Administrative Assistant

Duties

(A complete position description is on file in the HRO.)

• (1) 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.

  (2) 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;

  (3) 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.

  (4) 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. Insures 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.

  (5) 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.

  (6) 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.

  Monitors and reviews copies of unit reports furnished by higher level military personnel offices to identify trends and assist with the management of personnel readiness within the organization.

  Provides personnel specific information in developing plans for recruiting and retention within the command.

  Prepares press releases, articles, announcements, or advertisements for submission to local news media designed to make the public aware of the National Guard and their role in the community and in national defense.

  May coordinate with the Human Resources Office for actions affecting military leave, the reassignment of full-time personnel, etc. 

  Performs other duties as assigned.

Qualifications

**The basic qualification requirements are indicated below.  These requirements must be met in addition to all military requirements and selective placement factors indicated in order to be considered qualified for this position. 

GENERAL EXPERIENCE:**  Experience, educations, or training which demonstrates administrative or clerical experience, education, or training which demonstrates the candidate's ability to perform the duties of the position. Experience using computer and automation systems.

SPECIALIZED EXPERIENCE (GS-07):  12 months experience in the interpretation and application of regulations, procedures or laws? Experience that provided a working knowledge of administrative functions. Experience demonstrating the ability to advise lower graded employees. Experience working independently and setting priorities with very little supervisory control.

**QUALITY OF EXPERIENCE**
Length of time is not itself qualifying.  The applicant's experience will be evaluated on the basis of duties performed rather than strictly on the rank of the individual.  The applicant's record of experience, training, and education must show possession of the knowledge, skills, and abilities needed to fully perform the duties of the position.

Education