to subgrantees to buy abandoned or foreclosed homes; redevelop
demolished or vacant properties; demolish or rehabilitate abandoned, foreclosed or blighted properties; offer down
payment and closing cost assistance to low- to moderate-income homebuyers or reuse properties for affordable
rental housing. This position within OHCS administers the NSP Program, and takes the lead for the grant
implementation throughout Oregon.
Under the American Recovery Act of 2009, HUD awarded $6,829,635 to Oregon Housing and Community Services
for the implementation of the Neighborhood Stabilization Program (NSP2). Oregon Housing and Community
Services is the lead and administrative agency for a consortium of communities who will carry out the eligible
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activities of the NSP. Although the geographic coverage of the NSP2 is more restricted than the first round of
funding, the rules, funding requirements and expectations are similar in nature.
b. Describe the primary purpose of this position, and how it functions within this program. Complete this statement:
The primary purpose of this position is to:
Plan, manage and evaluate the Neighborhood Stabilization Program (NSP) by giving consultative advice to
agency staff, other state agencies, local government and community organizations. The person in this position
will collaborate with other state agencies, government and community organizations and private businesses to
plan NSP services, establish program funding and maximize resources. This person will develop program
standards that must be followed to obtain NSP funding and will work with other state agencies, government and
community organizations to gain agreement on acceptable operations procedures and use of resources or to
develop new strategies for program funding. The person in this position will also monitor sub recipients to be
sure they are following program guidelines as well as federal and state rules and regulations.
This position serves as an authority on the use and applicability of NSP funds, the applicability of federal
programs and requirements such as the Community Development Block Grant (CDBG), and other federal and
state grant and contract requirements.
SECTION 3. DESCRIPTION OF DUTIES
List the major duties of the position. State the percentage of time for each duty. Mark "N" for new duties or "R" for
revised duties. Essential duties are indicated with an “E”.
% of time N/R DUTIES
40% E N Program Development
Establish Neighborhood Stabilization Program (NSP) guidelines, administrative rules, and structure based on
new or revised statute and federal guidelines. Evaluate and recommend program priorities and strategies to
achieve state program goals or to meet funding requirements. Determine program priorities and direction; solve
operational problems and develop options to improve operations. Study program operations to revise guidelines
for use by other public and community organizations to create their own policies and procedures. Design
service delivery processes and procedures for the NSP. Research and evaluate information on standards of
practice and service delivery. Establish priorities and objectives to accomplish goals through use of practices
and services. Develop incentives to encourage program participation. Recommend legislative concepts to
expand or revise program operations. Write administrative rules and policies based on new legislation that
guide program operations. Monitor federal budget process to maintain current information on available federal
funding. Guide agency staff or members from other organizations in methods of developing applications for
financial assistance. Research and identify program related grant funding; develop complex grant applications
30% E N Program Administration
Track NSP related legislative bills and federal directives; testify to committees on affects of proposed legislation;
respond in writing and in person to legislative requests for information and report on program progress. Assist in
developing plans based on the needs of program recipients. Give technical assistance on changes or
improvements to program objectives, using facilities and staff to best advantage, redirecting program services in
more productive areas, developing and installing reporting systems. Monitor progress of state and partner
organizations; collaborate with program representatives to develop plans that increase program effectiveness.
Collect information and report on program progress through federal or state required reporting systems such as
the Disaster Recovery Grant Reporting System (DRGR), or the Integrated Disbursement and Information
System (IDIS) Identify barriers to program participation and design strategies to eliminate barriers. Meet with
members from other organizations to help them identify the service population needs, and plan the types of
activities which will best meet those needs.
15% E N Program Evaluation
Evaluate NSP service problems or successful operational practices, and adapt procedures to improve program
operations. Conduct follow-up program evaluation for NSP funding approval; suggest changes in operating
procedures or practices; revise NSP plans or budgets to allow for additional resources. Evaluate NSP
operations, quality of systems and program resources; develop or prioritize resources to improve operations or
implement new program policy. Recommend modifications to NSP operations to support new or changing
program priorities; identify and resolve systems that conflict in areas of shared responsibilities. Develop or adapt
NSP guidelines and standards. Review NSP plans from other jurisdictions to decide compliance with statutory
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requirements; determine extent to which agencies properly use resources. Negotiate changes in conditions or
systems; approve proper methods of administration to bring the plans or proposals into consistency with
requirements. Evaluate agency agreements for compliance or for ways to improve NSP service delivery.
