Administrative Support Assistant (OA)
Administrative Support Assistant (OA)
Waegwan, South Korea
Ausschreibungsbereich
All current USFK KN employees located in Area IV and serviced by Civilian Human Resources Agency - Far East Region (CHRA-FER)
Hauptaufgaben
Performs a variety of administrative duties in support of the organization. Responsible for operating budget, incentive awards, training, travel, timekeeping, EEO reports, publication and records management, correspondence, accomplishing reports, and personnel actions. Incumbent is the authoritative source on all clerical and administrative functions. 1. Serves as the POC for preparing and coordinating personnel actions within the organization. Prepares request for personnel actions for justification, timeliness, appropriateness, and completion of forms. Maintains liaison with the Manpower Management Officer, HR office, and the appropriate specialist in order to verify information on the SF-52 and record actions for follow-up. Reviews incoming performance appraisals for correct format, and to ensure that employees have been on performance standards for an appropriate length of time. Advises originator of any errors in format or procedure and forwards completed appraisals to HR office through RM for finalization. Keeps abreast of current regulations, policies and procedures. 2. Composes correspondence associated with duties such as letters and memoranda required to transmit various reports and message within the organization, to other agencies, and to private companies. Informs and instructs assigned clerical personnel (e.g. clerical support, temporary personnel, and summer hires) concerning office formats, procedures and use of office automation. Ensures that these employees are effectively and efficiently utilized. Assists in the procedural aspects of expediting the work of the office. Reads all incoming and outgoing correspondence (to include electronic mail), regulations, and directives which may affect the office. Screens all correspondence for suspense dates and assigns suspense actions to the appropriate subordinates element. Tracks all suspense dates to ensure their timely completion. 3. Conducts records management surveys in the areas of files maintenance and disposition. Evaluates findings and prepares summary reports with comments and recommendations for remedial action; effects necessary coordination. Instructs other personnel of the office in the overall records management program within the organization. Maintains reference library and orders new publications as needed. Establishes, maintains and systematically disposes of a variety of records, documents, files, Military and Federal specifications, and technical data and standards. Reviews all written material for completeness, accuracy, proper preparation, and advises appropriate personnel of proper methods to eliminate points of nonconformance. Develops, reviews, and updates SOPs and directives for various functions within the organization. Conducts studies of existing directives to detect and eliminate conflict, overlap, and duplication. Assures that only current material is retained. Reviews proposed directives to ensure proper arrangement of material, consistency with existing directives, and proper distribution. Arranges meetings and conducts individual discussions with using activities to gain their concurrence in recommendations for new SOPs and directives. 4. Prepares and analyzes the organization's fiscal year operating budget to include salaries, travel, and all direct and indirect costs for the various elements. Gathers historical data; projects needs based on known factors; and consolidates requirements into the operating budget. Analyzes financial management, cost histories, and obligation and expenditure trends. Analyzes administrative policies and procedures recommending improvements; studies internal reports; and prepares graphs, charts and statistical tables using office automation systems. Coordinates with budget analysts and program analysts in funding and financial matters. Attends informal seminars and meetings within and outside the organization to plan and coordinate the financial management program. Assists in determining manpower requirements and recommendations allocation of resources in accordance with assigned missions, workload, established standards and consideration of local conditions. Prepares TDA data and recommends actions on request to change MRC for the organization. 5. Performs all office management and administration for the organization, assuring smooth functioning of all included offices. Interprets and implements directives and regulations emanating from higher authority. Serves as an authority on interpretation of such directives as they pertain to administrative matters. Makes special studies, surveys or inspections of administrative activities as requested or needed. Prepares reports of findings, together with recommendations for corrective actions or solutions to the problems. Keeps supervisor informed at all times of progress of real or potential problems relative to leave, overtime, overhead, performance, costs, budgets, work progress, EEO program, fiscal year goals, etc. Analyzes information, notes trends, and recommends corrective action to insure accomplishment of functions with a view to increase efficiency and economy. Serves as the central POC within the organization for providing authoritative explanations of regulations relating to administrative matters such as travel orders, timekeeping, leave usage, etc. Conducts analyses of a variety of administrative or management data and provides required reports and recommendations, if applicable, for use by supervisor to determine required courses of action. Typical duties include review of data to assess logic and correctness of data; analysis of overtime and leave usage; and review of administrative files for compliance and adequacy of reporting requirements. Receives and screens telephone and personal inquiries relative to activities of the office. Maintains calendar and schedules appointments, arranges conferences, assembles background materials, and may attend to record proceedings. 6. Responsible for office automation within the organization. Uses automated data processing equipment to prepare in final form a variety of narrative and tabular materials such as correspondence, reports, charts, statistical tables, manuals, technical papers, staff studies and messages. Refers to dictionaries, correspondence manuals, and other reference tools in completing such assignments. Insures correspondence meets criteria contained in administrative guidance and checks for correct format, grammar, spelling, punctuation, capitalization, etc., prior to releasing the documentation for signature and distribution. Uses a variety of keys, codes, and function commands to perform office automation duties involving one or more of the following: standardized word processing, electronic mail, suspense system, tracking system. A qualified typist is required to perform office automation duties. Performs other duties as assigned.
Qualifikationsanforderungen
1. This position has been designated as KN EMERGENCY-ESSENTIAL (MISSION ESSENTIAL). KN EE (ME) Position Agreement Form (USFK Form 200EK) must be signed prior to appointment of the selectee for this position. 2. Relocation Allowance will NOT be authorized for the selectee from outside the commuting area. 3. The employment age range for recruitment and placement is 18 to 61.
Auswahlkriterien auswählen
N/A