Office Assistant 2

Office Assistant

Working under the supervision of senior staff, Office Assistants perform office support and clerical work to meet the requirements of agency programs. Such work may consist of but is not limited to : performing data entry; math or calculations; mail, supply, and inventory functions; keyboarding and other document preparation tasks; answering telephones; completing forms; assisting customers; creating or assisting in the preparation of reports, charts, graphs, and tables; and performing other related activities. This work is accomplished in accordance with applicable procedures, rules, regulations, and law; and in accordance with National Guard Bureau (NGB) requirements specifically requirements of the Master Cooperative Agreement (MCA) between NGB and DMNA, as well as agency and labor contract duties and responsibilities current and as amended.

Office Assistants 1 perform entry-level clerical and office support work, including processing transactions and maintaining records in a variety of organizational settings. Any given assignment may encompass a broad or narrow range of activities. Office Assistant 1 is a non-supervisory position.

Office Assistants 2 perform all duties of the Office Assistant 1; and may supervise Office Assistants 1 and other subordinate staff such as interns, and / or directly perform the more difficult or complicated clerical processing and office support work for which substantive knowledge of the program area is required. Office Assistant 2 positions perform complicated clerical and office support activities that require substantive knowledge of the program and / or of the program's governing laws, rules, or regulations. Such laws, rules, or regulations may be subject to frequent change. Incumbents typically handle sensitive applications, requests, or inquiries in which management or executive staff may be contacted or interested. They process requests that do not meet normal parameters and may require additional research and consultation with higher level staff. They also perform activities that may require coordination with internal or external parties such as coordinate meetings and travel activities. The Office Assistant 2 will be expected to have more advanced computer skills and knowledge. The Office Assistant 2 is expected to perform tasks with considerable independence.

Assignments may include but are not limited to combinations of the following :

• Answer questions from and provide information to various parties regarding agency activities, transactions, and procedures. Refer inquiries as necessary.
• Operate various communication systems such as telephones and computers; and keep records of such communications.
• Operate, and perform basic cleaning and maintenance on office machines and equipment. Clear paper jams in copiers, scanners and printers; replace toner cartridges; and clean keyboards and screens.
• Schedule appointments, meetings, and travel using various office tools.
• Perform routine processing activities, including checking forms for completeness and accuracy.
• Type, proofread, review, and correct correspondence, documents, records, and other written material.
• Make appropriate corrections for format, accuracy, and validity.
• Assist in gathering or compiling data for reports, graphs, charts, tables, or other products.
• May create graphs, charts, or other visual aids to display data.
• May also prepare routine reports or assist others in the preparation of reports, following established guidelines.
• Transcribe hand-written materials.
• Maintain, update, and correct records and files.
• Receive, screen, review, and verify documents, forms, applications, claims, and other documents for completeness, content, and accuracy.
• Establish new files in accordance with procedures to include coding and numbering forms, creating folders, and compiling relevant material.
• Enter and retrieve data and information from computerized systems.
• Verify data previously transcribed or entered to detect errors.
• Perform various clerical or office assistance tasks such as scanning documents, and verifying accuracy of data from scanned documents.
• Constant communication with various individuals to field questions, elicit and convey information, and resolve issues.
• Respond, in various forms (verbal and written), to questions from the general public or others concerning the operation of the unit or program area and / or to explain and interpret agency rules, regulations, policies, or procedures.
• Resolve complaints and work problems such as settling complaints from difficult clients or concerns / conflicts between subordinate employees.
• Interview clients to obtain detailed information to perform such tasks as completing forms, records, or documents. Determine the appropriate course of action based on that information.
• Based on established guidelines, standards, procedures, laws, rules, and regulations, evaluate documentation and, pursuant to that evaluation, issue permits, licenses, and other official permissions; and / or perform an initial assessment of applicant eligibility for program services or for the validity of claims.
• Explain reasons for agency determinations.
• Contact various persons to obtain information to make proper determinations.
• Contact clients, applicants, and others to set up interviews, hearings, or similar interactions.
• Determine and collect fees.
• As directed, prepare and administer probation reports or annual performance evaluations for subordinate personnel; regularly evaluate the quality, quantity and timeliness of work.
• In accordance with directives, set operational hours and establish work schedules for personnel in the unit, evaluate and approve leave.
• Ensure compliance with all personnel policies and procedures.
• Gather, compile, and prepare data from manual or automated files and other sources for various reports, publications, records, or other external or internal communications.
• Write responses to correspondence or memorandum as directed.
• Review forms and applications and make appropriate determinations.
• Coordinate arrangements for meetings, courses, and other gatherings to include arrange for rooms, take attendance, and insure appropriate materials and equipment are available.
• Assign work to staff and assure necessary coverage for assignments and office.
• Provide subordinate guidance and instruction concerning task assignments such as document preparation, processing materials, and maintenance of records.
• Provide subordinates with standard formats for the preparation of documents and reports using available software packages.
• Provide training for the performance of duties, use of work equipment and office and agency procedures.
• Other duties as assigned.
• Will perform duties independently as well as in team setting.
• Work on computers utilizing various software and database systems.
• Overtime may be required.
• Demonstrate reliability and trustworthiness.
• Work independently with minimal supervision.
• Complete and attend training as required.
• Other work-related duties as assigned.

Job Requirements

Basic knowledge of applicable rules and regulations associated with unit assigned, to include rates of the US Postal Service and other applicable carrier requirements.

Basic knowledge of the rates and services provided by private carriers.

Must be familiar with and be able to independently use commonly utilized software programs such as Microsoft Word, Excel, electronic mail (e-mail) and internet searches such as for postal / carrier information or supply products.

Must be able to sit, stand and / or walk for extended periods of time.

Must be able to push, pull, lift and carry heavy objects and equipment (minimally 50 lbs) as part of daily activities.

Must have good verbal and written communication skills; be able to clearly and concisely prepare written documentation related to mail receipts and notification, etc.

Ability to read and write in English.

Ability to work independently with minimal supervision as well as with other individuals in a project / team setting.

Ability to get along with and interact well with different groups of people, including co-workers, management, both federal and state personnel, and the public.

Ability to follow directions, ensure follow through and completion of assignments and seek assistance or report concerns when needed.

Ability to prioritize assignments and be productive in a fast-paced, multi-faceted work environment.

Ability to work with data and information with attention to detail and minimize errors.

May be required to work outside in various temperatures and inclement weather for extended periods of time.

May be required to work comfortably at heights such as climbing ladders, platforms and lifts.

Attends and completes additional training as required.

Will require periodic travel.

May require overtime.

Other duties as assigned.

Must be able to supervise and train subordinate personnel.

Must be able to lead, coach and train other personnel and clients on procedures related to mail / supply unit, stores, clerical operations, or other requirements of unit assigned.

Must be able to assign work and projects and ensure proper compliance with policies and procedures.

Must be able to compile, reconcile and prepare complex documentation such as financial and budgetary data worksheets