10% E N Building Collaborative Partnerships
Develop and maintain relationships with members from local agencies, community organizations and various
program stakeholders; foster collaborative community-based projects to implement NSP services. Develop
promotional and communication plans designed to maintain positive relationships with the public, program
stakeholders, other agencies and related service programs. Develop strategies for leveraging funding and
minimizing financial risk to the state and partner program agencies. Solve problems and issues by coordinating
actions across organizational lines. Represent the state on local and national work groups related to the NSP.
05% Other duties as assigned.
SECTION 4. WORKING CONDITIONS
Describe any on going working conditions. Include any physical, sensory, and environmental demands. State the
frequency of exposure to these conditions.
Work involves a combination of in-house and on-the road duties. Office work will typically be performed in an office
setting with use of extensive computer and phone technology for communication. The job also involves visits to, and
contacts with, local government, state agencies, community interest and citizen groups, and other outside contacts.
Some travel, evening and weekend work will be required. The position requires a persistent ability to balance and plan
for many competing demands while completing required work on schedule and meeting deadlines. The job may involve
personal, written and phone contact with individuals and organizations that may be opposed to, or hostile toward
Department positions or state regulations. Driving is required. Incumbent must have a valid Oregon Driver’s License
and an acceptable driving record.
SECTION 5. GUIDELINES
a. List any established guidelines used to do this job, such as state or federal laws or regulations, policies, manuals or
Housing and Economic Recovery Act of 2008; Title I of the Federal Housing and Community Development Act of
1974, as amended; other federal laws and regulations tied to implementation of programs by the state; policy
interpretations issued by the U.S. Department of Housing and Urban Development (HUD) for Consolidated
Housing and Community Development Plans, the Community Development Block Grant (CDBG) Program and
the Neighborhood Stabilization Program (NSP).
American Recovery Act of 2009 (Recovery Act); policy interpretations issued by the U.S. Department of Housing
and Urban Development (HUD) for Consolidated Housing and Community Development Plans, the Community
Development Block Grant (CDBG) Program and the Neighborhood Stabilization Program 2 (NSP2).
Oregon Revised Statutes (ORS)
Oregon Administrative Rules (OAR)
Division Policies and Procedures
Attorney General’s Model Rules
b. How are these guidelines used?
Extensive knowledge of the above guidelines is needed to perform the daily demands of this job. Federal regulations
and State statutes are researched, interpreted and used to monitor loan and grant activities. Administrative rules, model
rules and policies and procedures are referred to answer complex questions, address specific situations and provide
program services to program recipients.
The preceding guidelines will be used to involve interested persons or outside organizations in development of projects
affecting their organization or group. Establish and maintain harmonious relationships applying general rules,
regulations, standards and guidelines to specific technical problems, agency staff, other government jurisdictional
employees, stakeholders, and representatives of special interest groups.
Word processing, spreadsheet and other instruction manuals are used to provide information and to accomplish special
projects as assigned by Section Manager. Department rules, policies and procedures are used to provide guidelines
and authority for this position to interact with other agency personnel over whom this position has no line authority.
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SECTION 6. WORK CONTACTS
With who outside of co-workers in this work unit, must this employee in the position regularly come in contact?
Who contacted How Purpose How often
Federal/State/Local Government Telephone, letters, Provide program information; eligibility & Daily/annually/as needed
officials; agency staff; program personal visits & e- program implementation, project
recipients, lenders, real estate agents, mails monitoring, address issues, policies and
title and escrow staff, and public proposed legislation
Internal staff Telephone, e-mail, & Program administration, marketing, Daily/As needed
personal visits accounting & planning, project assessment
& recommendations, strategic planning &
State & Federal Legislators, Advocacy Telephone/Letters/ Provide program information, address As needed
Groups, Public e-mails/personal issues, policies and proposed legislation
HUD Letters, person visits, Regulatory oversight & compliance Monthly/Annually/As
phone & e-mail needed
SECTION 7. JOB-RELATED DECISION MAKING
Describe the kinds of decisions likely to be made by this position. Indicate effect of these decisions where possible.
This position independently makes decisions affecting program recipients and the Housing and Community Services
Department. The person in this position must interpret applicable state and federal statutes and regulations in response
to questions and situations, advises management on project management, review and approve/decline cash requests
related to projects and makes final project closeout determinations. The person in this position must be knowledgeable
of NSP and CDBG, Programs, grant contracts and all Federal and State regulations relative to the administration of the
NSP and CDBG Programs. Incorrect decisions made can negatively impact program recipients, the State’s ability to
remain in compliance with Federal Regulations pertaining to the NSP and CDBG Programs, which could negatively
impact the future of these programs and could reflect on the reputation of the Housing and Community Services
Department and the State of Oregon.
