Attachment C - Position Description.pdf

Staff Augmentation Support Services Appendix A – Position Descriptions Page 1 of 9

Appendix A

POSITIONS DESCRIPTIONS

OFFICE OF CREDIT RISK MANAGEMENT

STAFF AUGMENTATION - SUPPORT SERVICES

OVERALL POTENTIAL PERSONNEL NEEDS:

Positions:

• Administrative Assistant I

• Administrative Assistant II

• Administrative Assistant III

• Financial Analyst

• Program Analyst I

• Program Analyst II

• Program Analyst III

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POSITION DESCRIPTION: Administrative Assistant I, Administrative Assistant II, Administrative Assistant III GS Level Equivalent: GS-3/4/5

ADMINISTRATIVE ASSISTANT I

DUTIES:

• Under close supervision, performs a variety of routine clerical, reception, administrative and secretarial duties to assist senior and professional members of Department or Office.

• Uses computer and software applications to accurately type and edit basic correspondence; enter data; retrieve data; search databases; conduct research; create documents; and send emails.

• Processes various documents, ensuring that all necessary forms are complete and accurate.

• Answers and routes telephone calls: appropriately greets caller, assesses situation.

Takes accurate messages

• Assists the public and/or employees at front counter: appropriately greets visitors;

answers routine questions; locates documents; fills out forms; makes copies.

• Displays a clear attitude of customer service.

• Processes incoming and outgoing mail.

• Prints, copies, assemble, distribute and files documents and maintains files.

• Schedules appointments and maintains monthly calendar; schedules meetings and meeting rooms.

• Attends meetings to take and transcribe notes.

• Maintains supplies; maintains and stocks office forms.

• Interacts with other Offices and Departments and outside organizations to obtain and provide information.

• May prepare and arrange for publication of agendas and legal notices.

• Reviews all work products to ensure highest level of quality.

• Performs other duties of a similar or related level as necessary or assigned

Recommend: High School Diploma or higher from an accredited institution

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ADMINISTRATIVE ASSISTANT II

DUTIES:

• Under minimal supervision, performs all essential functions of the Administrative Assistant I.

• Develops office forms and procedures.

• Improves and updates filing system.

• With some supervision, composes letters, reports, newsletters and other documents.

• Creates spreadsheets.

• May perform routine bookkeeping tasks.

• May create PowerPoint and other formal presentations.

• May take minutes at meetings.

• Performs other duties of a similar or related level as necessary or assigned.

Recommend: High School Diploma or higher from an accredited institution

ADMINISTRATIVE ASSISTANT III

DUTIES:

• Performs all essential functions of the Administrative Assistant II.

• Under minimal supervision, performs highly complex clerical, administrative and secretarial duties to assist senior and professional members of Department or Office.

• Assists customers and/or employees with difficult and/or complex transactions.

Assists customers with regulatory compliance issues.

• Conducts complex research and processes complex documents in specialty areas.

• Composes correspondence, reports, memoranda and other materials requiring independent judgment as to content, accuracy and completeness

Recommend: Associates Degree or higher from an accredited institution

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POSITION DESCRIPTION: Financial Analyst GS Level Equivalent: GS-11/12

INTRODUCTION:

Serves as Financial Analyst and technical advisor. Independently performs a variety of evaluations and analyses regarding the eligibility and qualifications of SBA lenders. Evaluates lender performance on an ongoing basis to ensure risks to SBA loan portfolio are reflected to SBA management accurately, appropriately and in a timely manner. Provides operational guidance and assistance to stakeholders (both internal and external). Provides guidance and direction to SBA Office of Credit Risk Management regarding the Agency’s policies and procedures relative to the Delegated Authority process and Desktop Reviews. Develops and recommends to the Supervisory Financial Analyst procedural and policy changes and enhancements. Provides program oversight and administers management control systems and processes to ensure participants adhere to established Agency policy and procedures. This position is to conduct lender oversight activities for all the Agency’s Lending partners and portfolio; and carry out policy, program and portfolio analysis of SBA loan program portfolios.

DUTIES:

• Formulates and recommends policies and procedures with respect to SBA’s Delegated Authority and Desktop Review program.

• Plans, coordinates, and initiates activities to complete the processing of Delegated Lender analysis and Desktop Reviews.

• Develops evaluations and analyses of a lender’s eligibility to obtain or retain Delegated Authority through the assessment of qualitative and quantitative factors.

• Conducts financial and statistical analyses and evaluations of SBA lender performance and develop work papers and reports detailing the results of the financial analyses.

• Identifies operational weaknesses and deficiencies in the Agency's delivery of Delegated Authority and Desktop Reviews, formulates and recommends policies and procedures to improve those weaknesses, and implements enhancements to increase the program's efficiency and effectiveness.

• Incumbent may be also assigned other administrative duties and responsibilities or to assist with other Credit Risk Management functions within the Office of Credit Risk Management.

• Comprehensive knowledge of concepts, principles, theories, and practices of

Appendix A – Position Descriptions Page 5 financial structure, credit risk, business management operations, liquidation issues, and SBA lending policies and procedures sufficient to serve as an expert in financing and in development of SOPs, procedures, and other types of formal instruction.

• The incumbent must have a practical knowledge of accounting and computer systems.

• Incumbent must be skillful in identifying which data are needed for program development, implementation, direction, management, monitoring and evaluation purposes. In addition to identifying data, incumbent must have the skills needed to develop these data and be able to systematically organize, collate and summarize these data into succinct, accurate and effective reports and charts for effective management oversight and program/lender/SBA office evaluation purposes.

• Ability to make oral and written presentations clearly, concisely, and effectively.

