ADMINISTRATIVE ASSISTANT

Clarification from the agency

Current Virgin Islands Army National Guard Members

As a ADMINISTRATIVE ASSISTANT, GS-0303-7, you will:

• Assists in managing the Management Control Program (MCP). Gathers and organizes MCP material, establishes a suspense system, and provides accurate information to the Division Chiefs and Managers within the USPFO organization for preparation of their input into the Command MCP. Compiles the USPFO inpu1 for submission to the CAO.
• Assists the Internal Review Division with their role of validating the Army and ANG input prior to transmittal of the Annual Assurance Statements to the TAG/USPFO for signature and final submission to the National Guard Bureau by the established deadline.
• Assists in the development of inspection schedules, coordinates with managers, develops inspection areas through analysis of previous inspection results and highlights known vulnerabilities and problem areas.
• Maintains historical records on all previous external inspections. Coordinates in-briefs and exit conferences.
• Serves as the USPFO focal point for all personnel actions to include performance evaluations, standards, OER/NCOER, 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 in the development of policy letters which may require researching applicable directives from higher authority, to ensure that no conflict will result from issuance of new policy. Coordinates draft policy with other staff directorate prior to submission for final review and approval.
• Maintains personal contact with USPFO employees, functional managers (Army and Air), NGB personnel, and State personnel to discuss administrative requirements and services, provides technical advice and guidance, and recommends methods and procedures where necessary.
• Advises other administrative personnel of latest directives regarding administrative procedures. Provides information, explains the application of regulations and resolves problems with contacts as they relate to administrative functions.
• Prepares and monitors Assistant USPFO appointment/delegation letters for Army and Air National Guard activities.
• Prepares and distributes Financial Certifying Officer appointments and other duty appointment assignments. Prepares annual Financial Disclosure forms for appropriate personnel and ensures they are submitted in accordance with established NGB deadlines.
• Serves as the Records Management Coordinator for the USPFO organization. Ensures all subordinate divisions maintain official files in accordance with the Modern Army Record-keeping System (MARKS).
• Controls access to the United States Property and Fiscal Officer and the Supervisory Logistics Management Specialist (SLMS)/Deputy USPFO based on personal knowledge of their workload and current issues of importance.
• Receives visitors and telephone calls for the USPFO organization.
• Schedules appointments and meetings, independently, based upon personal knowledge of their workload and current issues of importance.
• Advises the USPFO and SLMS of scheduled appointments and furnishes information from files or schedules briefings by others in preparation for scheduled meetings.
• Keeps informed of the whereabouts of the USPFO and the Supervisory Logistics Management Specialist.
• Maintains constant communication with the USPFO/SLMS on matters of extreme importance via telephone or email.
• Accomplishes travel arrangements for the USPFO and staff to include travel and hotel reservations, creates travel orders, and coordinates visits.
• May serve as the USPFO travel account program manager. As such, reconciles unliquidated obligations to maximize funds utilization and serves on the PBAC IL
• Reviews incoming correspondence, publications, regulations, and directives, which may affect the USPFO, or programs within the USPFO's purview relative to both the Army and Air 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 USPFO.
• Prepares and/or reviews outgoing correspondence from the office of the USPFO or subordinate divisions for grammar, construction, proper format, attachments, continuity of text, policy and procedural adherence, and compliance with the USPFO viewpoint.
• Maintains office files of correspondence, directives, regulations and other information.
• Responsible for key access control for the USPFO 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.
• Responsible for monitoring and tracking trends relative to the State Performance Indicator Report (SPIRS). Advises the USPFO on trends and problem areas and indicates opportunities to increase the performance of USPFO divisions.
• Performs other duties as assigned.

Conditions of employment

• NATIONAL GUARD MEMBERSHIP IS REQUIRED. If you are not sure you are eligible for military membership, please contact an Army National Guard recruiter at 340-712-8071 prior to applying for this position.
• This is an excepted service position that requires membership in a compatible military assignment in the employing state's National Guard, required prior to the effective date of placement.
• Selectee will be required to wear the military uniform.
• Acceptance of an excepted service position constitutes concurrence with these requirements as a condition of employment.
• Applicants who are not currently a member of the National Guard must be eligible for immediate membership and employment in the National Guard in the military grade listed in this announcement.
• Males born after 31 December 1959 must be registered for Selective Service.
• Federal employment suitability as determined by a background investigation.
• May be required to successfully complete a trial period.
• Participation in direct deposit is mandatory.
• For positions requiring a security clearance (Secret or Top Secret) the applicant must possess or be able to obtain a clearance within one year of appointment.

Qualifications

Military Grades: E-4 - E8; WO1 CW02

Compatible Military Assignments:

GENERAL EXPERIENCE: 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.

SPECIALIZED EXPERIENCE: Experience that equipped the applicant with the particular knowledge, skills, and abilities (KSA's) to perform successfully the duties of the position, and that is typically in or related to the position to be filled. To be creditable, specialized experience must have been equivalent to at least the next lower grade level. Applicants who have the 1 year of appropriate specialized experience, as indicated in the table, are not required by this standard to have general experience, education above the high school level, or any additional specialized experience to meet the minimum qualification requirements.

Combining Education and Experience: Equivalent combinations of successfully completed post-high school education and experience may be used to meet total experience requirements at grades GS-5 and below

How you will be evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

Once the announcement has closed, your resume and supporting documentation will be used to determine if you meet the qualifications listed on this announcement. If you are minimally qualified, your resume and supporting documentation will be compared to your responses on the assessment questionnaire to determine your level of experience. If you rate yourself higher than is supported by your application package, your responses may be adjusted and/or you may be excluded from consideration for this position. If you are found to be among the top qualified candidates, you will be referred to the selecting official for employment consideration.

Your qualifications will be evaluated on the following competencies (knowledge, skills, abilities and other characteristics):

To apply for this position, you must submit a complete Application Package which includes:

1. Your resume showing:

• Contact Information-your name and the best way to contact you.
• Relevant work experience-include the employer's name, job title, start and end dates (month/year), the number of hours worked per week and describe how you meet the required qualifications of the job. Federal jobs should include series and grade.
• Education, certifications or licensures.

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