Executive Secretariat (ExecSec)

Information by State  Print version   Related Information More Admin offices.

	Organizational chart
	Who we are
	What we do
	Who we serve
	What we have accomplished
	How we operate
	How to contact us

Who We Are

The Executive Secretariat serves the Secretary, Deputy Secretary, and all departmental offices nationwide and is the Department's central point of control and coordination for correspondence to and from the Secretary and the Deputy Secretary, as well as other correspondence received in Headquarters from the Congress and elected officials. Some additional correspondence is handled, as appropriate. The office receives, examines, assigns, distributes, and tracks controlled correspondence and maintains files for subsequent retirement and physical transfer to the National Archives and Records Administration for preservation as a permanent, institutional history. ExexSec has a staff of 29 people working in areas of analysis, records management, mail management, and Freedom of Information Act.  All correspondence is controlled and tracked through the Correspondence Tracking System (CTS); and all FOIAs are tracked through the FOIA Management System (FMS2), HUD’s official FOIA management system.  [Back to top]

What We Do

As the central coordinating point for correspondence in the Department, our daily responsibilities include the following:

• Providing departmental leadership in developing and maintaining high quality correspondence;
• Communicating editorial standards to all offices of the Department through publication of the Departmental Correspondence Handbook, training, and other means;
• Providing advice and assistance to HUD offices regarding the preparation and processing of correspondence;
• Ensuring proper, expeditious, and coordinated action on all correspondence and communications to or from the Secretary or the Deputy Secretary;
• Reviewing, for completeness and conformity with established correspondence policies and guidelines, all correspondence and communications prepared for the signature of the Secretary or Deputy Secretary;
• Facilitating and monitoring the progression of official correspondence for signature or action by the Secretary or Deputy Secretary, distributing or dispatching final products, as appropriate;
• Enforcing correspondence deadlines established by the Secretary or Deputy Secretary and notifying offices when correspondence is (or is about to become) overdue;
• Maintaining and archiving records of all correspondence controlled by the Executive Secretariat;
• Serving as liaison on procedural, correspondence-related matters with staff of the White House, congressional offices, other government departments and agencies;
• ExecSec is also the central processing point for all FOIA requests; and
• Carrying out ad hoc assignments from the Secretary or Deputy Secretary.   [Back to top]

Whom We Serve

The Executive Secretariat serves the Secretary, Deputy Secretary, and all offices of the Department at Headquarters and in the field.

Our office communicates with all organizations within the Department via CTS and FMS2, email, facsimile, and telephone.  We interact with the White House, other government agencies, and private citizens regarding HUD issues and the status of correspondence.   [Back to top]

What We Have Accomplished

• Revised the HUD Correspondence Handbook to comply with current editorial standards and guidelines, and trained HUD staff on how to use the handbook;
• Established an Overdue Correspondence Report that shows the amount of outstanding correspondence by program office.  The report is posted on hud@work and is accessible to all program offices.  It has contributed greatly to the reduction of overdue responses to incoming correspondence.   [Back to top]

How We Operate

• FOIA Management System (FMS2)
• Correspondence and Action Tracking System (CATxpress)
• Total Estimation and Allocation Mechanism (TEAM)

How To Contact Us