• Develop work product, recommendations, and suggestions that are relied on as technically correct. Complicated work is reviewed for agreement with overall policies, attainment of objectives, and due dates.

• Use resourcefulness and experienced judgment in devising new techniques, developing methods, or significantly departing from established practices, as required by unique conditions and the broad range of situations, practices, and operations. Substantial deviation from precedents is encouraged in order to development more effective methods.

• Develop standards, methods, and procedures with respect to new programs and legislation affecting established programs.

• Analyze and isolate variables in order to identify individual factors and to interrelate and correlate financial and accounting variables and processes, as well as the underlying financial principals, in order to plan, develop, execute, and evaluate lender program requirements and to draw correct conclusions from the data evaluated.

Frequently, the analyst must extend or adapt existing methodology due to shifting variables and the lack of specific guidance or precedent.

• Provide expert technical experience and assistance in the conduct of special analyses and reviews of the Small Business Administration (SBA) portfolios and lender oversight programs including delegation of authority. Evaluates SBA portfolios on an ongoing basis to ensure risks to the SBA loan portfolio are reflected accurately and appropriately.

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• Prepare analyses to identify current and emerging risks to SBA’s loan portfolio, and prepare reports for senior management to help understand risk. Incumbent is responsible for recommending delegation of authority, portfolio of lenders monitoring, and oversight, including scheduling lender renewals, reviews, analyzing results, identifying required actions and following-up to ensure completion.

• Incumbent reviews reports and/or examinations reports prepared by contractors for quality assurance and regulatory compliance and issuance and for oversight, monitoring and supervisory purposes. Work with the contractor to ensure the monthly, quarterly, and annual deliverables are received by SBA in a timely fashion; reviews lenders federal and state regulators’ enforcement actions, formal/informal agreements, mergers and acquisitions; and review and revise the monthly and quarterly reports. Ensures lender’s lending activities and regulatory issues comply with rules prescribed under the standard operating procedures for each program.

Recommend: Bachelor’s degree or higher from an accredited institution

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POSITION DESCRIPTION: Program Analyst I, Program Analyst II and Program Analyst

III

GS Level Equivalent: GS-10/11/12

INTRODUCTION:

Serves as Program Analyst in the Small Business Administration (SBA) Office of Credit Risk Management whose mission is to help make capital available through banks and other lending partners to small businesses. Under direction, Program Analyst performs a variety of support services to include project coordination, evaluations and analyses necessary to support assessing the effectiveness of SBA capital access programs. This position will support OCA program offices responsible for ongoing capital access programs and oversight activities.

DUTIES:

• Identify, compile and analyze key data through a variety of planning and evaluation tools;

• Develop measurements of productivity and effectiveness through compiling matrix data and maintaining dashboards for various OCA projects;

• Assist in conducting financial reporting for various OCA lending and lender oversight programs;

• Perform management analysis to determine compliance with organizational procedures, sound management practices, and effective utilization of staff;

• Coordinate and track multiple actions required to execute assigned projects;

• Prepare and make presentations; and

• Develop work papers and reports.

Position Requirements:

The Program Analyst will identify and develop information required for use in the management of OCA programs, including analyzing program requirements, developing reporting, gathering data, performing cost-benefit analysis and documenting systems requirements.

The analyst will be responsible for developing conclusions, presentations, and white papers and make recommendations that affect long-range planning and performance. He / she will analyze and evaluate quantitative and qualitative information and data to maximize the effectiveness of programs.

Specific Job Skills:

• Proficiency with MS Office tools (Word, PowerPoint, Excel);

• Strong oral and written communication skills;

• Accomplished in cost benefit, payback, ROI and other financial reporting;

• Dashboard creation and reporting; and

• Data management.

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Recommended Education:

Bachelor’s degree or higher in Business Administration or other related field from an accredited institution.

Program Analyst I (GS-10 Level Equivalent):

Qualifying experience for the Program Analyst I includes at least two (2) years of specialized experience which has equipped the applicant with the knowledge, skills and abilities to perform successfully the duties of the position as outlined above. For this position, “specialized experience” consists of support, under close guidance by government lead, in the following areas:

• Researching and analyzing issues for their impact on program operations;

• Conducting data collection and queries, and performing qualitative/quantitative data analysis of performance measurements - including indicators and outcomes – to determine program effectiveness;

• Identifying changes to policies, standards and processes that improve program operations;

• Preparing reports that capture the status of program effectiveness; and

• Assisting with performance monitoring of tasks, schedules and budgets.

Program Analyst II (GS-11 Level Equivalent):

Qualifying experience for the Program Analyst II includes at least three (3) years of specialized experience which has equipped the applicant with the knowledge, skills and abilities to perform successfully the duties of the position as outlined above. For this position, “specialized experience” includes the above-stated GS-10 level equivalent capabilities as well as:

• Designing dashboard reports to ascertain program effectiveness;

• Development of program’s performance metrics; and

• Developing recommendations for changes to policies, standards and processes that improve program operations.

Program Analyst III (GS-12 Level Equivalent):

Qualifying experience for the Program Analyst III includes at least four (4) years of specialized experience which has equipped the applicant with the knowledge, skills and abilities to perform successfully the duties of the position as outlined above. For this position, “specialized experience” includes the above-stated GS-11 level equivalent capabilities as well as:

• Knowledge of principles, practices and functions related to capital access for American small businesses;

• Expertise in supporting budgeting and capital planning;

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• Experience in developing operating policies, procedures and guidelines;

• Demonstrated initiative in devising new plans for improving business processes and program operations; and

• Ability to independently develop comprehensive reports, studies, plans and presentations.