MANAGEMENT ASSISTANT

Full Job Description

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The primary purpose of this position is to provide routine/non-routine clerical support to Detachment 5.

Evaluate/improve the efficiency, effectiveness and productivity of the organization and performing associated support service functions using records, reports, forms, directives and management processes.

In order to qualify, you must meet the specialized experience requirements described in the Office of Personnel Management (OPM) Qualification Standards for General Schedule Positions, Clerical and Administrative Support Positions.

SPECIALIZED EXPERIENCE: Applicants must have at least one (1) year of specialized experience at the next lower broadband NK-01, equivalent to the next to lower grade GS-04 or equivalent in the Federal Service.

Specialized experience must include developing, establishing, updating, and maintaining office procedures and records/files of various types to ensure effective and efficient operation of the office.

Assisting other clerical staff in locating and selecting the appropriate guidelines, references, and procedures for application to specific cases.

Assisting in planning for and coordinating the implementation and compliance with higher echelon policy and procedural requirements in the area of administration.

Advising leadership on policy and executes directives through the establishment of procedures for associated programs.

Ability to make extensive travel arrangements, such as scheduling transportation, making reservations, and preparing travel orders and vouchers based on general travel intentions.

OR EDUCATION: Four years of education above the high school level obtained in an accredited business, secretarial or technical school, junior college, college, or university.

NOTE: You must submit a copy of your transcripts. OR COMBINATION OF EXPERIENCE AND EDUCATION: A combination of education and experience as described above may be used to qualify for this position.

NOTE: You must submit a copy of your transcripts.

KNOWLEDGE, SKILLS AND ABILITIES (KSAs): Your qualifications will be evaluated on the basis of your level of knowledge, skills, abilities and/or competencies in the following areas: 1.

Knowledge of extensive rules, procedures, or operations applied to assignments to perform the procedural and clerical work of the office, such as preparing and editing documents, locating and assembling information for various reports, maintaining files/records, and making and preparing travel arrangements.

2.

Knowledge of office functions and commitments of supervisor and staff to prepare and review correspondence, to screen telephone calls and visitors, to maintain supervisor's calendar, and of the organization and its functions and programs to answer inquiries of a general nature, refer items of interest to responsible staff, appropriate protocol, subject-matter filing, receptionist duties and other general clerical practices to support office operations.

3. Knowledge of correct grammar, spelling, punctuation, capitalization, and format to prepare and edit written correspondence and reports. 4.

Knowledge of various office equipment such as copiers, fax machines, printers and office automation software programs, tools, and techniques to support office operations and produce a variety of documents, such as letters, reports, spreadsheets, databases, and graphs.

5. Skill in typing; a qualified typist is desired. 6.

Knowledge of management and/or program analysis technical rules, guidelines, regulations and precedents with the ability to communicate effectively, both orally and in writing, using tact, courtesy and diplomacy.

PART-TIME OR UNPAID EXPERIENCE: Credit will be given for appropriate unpaid and or part-time work.

You must clearly identify the duties and responsibilities in each position held and the total number of hours per week.

VOLUNTEER WORK EXPERIENCE: Refers to paid and unpaid experience, including volunteer work done through National Service Programs (i.e., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religious; spiritual; community; student and social).

Volunteer work helps build critical competencies, knowledge and skills that can provide valuable training and experience that translates directly to paid employment.

You will receive credit for all qualifying experience, including volunteer experience. Major Duties:

Administrative Operations: Serves as the Det 5 subject matter expert for all mandated administrative support programs.

Ensures unit program compliance with regulations, laws, policies and Det Commander directives. Communicates requirements and provides guidance to Det members.

Directive and Procedural Support: Gathers data and prepares reports/briefings. Identifies quality productivity indicators for processes relating to assignments.

Develops and maintains complete records that are accessible by organizational members.

Reporting & Document Production: Performs a wide variety of technical and clerical work in support of unit objectives to include scheduling operations; preparing schedules; updating action plans, Memorandum of Agreements (MOAs) and Memorandum of Understanding (MOUs).

In support of the overall technical/clerical functions, manages and monitors unit suspense actions.

Administrative Program Management: Prepares, consolidates, submits, and maintains time and attendance records in accordance with established procedures.

Assists in planning for sponsored events ensuring proper protocol is followed.