Recommend new policy or amendments to existing policy and procedures in response to changes in laws or regulations,
or to resolve identified weaknesses. Implementation of these recommendations by senior management and staff affects
the daily administration of department services and long-term program direction and strongly impacts the department’s
relationship with internal and external “customers” including; local governments and partners, and the ability to
successfully accomplish program goals.
Consequences of decisions could mean the difference between smooth, consistent, and legal administration of the
resources entrusted to the department and an operation that is out of control and thus causes major difficulties for the
department up to and including the recapture of grant funds.
Other decisions must be made on a daily basis about a variety of questions raised by staff on technical and policy
matters for each department resource. Responses require interpretation of statutes and regulations, judgement as to
whether decisions will set desirable precedents and assessment of the impact of various alternatives. These decisions,
which are made both independently and in consultation with the manager affect compliance with federal and state
regulations, consistent treatment of grant and loan recipients, and correct disbursement of state funds.
SECTION 8. REVIEW OF WORK
Who reviews the work of this position?
Classification Title Position No. How How often Purpose of review
The Single Family Section Manager (PEM/D, 0000.931) interacts daily with this position and provides guidance and
supervision, but with numerous independent projects and work expected of this position. This position will require sound,
professional high quality decision making abilities with significant independent decision making authority.
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SECTION 9. OVERSIGHT FUNCTIONS
a. How many employees are directly supervised by this position? 0
How many employees are supervised through a subordinate supervisor? 0
b. Which of the following activities does this position do?
( ) Plans work ( ) Responds to grievances ( ) Coordinates schedules
( ) Assigns work ( ) Disciplines and rewards ( ) Hires and discharges
( ) Approves work ( ) Recommends hiring ( ) Gives input for performance evaluations
( ) Prepares and signs evaluations
SECTION 10. ADDITIONAL POSITION-RELATED INFORMATION
Vision: All Oregonians have housing that meets their needs.
Communication - We value transparent, honest, and respectful communication among all staff and with our partners.
Partnerships - We value our partners and our common expectation for excellence.
Customer Service - We value our customers by honoring our commitments to them.
Leadership - We value visionary leadership among all, encouraging innovative solutions to secure future opportunities.
Teamwork - We value teamwork, interdependence, and cohesiveness as fundamental to achieving our mission.
Workforce - We value the expertise and diversity of our workforce and provide support through teamwork, training, and
Innovation - We value entrepreneurial thinking, creative actions, the results of lessons learned, and the celebration of
Stewardship - We value practices that optimize the benefits of current and future resources entrusted to us.
The individual in this position must perform position duties in a manner which promotes customer service and
harmonious working relationships, including treating all persons courteously and respectfully; actively engage in and
promote a positive work environment; develop good working relationships with agency personnel and with appropriate
external partners; identify and resolve problems in a constructive manner; demonstrate openness of constructive
feedback and suggestions; and contribute to a positive, respectful, and productive work atmosphere creating a positive,
productive environment focused on results.
Regular attendance is an essential function required to meet the demands of this job and to provide necessary
ADDITIONAL REQUIREMENTS: List any knowledge, skills, certificates and licenses needed at time of hire that are not
already required in the classification specification:
This position is critical in administering the NSP by providing technical expertise and acting as the Departments
representative in enacting the Neighborhood Stabilization Program. This requires extensive technical knowledge of
housing and housing issues for very low, low and moderate income Oregonians; an understanding of the CDBG
program; and the ability to interpret complex State statutes and federal regulations. This position must be able to present
technical and complex information to program participants, eligible applicants, the general public and others in graphic
and text form understandable to lay people. The person in this position must be ready to act as a troubleshooter to help
resolve issues quickly and efficiently for department staff and customers. This position must also have a basic
knowledge of other Department loans, grants, and tax incentive programs that may be used in conjunction with the NSP
BUDGET AUTHORITY: If this position has authority to commit agency operating money, indicate the following:
Operating Area Biennial amount ($ 0,000,000.00) Fund type
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SECTION 11. ORGANIZATIONAL CHART
Attach a current organizational chart. Be sure the following information is shown on the chart for each position:
classification title, classification number, salary range, employee name, and position number.
SECTION 12. SIGNATURES
EMPLOYEE SIGNATURE DATE SUPERVISOR SIGNATURE DATE
APPOINTING AUTHORITY SIGNATURE DATE
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