Duties
Major Duties: This is not an all-inclusive list
A ADMINISTRATIVE ASSISTANT, GS-0303-7, 1.Serves as the DCSLOG/G4 focal point for all personnel actions to include Performance evaluations, job announcements, and other SF-52 Actions. Maintains a register of all pending actions and suspense dates. Reviews all documents for accuracy, format, and compliance with applicable regulations. Assists division chiefs in developing justifications to fill vacant positions, creating accurate position descriptions, developing job analysis criteria, and recommending recruitment strategies. Recommends corrections regarding the Table of Distribution and Allowances (TDA). Assists division chiefs with maintaining the TDA. Participates in planning for the organizational structure, staffing of personnel, and policy issues of all divisions.
2.Provides research assistance of applicable directives from higher authority, to ensure that no conflict will result from issuance of new policy. Coordinates draft policy with other staff directorates prior to submission for final review and approval. Prepares, monitors, and maintains current and accurate appointment, policy, and delegation letters for MNARNG J4 activities. Manages correspondence, which may affect the DCSLOG/G4 or programs within the DCSLOG/G4 purview relative to the Army National Guard. Establishes controls on accountable mail and determines distribution and routing of incoming correspondence while retaining items of special importance for the personal attention of the DCSLOG/G4. Maintains office files of correspondence, directives, regulations and other information. Provides for control of all classified documents for the DCSLOG/G4. Insures that documents are properly logged and safeguarded. Schedules appointments, meetings, and distribution of files for battle rhythm events, independently, based upon Advises the DCSLOG/G4 of scheduled appointments and furnishes information from files or schedules briefings by others in preparation for scheduled meetings. Reschedules appointments when it is apparent that they cannot meet previous schedules. During supervisor's absence, refers matters to the appropriate DCSLOG/G4 division and maintains a record of events including official visitors, decisions to be made upon return, unfinished business requiring attention, and related matters. Keeps informed of the whereabouts of the DCSLOG/G4 and the Logistics Management Specialist and the Surface Maintenance Manager. Maintains constant Communication with the DCSLOG/G4 on matters of extreme importance via telephone or Email. Coordinates the Awards Program; proposes goals and objectives for Awards Program; and ensures regulatory and local personnel policy guidance is provided to all personnel. Assists division chiefs with incentive awards program rules and procedures, and in staying within established financial limits. Manages the execution of the automated performance evaluation system. Maintains suspense control on performance appraisals and ensures uploading of appraisals to the civilian personnel data system through the appropriate automated systems.
3. Serves as the training coordinator and focal point for all training classes. Monitors training requirements and ensures requested training meets regulatory requirements. Accomplishes travel arrangements for J4 Technicians through DTS Level 1, 2, and 4 for the DCSLOG/G4. Schedules and manages technician training through systems and requirements of ATARRS (Alternate), Annual Schools Trap (Alternate), and tracking and manage training matrix and completion status for all technicians (Primary). Consults with and makes recommendations to division chiefs, and supervisors on workforce development and training.
4. Works in support of the Director and Deputy Director to evaluate and recommend ways to improve the effectiveness and efficiency of work operations and programs in the directorate. Develops supplemental reports, studies, investigations, or additional data to ensure that appropriate facts are presented to the director for future evaluation and necessary management action. Advises the DCSLOG/G4 on trends and problem areas and indicates opportunities to increase the performance of DCSLOG/G4 divisions.
5. Responsible for key access control for the DCSLOG/G4 organization. Maintains security of all keys and maintains appropriate records of keys issued to personnel. Responsible for accomplishing the required semi-annual inventory of all keys. Maintains responsibility as IMO, AIM Manager, and GPC Holder for coordination and management of automation, work orders and facility CLII.
Performs other duties as assigned.
Requirements
Conditions of Employment
CONDITIONS OF EMPLOYMENT
- U.S. Citizenship is required
- Prior to appointment, an applicant must have a current completed/clear drug test
- This position is covered by the Domestic Violence Misdemeanor Amendment (30 Sep 96) of the Gun Control Act of 1968. An individual convicted of a qualifying crime of domestic violence may not perform the duties of this position.
