State Personnel Branch - Idaho



STATE OF IDAHOMILITARY DIVISIONHuman Resource Office (HRO)State Personnel Branch4794 General Manning Avenue, Building 442Boise, Idaho 83705-8112Telephone: (208) 422-3346/3347STATE VACANCY ANNOUNCEMENTRegisters established from this announcement may remain valid up to one year to fill vacancies.OPENING DATE: 10 October 2017ANNOUNCEMENT NUMBERS:17-49-NAREA OF CONSIDERATION:Open to all applicantsPOSITION TITLE:Office/Business Manager, STARBASE IdahoPAY GRADE: NGA-9POSITION CONTROL NUMBER: 1102CLASS CODE: 22750SALARY: $23.93 to $31.10 hourly ($49,765 to $64,697 annually)FLSA CODE: Administrative (Exempt)DUTY LOCATION: Military Division, STARBASE Idaho, Gowen Field, Boise, IDTYPE OF POSITION: Civilian Nonclassified; Limited Service Appointment (This position is funded by a Federal/State Cooperative Agreement)COMPATIBLE MILITARY FIELD:Not ApplicableCLOSING DATE: 23 October 20171. HOW TO APPLY: Application forms and announcements are available at the Human Resources Office (HRO), 4794 General Manning Avenue, Building 442, Gowen Field, Boise, Idaho, 83705-8112 and at Internet address and . Submit application packets to the above listed street address no later than 4:30 p.m. of the announcement closing date. Applications may be faxed to (208) 422-3348 (Attn: HRO State Personnel Branch). Applications will not be accepted via e-mail except from deployed Service members, DOD Civilians, and DOD Contractors serving overseas in support of contingency operations. Applicants are responsible for contacting the HRO State Personnel Branch to confirm receipt of faxed or e-mailed applications.Civilian applicants who want to hand-deliver an application to HRO, but do not possess a military ID card (issued to military service members, retirees and dependents) must contact HRO at (208) 422-3346/3347/3345 to schedule access to Gowen Field. Failure to pre-arrange sponsorship may result in denial of entry onto Gowen Field. The HRO State Personnel Branch will not forward incomplete application packets for consideration.YOUR APPLICATION PACKET MUST INCLUDE:Employment Application (SPB-1) – Complete, sign and date. You must provide a YES or NO response to each of the three questions above your signature, and provide additional information if required (e.g., felony offense).Mandatory Requirements – Attach sheet(s) of paper with your individual responses to each of the Mandatory Requirements beginning on page 2 of this announcement under QUALIFICATION REQUIREMENTS.Knowledge, Skills and Abilities (KSAs) – Attach sheet(s) of paper with your individual responses to each KSA beginning on page 3 of this announcement under QUALIFICATION REQUIREMENTS.Documentation identified as a Mandatory Requirement – When required, attach copies of educational diplomas, transcripts, or training certificates; or professional licenses, certifications or registrations.Optional: Attach a resume and/or other supplemental documentation to support your qualifications.Optional: War Era Veterans Preference Form (SPB-1A) – Complete, sign and date. Attach supporting documentation demonstrating your eligibility (e.g., VA Disability Letter, DD Form 214, etc.). Optional: Equal Employment Opportunity Worksheet (SPB-1B) – The Military Division monitors recruitment and selection programs in order to assure equal employment opportunity. We appreciate your cooperation by voluntarily furnishing us with your completed SPB-1B.IMPORTANT REMINDERS BEFORE SUBMITTING YOUR APPLICATION: Handwritten applications are discouraged. Applicants are strongly encouraged to submit typed application forms available on our website: . If our forms are not compatible with your computer, contact the Human Resources Office for alternate format forms. Make sure your Forms SPB-1 and SPB-1A are complete (blocks checked), signed and dated.Provide detailed, relevant, KSA responses. Elaborate on your past education, training and experience as it specifically relates to the desired KSAs. Well-written KSA responses increase the likelihood of referral to the Hiring Official for interview. Secure your application with a single staple or clip. Presentation folders and binding are discouraged; applications will be unbound and stapled prior to referral for consideration.2. QUALIFICATION REQUIREMENTS – Mandatory Requirements and Knowledge, Skills and Abilities (KSAs).a. Applicants must meet the following Mandatory Requirements (conditions of employment). Provide your individual responses on paper addressing each (1-4) separately.(1) Must have and maintain a valid and unrestricted state issued driver’s license. Provide your driver’s license number, issuing state, license expiration date, and the full name specified on the license. (Do not provide a copy of your driver’s license.)(2) Must submit to and pass an OPM Federal Childcare National Agency Check with Inquiries (CNACI) investigation, including a complete ten (10) finger fingerprint card or scan, upon offer of employment. Must agree to submit to periodic rechecks in accordance with applicable laws, regulations, and policies. (3)? Must agree to attend/accomplish required job training. Travel may be required.(4) Must have, and provide documentation demonstrating, education and/or experience in one or a combination of the following: Preparation and management of annual or bi-annual budgets; OR Accounting systems that required preparation and analysis of financial reports; OR Auditing programs that required a knowledge and application of Generally Accepted Accounting Principles.*** Preferred candidates will have related work experience in a government or military environment.b. Applicants must have 24-months of specialized experience performing related duties as specified below. Provide your individual responses on paper addressing each (1-7) separately. In your responses describe your civilian and military education, training and work experience as it relates to the following KSAs. KSA responses assist in determining the best-qualified applicants. (1) Describe your ability to manage office administrative activities to include program correspondence, documented and automated recordkeeping, personnel and pay actions, inventory management and class registration management.