Job Listing: ADMINISTRATIVE SUPPORT ASSISTANT (OA)

Duty Locations

 1 vacancy - Ft. Richardson, AK

The purpose of the position is to provide a variety of admin support, technical assistance, and participation in the management of an Army National Guard (ARNG) Maintenance and/or Logistics office.

Incentives may be available.  Payment of such incentives  will be made IAW current Alaska HRO Policy.  Incentives are subject to funding availability, superior qualifications as determined by selecting supervisors, quality/recency of experience, and pool of qualified candidates.

NATIONAL GUARD MEMBERSHIP REQUIREMENT: This is an excepted position and as such requires active membership in the Alaska Army National Guard, be assigned to a compatible military assignment and wear of the military uniform.  Acceptance of an excepted position constitutes concurrence with these requirements as a condition of employment.  Applicants who are not a current member of the Alaska Army National Guard must be eligible for immediate enlistment or appointment if selected for this position.  For enlistment/appointment information, contact 1-800-464-8273.

Opened Area(s) of Consideration:  1, 2

DEFINITION OF AREA(S) OF CONSIDERATION:

Area 1 = AKNG permanent and indefinite technicians and all current members of the Alaska National Guard.

Area 2 = All others who are eligible to become member of the Alaska Army National Guard.

PDCN:  70708

Selecting Supervisor:  Lori Schanhals

Major Duties

Advises regarding the practical and technical aspects of office administration, to include budgeting, purchasing, supply, personnel, word processing, and files management; and performs staff support work in each of these areas. Updates the office's supply sources; purchases supplies, equipment, and services through open market purchase by blanket agreement, cash or field purchase order, or similar methods; processes and tracks purchase documents. Collects data for the office-operating budget, reviews submissions for proper format and compliance with budget requirements, and consolidates material into an annual office budget. Sets up controls to monitor expenses during the year; and recommends  budget adjustments including restructuring budget allocations or work plans to deal with changing situations such as varying costs for equipment parts, or services, and changes in the availability of funds. Maintains and transfer funds between several unrelated appropriated fund accounts and several revolving fund accounts. The accounts are subject to different regulations and procedures. Serves as the Records Management Coordinator for the organization. Ensures subordinate activities maintain official files in accordance with regulatory and published guidance.  Provides instructions to personnel to ensure that the records program is executed properly.  Provides for control of classified documents for the organization. Ensures that documents are properly logged and safeguarded. Tracks virtually all financial, personnel, supply, and other administrative transactions as the documentation flows through the office in both electronic form and on paper. Maintains and revises the office filing system. Collects maintenance and/or logistics program information from personnel, enters it into electronic or manual information systems, and searches for it as requested; schedules use and maintenance of computer equipment; enters and retrieves information from a variety of systems; and helps field office employees to use the various computer systems. Serves as the focal point for all personnel actions  in the organization. Initiates personnel actions as needed to include performance evaluations, standards, job announcements, and SF-52 actions.  Maintains a register of pending actions and suspense dates. Completes requests for personnel actions; distributes forms and instructions for annual performance ratings; and ensures timely, proper completion of all personnel documents. Reviews documents for accuracy, format, and compliance with applicable regulations. Accomplishes travel arrangements for the office to include travel and hotel reservations, travel orders, and coordinates visits. May serve as the travel account program manager.  Reconciles un-liquidated obligations to maximize funds utilization and may serve on the Program Budget Advisory Committee (PBAC). Prepares and monitors appointment/delegation letters and other additional appointments for all subordinate activities.  Maintains an official file of all appointments and makes recommendations for changes or deletions based on personnel or policy changes. Prepares and distributes appointments and other duty assignments. Coordinates joint directorate inspections such as NGB, Army IG, and Army Audit Agencies, and other external agencies. 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. 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 directorates prior to submission for final review and approval. Advises other administrative personnel of latest directives regarding administrative procedures. Develops and exchanges information, resolves operating problems and makes recommendations.Performs other duties as assigned.

How to Apply

If you are a current member of the Alaska National Guard in any capacity, it must be indicated on your application/resume for determination of which area you will be considered as.  National Guard experience must be fully described to include time frames, unit and rank.

 

To apply for this position, you must provide both of the following parts:

1.      Your responses to the Qualifications Questionnaire, and

2.      Your resume and any other documents specified in the Required Documents section of this job announcement.

Use the Online Qualifications Questionnaire for convenience and quickest processing.