- May be required to successfully complete a probationary period
- Irregular and overtime hours may be required to support operational requirements or contingencies.
- This position is designated as Essential Personnel and may be subject to duty in preparation for, or in response to, a state emergency or disaster declaration. This designation will not exceed 14 calendar days per year unless otherwise approved in advance by the TAG.
- The employee may be required to travel in military and/or commercial vehicles to perform temporary duty assignments.
- The incumbent of this position description must have, at a minimum, a completed National Agency Check (NAC) prior to position assignment.
- Irregular and/or overtime (compensatory) hours may be required to support operational requirements or contingencies or may be required to work hours outside of the normal duty day.
***
Federal employment suitability as determined by a background investigation*** Upon selection, individuals will undergo a background check to validate suitability for employment with the federal government as permitted by law, regulation, Presidential order or other authority. Suitability is dependent upon the particular requirements for
security clearance, sensitivity level, and DOD IT network access. Items checked include, but are not limited to all criminal history record information, employment history, education and fiscal accountability/responsibility.**
The duties and responsibilities of your job may significantly impact the environment. You must maintain awareness of your environmental responsibilities as dictated by legal and regulatory requirements, your organization, and its changing mission.
Qualifications
In order to qualify, you must meet the experience requirements described below. Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religious; spiritual; community; student; social). You will receive credit for all qualifying experience, including volunteer experience. Your resume must clearly describe your relevant experience; if qualifying based on education, your transcripts will be required as part of your application. In describing your experience, please be clear and specific. We will not make assumptions regarding your experience. Do not copy and paste the duties, specialized experience, or occupational assessment questionnaire from this announcement into your resume as that will not be considered a demonstration of your qualifications for this position.
GENERAL AND SPECIALIZED EXPERIENCE QUALIFICATIONS REQUIREMENTS:
1 year equivalent to at least next lower grade level. Experience, education, or training which indicates the candidate performed progressively responsible clerical, office, or other work that indicates ability to acquire the knowledge and skills needed to perform the duties of the position to be filled.
Education
EDUCATION:
NA
You must provide transcripts or other documentation to support your Educational claims. To receive credit for Education, you must provide documentation of proof that you meet the Education requirements for this position.
How You Will Be Evaluated
You will be evaluated for this job based on how well you meet the qualifications above.
Basis for Rating: Qualified candidates will be assigned to one of the following areas of consideration (AOC) based on the Minnesota National Guard Merit Placement Plan:
- Area 1: Current On-board Title 5 Employees (Tenure: 1-Career, 2-Conditional, 3-Indefinite or 4-Term ) - Only those current Minnesota National Guard employees who are in permanent, indefinite, or term technician status as result of being competitively hired by the Minnesota National Guard or Office of Personnel Management agency. This does not apply to Temporary Technicians or Temporary Employees
- Area 2: Current On-board Excepted Title 32 Technicians (Tenure: 1-Career, 2-Conditional, 3-Indefinite) - Only those Minnesota National Guard employees who are in permanent technician status as result of being competitively hired within the Minnesota National Guard agency.
- Area 3: Current On-board Federal Employees (Tenure: 1-Career, 2-Conditional, 3-Indefinite?) from another Federal Agency nationwide who are in permanent technician status as result of being competitively hired within that agency. I.e. Title 5 employed outside of the MNNG, Title 5 USAFR.
- Area 4: All federal re-employable eligible employees. (used as a way to attract federal experience without considering all U.S. Citizens - can reach retirees)
- Area 5: U.S. Citizens (to include current ARNG and ANG members.)
Basis for Rating Area 5: Qualified candidates will be assigned to one of three quality categories: Best Qualified, Highly Qualified and Qualified. Veteran preference eligible are listed ahead of non-preference eligible within each quality category.
- Best Qualified. Candidates in this category possess exceptional skills and experience to exceed well above the minimum requirements for the announced position.
- Well Qualified. Candidates in this category possess good skills and experience above the minimum requirements for the announced position.