(2) Describe your ability to perform routine, continuing financial management functions involving the formulation, execution and analysis of budgets.(3) Explain your experience at coordinating and overseeing program records management functions to ensure records are retrievable and to ensure compliance with state and federal records retention requirements. (4) Explain your experience in assisting in class activities, to include special needs, in order to make a student’s learning experience positive. Also, describe your experience with correcting and returning disruptive or misbehaving students to safe and acceptable conduct and behavior.(5) Describe your ability to provide logistical support to include purchasing, contracting, supply, and shelf and inventory management of the goods, services and property necessary to establish and operate the STARBASE Idaho Program. (6) Explain any experience you have in working with elected and appointed officials, and any private volunteer organizations who have an interest in a program similar to STARBASE Idaho.(7) Describe your technology experience to include: Microsoft Office programs (Excel, Word and Outlook), video editing, Adobe Photoshop, Adobe Muse, networking, social media and website maintenance.3. SUMMARY OF DUTIES: Refer to the attached position description.4. CONDITIONS OF EMPLOYMENT:a. Each person hired will be required to provide verification of eligibility to work in the United States and may be subject to a criminal background check.b. Refer to the attached position description for the Mandatory Requirements for this position.c. The State of Idaho, Military Division is an Equal Opportunity employer. Selection for this position will be made without regard to race, color, religion, sex, national origin, political affiliation, marital status, physical handicap or age which does not interfere with job accomplishment. Appropriate consideration shall be given to veterans in accordance with applicable state and federal laws and regulations.5. PERSONNEL MANAGER CERTIFICATION: The title, series, grade, duties and responsibilities are complete and accurate as written and a current or projected vacancy exists as advertised. Paula R. EdmistonHuman Resources ManagerMilitary Division – State Personnel BranchJOB TITLE: OFFICE/BUSINESS MANAGER, STARBASE IDAHOPOSITION CONTROL NUMBER: 1102CLASS CODE NUMBER: 22750SALARY GRADE: NGA-9INTRODUCTION: This position is assigned to the Adjutant General’s Office within the State of Idaho – Military Division. The primary purpose of this position is to assist in establishing and operating the STARBASE Idaho Program designed to provide elementary school 5th grade students stimulating “hands on” training in math, science, technology and motivational goal-setting/self-esteem activities to help youth achieve a great future. Incumbent’s work efforts provide support to develop and implement the STARBASE Idaho Program, budget, responsibilities, and procedures for enrolling and supporting youth in a math, science, and technology education improvement program by exposing them to the technological environment and positive role models found on a military installation. The incumbent assists with recruitment, administration, education, coordination with school districts, student daily care, community projects, financial and budgeting transactions, and mentoring services for students. Assists in the effort to keep school administrators and parents informed of ongoing program functions.This is a new program and classification. This position description (PD) is based on similar positions in the National Guard STARBASE Programs of other states. This PD will be updated and expanded as the program evolves beyond the start-up phase and the position expectations are fully realized and developed.DUTIES AND RESPONSIBILITIES:1. The primary purpose of this position is to serve as the principal budget analyst and office manager of the STARBASE Idaho Program. Incumbent is responsible for financial management of the annual federal and federal/state operating budgets, including budget analyst functions of forecasting and analysis. Manages office administrative activities to include program correspondence, documented and automated recordkeeping, personnel and pay actions. Provides operational and support work for program activities and staff. Maintains records and files. Assists in preparing classroom materials and activities. Assists program Instructors in class activities, and serves as a substitute Instructor, when necessary.2. Performs routine, continuing financial management functions involving the formulation, execution, and analysis of budgets for the program’s support activities and organizational components. Under the supervisor’s direction, the incumbent works with the Idaho Military Division (IMD) Controller to prepare accurate and timely budget and accounting reports for the Director’s use in making operational program decisions and developing future priorities and plans. The incumbent is responsible for state and federal budget preparation. Coordinates with The STARBASE Idaho Cooperative Agreement Program Manager, STARBASE staff members, and the IMD Controller to develop plans, objectives and procedures, and updates as necessary to reflect changing priorities and fiscal limitations. Advises regarding the program’s official travel policies and procedures to ensure that all travel for staff and students is conducted in a manner compliant with state and federal guidelines. Prepares purchase order requests to ensure they are proper, accurate, and compliant with federal, state, and/or agency guidelines. Works with the Military Division’s State Accounting Office and Purchasing and Contracting Office as required to prepare cost/budget estimates and to resolve questions and issues with invoice discrepancies.3. Manages and performs program administrative functions. Receives telephone calls and visitors. Prepares and distributes official program correspondence; sorts and distributes incoming correspondence; and takes action as appropriate. Coordinates and oversees program records management functions to ensure records are retrievable and to ensure compliance with state and federal records retention requirements. Ensures proper storage and disposition of all program records and correspondence. Maintains program schedules/calendars. Develops and maintains spreadsheets and performs word processing and other automated functions to update and maintain a variety of administrative support functions including budget tracking, bookkeeping, travel claims, reconciliation spreadsheets, internal staff memos and policies, and other functions/activities. Coordinates web page set-up and maintenance activities as to content, needs and preferences. Reviews new technology for office and educational management that may improve STARBASE operations. Coordinates the documentation, tracking, submission and approval of staff time and attendance. Coordinates personnel, pay and position actions. 