 

Option A:  Online Qualifications Questionnaire.

Tips for using the Online Qualifications Questionnaire:

·         You must click both Finish and Submit when you are done. Your Online Qualifications Questionnaire is not processed – and your résumé is not attached – until you click the Submit button, even if USAJOBS says it sent your resume.

·         You can upload or fax supporting documents after you Submit the Online Qualifications Questionnaire.

·         You must complete the entire process by the closing date --(8:00 pm Alaska Standard time or Midnight, Eastern Standard time)  Thursday, June 05, 2008 

·         To make sure everything you submitted is successfully received, follow these steps:

1.      Go to The link that should be listed in the “How to Apply” section of the announcements is www.applicationmanager.org <http://www.applicationmanager.org/> .
and log in using the box on the right hand side of the page.

2.      Click the radio button for this Vacancy Identification Number: PX191301. Click Select a Vacancy.

3.      Verify that all of your documents appear on the table with a status of Processed.

·         You can save your work and come back later. Just click both Save and Logout.  (When you want to return, go to The link that should be listed in the “How to Apply” section of the announcements is www.applicationmanager.org <http://www.applicationmanager.org/> .
and log in using the box on the right hand side of the page.)

·         If you Submit more than one Qualifications Questionnaire for this position, the most recent one Submitted is the one that is used.  Therefore, it is important for you to complete it in its entirety.

 

To begin your Online Qualifications Questionnaire, choose one of these options:

·         If your resume is going to come from the USAJOBS Resume Builder, you begin the process by clicking the Apply Online button near the bottom of this page. Your resume will be attached only to the Online Qualifications Questionnaire you complete and Submit from this session, not to any Questionnaires you may already have Saved or Submitted.

·         If your resume is going to be one you prepared outside of USAJOBS Resume Builder, click this link to begin the process:  Online Questionnaire.

 

Option B:  Paper Qualifications Questionnaire.

If it is not practical for you to use the Online Qualifications Questionnaire, you can write your answers on paper.  Follow these steps:

1.      You can print a copy of this job announcement so that you can read the questions offline.

2.      Obtain and print a copy of the OPM Form 1203-FX, which you will use to provide your answers. You can obtain the form at this URL http://www.opm.gov./Forms/pdf_fill/OPM1203fx.pdf or by calling USAJOBS by Phone at (703) 724-1850 – after the introduction, press 1, and listen for instructions.

3.      You may submit the Form 1203-FX, resume, and any supporting documents either by fax, by mail or in person.

·         By Fax: If you are faxing a Form 1203-FX, you do not need a separate cover sheet. Simply make sure the Form 1203-FX is on top of any other documents you are faxing. If you are faxing any documents without the Form 1203-FX on top, always use the official cover sheet which is here -- http://staffing.opm.gov/pdf/usascover.pdf -- and be sure to fill it out completely and clearly.  The fax number is 1-478-757-3144.  Feed all documents into your fax machine top first so that we receive them right-side up.

·         By mail or in person:  

Alaska National Guard
Human Resources Office
Camp Denali Bldg 49000 Room D-209
PO Box 5800
Fort Richardson, AK 99505
USA

Attention: SrA Tiffany A. Hutchison

PX191301

Required Documents:

For this job announcement the following documents are required:

Resume
Questionnaire

To submit the documents requested follow the options listed above. Your resume, curriculum vitae, the Optional Application for Federal Employment (OF 612), or any other written format you choose to describe your job-related qualifications can be submitted electronically using the document upload process, fax, mail or by hand-deliver. Please ensure that your resume contains your full name, address, phone and at least your last four digits of your social security number.

Note: Please ensure that your resume contains the basic information outlined under the Applying for a Federal Job link: http://www.opm.gov/forms/pdfimage/of0510.pdf

Contact Information:
Tiffany Hutchison

Phone: (907)428-6462

Email: tiffany.hutchison@us.army.mil


Or write:
Alaska National Guard HRO
Camp Denali Bldg 49000 RM D-209
PO Box 5800
Fort Richardson, AK 99505

USA


What To Expect Next:

Once the online questionnaire is received you will receive an acknowledgment email that your submission was successful. After a review of your complete application, you will be notified of your rating.  Referral to the hiring official will be made IAW our agency merit promotion plan and current labor agreement.  Qualified applicants will be further evaluated and interviewed by a selection panel.