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: 29 October 2017ANNOUNCEMENT NUMBER:17-52-NAREA OF CONSIDERATION:Open to all applicantsPOSITION TITLE:Administrative Assistant (JFHQ – Air)PAY GRADE: NGA-7POSITION CONTROL NUMBER: 2073CLASS CODE: 20294SALARY: $19.56 to $25.43 hourly ($40,684 to $52,893 annually)FLSA CODE: CoveredDUTY LOCATION: Military Division, Idaho Air National Guard Command Group, Joint Force Headquarters (JFHQ) – Air, Gowen Field, Boise, IDTYPE OF POSITION: Civilian NonclassifiedCOMPATIBLE MILITARY FIELD:Not ApplicableCLOSING DATE: 13 November 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 (1-3) separately.(1) Must have and maintain a current 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 a criminal background check, and be eligible to obtain and maintain the required level of Department of Defense (DoD) security clearance allowing common access to DoD facilities and networks.(3)? Must agree to attend and successfully accomplish all required training (classroom, on-line and on-the-job).b. Applicants must have 18-months of specialized experience performing related duties as specified below. Provide your individual responses on paper addressing each (1-9) 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) Knowledge of U.S. Air Force, Air National Guard, U.S. Army, Army National Guard, and National Guard Bureau instructions and regulations. (2) Ability to perform common office tasks such as greeting and directing customers; answering multi-line telephones, taking messages and transferring calls; and maintaining records by documenting or updating information in written or electronic form to maintain accurate and complete records.(3) Ability to use electronic mail (email) to compose, send and respond to email, and to use email program functions such as calendars and meeting requests. Ability to manage supervisor’s calendar/schedule to commit supervisor's time and establish priorities.(4) Ability to use spreadsheet software, such as Microsoft Excel, to develop spreadsheets; ability to use presentation software, such as Microsoft PowerPoint, to create, format, edit and run slide shows; and ability to use and/or manipulate database software, such as Microsoft Access, to create template-based databases and design simple tables, queries, data entry forms and/or reports.(5) Ability to independently and professionally compose business letters and other correspondence/ documents from drafts, memos, notes or other instructions. Must have good typing skills and be capable of proficiently using a computer.(6) Knowledge of correspondence and filing systems, including the ability to establish and maintain electronic and paper filing/storage systems in accordance with current regulations.(7) Ability to utilize the Defense Travel System (DTS) to schedule travel for members of the Air Command Group (Assistant Adjutant General (AAG), the Director of Staff, the Senior Enlisted Advisor) and other members of the JFHQ staff. (8) Knowledge of Air National Guard Reserve Order Writing System (AROWS).(9) Knowledge of SharePoint and shared folder administration.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: ADMINISTRATIVE ASSISTANT (JFHQ – AIR)POSITION CONTROL NUMBER: 2073CLASS CODE NUMBER: 20294SALARY GRADE: NGA-7INTRODUCTION: This position is assigned to the office of the Command Group, Joint Force Headquarters (JFHQ) – Air, functioning within the State of Idaho – Military Division. The primary purpose of this position is to provide secretarial support and technical and administrative assistance to personnel and programs of the Idaho Air National Guard (IDANG) Command Group including the Assistant Adjutant General (AAG), the Director of Staff, the Senior Enlisted Advisor and the supporting JFHQ - Air staff. Organizations serviced include subordinate segments which are supervised through one or more levels of supervision; or are of limited complexity where extensive responsibility exists for outside coordination. Participates intensively in the management of the office by applying a good working knowledge of the programs under control of the supervisor(s), and relieves them of clerical and administrative support work.DUTIES AND RESPONSIBILITIES:1. Controls access to the IDANG’s AAG, Director of Staff and Senior Enlisted Advisor. Maintains calendars and schedule(s) of appointments. Makes all necessary arrangements for conferences, meetings and travel.2. Reviews incoming correspondence, publications, regulations and directives that may affect the supervisor(s) or programs within their purview. Determines distribution and routing of incoming correspondence. Prepares and reviews outgoing correspondence for proper format and policy and procedural adherence. Maintains office files of correspondence, directives, regulations and other information.3. Receives visitors and telephone calls. Exercises judgment in screening to determine matters that can be handled personally, and those requiring referral to other staff personnel or divisions. Determines when the supervisor(s) should be interrupted. Personally takes care of business matters and gives out administrative and readily available substantive information to callers.4. Administers calendars of the AAG and Director of Staff. Schedules appointments, meetings and conferences without prior clearance based upon personal knowledge of workload and current issues of importance. Provides reminder of appointments and furnishes information from files, or schedules briefings by others in preparation for scheduled meetings. Reschedules appointments when it is apparent that previous schedules cannot be met. During supervisor(s) absence, maintains a chronological record of events including official visitors, decisions to be made upon return, unfinished business requiring attention, and related matters. Keeps informed of the daily whereabouts of the AAG and Director of Staff.5. Assists in the development of policy letters that 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. 