4. Provides day to day operational support to the program Director and Instructors. Prepares classroom materials and activities. Assists in class activities as needed. Assists students with special needs in order to make the student’s learning experience positive. Assists with correcting and returning disruptive or misbehaving students to safe and acceptable conduct and behavior. Assists with program registration and completion activities, student arrival and departure and student breaks, as needed.5. Provides logistical support to include purchasing, contracting, supply, and shelf and inventory management of the goods, services and property necessary to establish and operate the STARBASE Idaho Program. Responsible for purchasing, research, reconciliation; deliveries/supply and inventory; purchasing/supply support for staff/Instructors, students and the facility; record tracking and maintenance; ensures that property and supply inventories are accurate, up-to-date and compliant with program, Military Division, State, United States Property and Fiscal Office (USPFO), and NGB (National Guard Bureau) requirements; key and lock control; work orders for damaged or inoperable equipment; facilities maintenance; and fleet management.6. Provides information technology (IT), data and information management, audio-visual, and networking and social media support to the STARBASE Idaho Program and staff. Coordinates STARBASE Idaho Program and system user IT requests with the IMD IT Services Office. Uses Microsoft Office programs extensively (Excel, Word and Outlook) to conduct daily work and produce products and reports. Records video and takes photos. Edits video using Adobe Premier. Edits photos and designs graphics using Adobe Photoshop. Performs program website maintenance using Adobe Muse. Performs networking and social media functions using multiple platforms to support STARBASE operations. In accordance with Idaho Military Division Public Affairs Policy and Guidance (IDNG-5), assists the Director in coordinating with the Idaho Military Division State Public Affairs Office (PAO) regarding media contacts or requests.7. Supports the Program Director and Instructors to achieve the STARBASE Idaho mission: To expose Idaho’s youth to the technological environments and positive civilian and military role models found in the Idaho National Guard, nurturing a winning network of collaborators and building mutual loyalty within our community, by providing 25-hours of exemplary hands-on instruction and activities that meet or exceed the National Standard in Science, Technology, Engineering and Math (STEM). 8. Performs other related duties as necessary or assigned. SUPERVISORY CONTROLS: Work is performed under the general supervision of the STARBASE Idaho Director. The supervisor assigns broadly defined goals, missions, and functions. The incumbent is responsible for execution of directions by independently defining/formulating overall strategies, initiatives, goals, and milestones. The incumbent exercises a wide-latitude of independence and must display tact, good judgment, creativity, and analytical ability to independently work through complex problems or dynamic situations and produce products and solutions. Policies, regulations, methods, and procedures regarding fiscal/budget matters are described and are normally applicable. Completed work is reviewed for accuracy and conformance to policies, regulations, and attainment of objectives. PERSONAL WORK CONTACTS: In addition to the immediate supervisor, Instructors, and participating students, the incumbent's contacts include the Agency Director/Adjutant General and all levels of military and civilian personnel of the Idaho Military Division; city, county, state and federal elected and appointed officials and their staffs; city, county, state and federal employees from various agencies; private volunteer organizations; non-governmental organizations; private industry; and U.S. citizens and foreign nationals who have an interest in the programs and services of this organization. The incumbent will have contact with the teachers and parents of attending students or potential students for the purpose of presentations/visitations/and problem solving. Additional contact groups may include representatives of professional organizations, the news media, and public action groups. The purpose and extent of each contact is different; the role and authority of each party is identified and developed during the course of the contact.WORKING CONDITIONS / PHYSICAL EFFORT: Work is primarily sedentary in a professionally configured office setting; however, considerable standing, walking, bending, and reaching may be required. Work requires periodic lifting up to 25 pounds. Use of tobacco products is not permitted anywhere within the confines of the program or within view of the students. Employees working in a youth setting may be subject to safety and security surveillance, and are required to adhere to the dress, grooming, and personal hygiene standards and policies established by the STARBASE Idaho Program. MANDATORY REQUIREMENTS / REQUIRED EXPERIENCE: As stated in the State Vacancy Announcement.FLSA Overtime Code: A (Administrative Exempt; straight time)EEOC: B06 (Paraprofessional)WCC: 9410 OCTOBER 2017 ................
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