- Qualified. Candidates in this category meet the minimum experience requirements for the announced position.
Candidates will be evaluated on the basis of appropriate education, experience, training, self-development activities, and special awards. Candidates are considered on the basis of available information on their current application and supporting information that has been provided to this office. To ensure full consideration, applicants are urged to submit information about their training, self-development, outside experience, activities and awards. National Guard military (Part-time) service is considered as full-time experience when evaluated against the qualification requirements for a technician position.
Once the announcement has closed, a review of your application package (resume, supporting documents, and responses to the questionnaire) will be used to determine whether you meet the qualification requirements listed on this announcement. If you are minimally qualified, your resume and supporting documentation will be compared against your responses to the assessment questionnaire to determine your level of experience. If, after reviewing your resume and/or supporting documentation, a determination is made that you have inflated your qualifications and/or experience, you may lose consideration for this position. Please follow all instructions carefully when applying, errors or omissions may affect your eligibility.
Required Documents
To apply for this position, you MUST submit a complete Application Package which includes:
- Your resume must include the following: Job title, Start and end dates (including the month and year), the number of hours you worked per week, level of experience, the amount of experience, relevant experience and accomplishments.
- Transcripts - if qualifying based on education or the position has an educational requirement (can be a copy)
- If claiming veterans' status, you must provide a copy of your DD-214 Certificate of Release or Discharge from Active Duty, or other acceptable documentation..
- If claiming Veterans' Preference for disability - a copy of your DD Form 214, which must include character of service or a Statement of Service/Proof of Service which must include service dates and character of service. In addition, if claiming 10-point preference and/or 30% Disabled Veteran, you must submit a VA Letter or a disability determination from a branch of the Armed Forces (or documentation of purple heart, if applicable) and a SF 15 (Application for 10-point veteran preference) If supporting documentation is not submitted to support your claim, it WILL result in losing your veteran's preference for this announcement.
- Current Federal employees or reemployment eligibles: a SF-50 that shows your current Position, Grade, Step, and Tenure
Other required Documents: NA
Job Information: Vacancy Identification Number (12648767), title (ADMINISTRATIVE ASSISTANT) and grade(7) for which you are applying.
Do not include the following types of information in your profile or resume:
- Classified or government sensitive information
- Social Security Number (SSN)
- Photos of yourself
- Personal information, such as age, gender, religious affiliation, etc.
- Encrypted and digitally signed documents
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.
How to Apply
To apply for this position, you must complete the online application/Occupational Questionnaire and submit the documentation specified in the Required Documents section below. To view the Occupational Questionnaire, click the following link: https://apply.usastaffing.gov/ViewQuestionnaire/12648767
A complete application package must be submitted by 11:59 PM (EST) on the closing date of the announcement to receive consideration.
To begin, click Apply to access the online application. You will need to be logged into your USAJOBS account to apply. If you do not have a USAJOBS account, you will need to create one before beginning the application.
Follow the prompts to select your resume and/or other supporting documents to be included with your application package. You will have the opportunity to upload additional documents to include in your application before it is submitted. Your uploaded documents may take several hours to clear the virus scan process.
After acknowledging you have reviewed your application package, complete the Include Personal Information section as you deem appropriate and click to continue with the application process.
You will be taken to the online application which you must complete in order to apply for the position. Complete the online application, verify the required documentation is included with your application package, and submit the application.
To verify the status of your application, log into your USAJOBS account (https://my.usajobs.gov/Account/Login), all of your applications will appear on the Welcome screen. The Application Status will appear along with the date your application was last updated. For information on what each Application Status means, visit: https://www.usajobs.gov/Help/how-to/application/status/.
Next steps
Once your online application is submitted you will receive a confirmation notification by email. Your application will be evaluated by the Human Resources Office to determine your eligibility for the position. After the evaluation is complete, you will receive another notification regarding the status of your application.
CONTACTING US: After you have read all the instructions in this vacancy announcement, if you still have questions about this position or the application process, you may contact us at (651) 282-4155.