6. Serves as primary administrator for the Air National Guard JFHQ SharePoint. Must develop, maintain and update Air National Guard JFHQ SharePoint with current information to include biographies, policies, publications, shared documents, and etcetera. SharePoint and network access training and security requirements must be kept current in order to access necessary Department of Defense (DoD) and State of Idaho systems.7. Reviews all draft publications, regulations, memorandums and directives for proper format and possible duplication. Maintains master control log of regulations, forms and directives published by the IDANG’s AAG or Director of Staff, or the Adjutant General/Commanding General. Prepares drafts for signature and publication. Determines proper distribution and routing of completed publications and directives. Maintains suspense files for tracking required updates to these regulations and directives. 8. Maintains personal contact with functional managers to discuss administrative practices 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. Performs Timekeeper duties and responsibilities. Inputs time and attendance for Joint Headquarters personnel, validates and maintains required timekeeping records, and coordinates with the Payroll Technician(s) and Human Resources personnel as necessary to resolve timekeeping questions and concerns.9. Provides for control of all classified documents for the JFHQ – Air Command Group. Ensure documents are properly logged and safeguarded. 10. Provides administrative support for IDANG state military records to include but not limited to, researching files, contact with retired members, producing and providing copies to authorized requestors in accordance with the Privacy Act of 1974 and state requirements.11. Reviews incoming requests for orders, to include invitational travel orders (ITOs), travel, military duty, promotion and discharge, for proper format and policy and procedural adherence. Composes and produces the orders and inputs the necessary information for military duty orders into the Air National Guard Reserve Order Writing System (AROWS). 12. Oversees the officer evaluation program. Monitors suspense dates for submission of Officer Efficiency Reports (OERs)/Officer Performance Reports (OPRs) to the AAG and Director of Staff. Reviews OERs for accuracy prior to signature by the command element. Coordinates extension of established suspense dates with the appropriate offices. Provides the Director of Staff with status of all OERs and assists subordinate units when necessary. 13. Records, transcribes and distributes minutes from the weekly staff meeting(s). Monitors long distance phone bills and requests work orders for phone changes and/or repairs. 14. Sets up and maintains office files and control of Master File according to established Air Force systems. Posts data to a variety of regulations, records and forms. Remains familiar with all files to readily obtain or retrieve material requested by the supervisor(s).15. Uses a wide variety of scientific, technical or specialized terms requiring accuracy in spelling and syllabification, which may necessitate reference to technical dictionaries, textbooks, research reports or similar material.16. Performs other related duties as necessary or assigned.SUPERVISORY CONTROLS: The incumbent works under direct supervision of the Director of Staff - Air, and uses applicable regulations, policies and procedures for technical guidance. Incumbent works independently within the defined objectives and priorities of the supervisor. Incumbent plans and carries out the details and performs the technical analysis and research required to meet those objectives. The supervisor evaluates reports and other completed work for technical soundness, consistency and compliance with policy and requirements.PERSONAL WORK CONTACTS: The incumbent has daily contact with the Air Command Group Leadership and JFHQ – Air Staff, senior military and state employee staff, directors/managers, and employees of various subordinate organizations working within the Idaho Military Division. Incumbent has frequent contact with various agencies of the federal, state, county and city governments, contractors, and representatives of local civilian concerns as a direct representative of the AAG and Director of Staff. Occasional contacts include representatives of various levels and organizations within the National Guard Bureau, state officials, and members of private enterprises who may deal with the supervisor on a variety of matters. The purpose of contacts is to plan, coordinate or advise on work efforts and scheduling, discuss significant findings or resolve operating problems by motivating or persuading individuals, managers and supervisors to adhere to guidelines, suspenses and program requirements. Contacts are also made for the purpose of obtaining, clarifying and giving information related to the work.WORKING CONDITIONS / PHYSICAL EFFORT: The work is performed indoors in an office or similar setting requiring normal safety precautions against every day risks or discomforts. The job requires some walking, standing, bending and carrying of light items such as books, papers and files.MANDATORY REQUIREMENTS / REQUIRED EXPERIENCE: As stated in the State Vacancy Announcement.FLSA Overtime Code: C (Covered; time and one-half)EEOC: E07 (Office/Clerical)WCC: 8810OCTOBER 2017 ................
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