Duties

Summary

THIS IS A NATIONAL GUARD TITLE 32 EXCEPTED SERVICE POSITION.

This National Guard position is for a MANAGEMENT ASSISTANT, Position Description Number D1584P01 and is part of the MD JFHQ G6, National Guard.

This position is open to Maryland National Guard Soldiers only.

This is an obligated position (incumbent is on a military tour), selectee will receive an indefinite appointment (Tenure 3).

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Responsibilities

As a Management Assistant, GS-0344-07, you will perform the following duties:

Operates the Records Holding Area (RHA). Advises units and activities on the policies and procedures for records retirement and disposal. Receives and reviews incoming records to be placed in the RHA, ensuring that they meet criteria for storage eligibility. Processes records for storage and establishes catalogs of records for retrieval purposes; calculates and specifies the disposal dates according to pertinent regulations; assigns accession numbers and shelves records in systematic order for recall of particular stored files; identifies and destroys or arranges for final disposition of stored records in accordance with applicable regulations

Maintains the Records Holding Area to include preparation and maintenance of transmittal forms, inventory lists, registers, and other index documents to facilitate references, document the transfer of records, and permit immediate retrieval of records upon request. Processes a variety of requests for recall of files and documents. Performs extensive research in response to requests for information, files, or documents which includes researching automated files and indexes as well as manual records. Provides information, records, documents to-the requester within the provisions of the Privacy Act and the Freedom of Information Act. Maintains appropriate administrative records reflecting the history of each charge-out from the RHA, indicating dates of receipt, requester, documents released, date of refueling, and other pertinent information.

Provides technical assistance to staff elements, units and activities with regard to establishment and operation of records systems. Analyzes existing records systems having technical or clerical problems with duplication, retrieval or disposition. Develops recommendations for improving these records systems. Conducts training workshops for units and activities with respect to records creation, records maintenance/use, and disposition. Plans and conducts training programs covering the agency record keeping systems utilized by the serviced organizations and military correspondence preparation and management.

Provides temporary storage in a staging area for special groups of records when immediate or permanent storage is not authorized or feasible. Retires or destroys these records as they become eligible under records control schedules.

Performs records management studies or surveys as needed. Gathers and compiles information and statistical data in assigned special projects.

Identifies records, documents and artifacts with potential historical value and arranges for transfer to RHA. Maintains the integrity and safekeeping of such archival materials.

Performs other duties as assigned.

Travel Required

Not required

Supervisory status
No

Promotion Potential
None

Requirements

Conditions of Employment

This is an obligated position (incumbent is on a military tour), selectee will receive an indefinite appointment (Tenure 3). If a Reduction-In-Force occurs and/or the military tour member exercises reemployment right to this position, the indefinite appointee will have no reemployment rights to any other position and may be separated. If the military tour member, having reemployment rights to this position, does not exercise his/her USERRA rights, this position may be converted to a permanent status without further competition.

This position is open to Maryland National Guard Soldiers only. This is an excepted service position that requires membership in a compatible military assignment in the employing state's National Guard, required prior to the effective date of placement. Selectee will be required to wear the military uniform. Acceptance of an excepted service position constitutes concurrence with these requirements as a condition of employment. Males born after 31 December 1959 must be registered for Selective Service. Federal employment suitability as determined by a background investigation. May be required to successfully complete a probationary period. Participation in direct deposit is mandatory.

Applicant must possess or be able to obtain a secret security clearance within one year of appointment.

Qualifications

Military Grades: Enlisted

GENERAL EXPERIENCE : Experience, education or training involving administrative or clerical experience (i.e., applying guidelines, rules and regulations to assignments, composing correspondence, researching and compiling information and data, and records administration). Experience using computer and automation systems.

SPECIALIZED EXPERIENCE : Must have at least 12 months experience, education or training evaluating and determining regulatory compliance. Experience using guidelines, methods, precedents and techniques applicable to the specific programs or phases relative to the position. Experience conducting studies, preparing reports, and making changes to eliminate ineffective operations.

Quality of Experience - Length of time is not of itself qualifying. Candidates' experience should be evaluated on the basis of duties performed rather than strictly on the rank of the individual; however, established compatibility criteria/assignments must be followed. The applicant's record of experience, training, and education must show possession of the knowledge, skills, and abilities needed to fully perform the duties of the position to be filled.

Education

You must provide transcripts or other documentation to support your Educational claims. To receive credit for Education, you must provide documentation of proof that you meet the Education requirements for this position.

Additional information

If you are a male applicant who was born after 12/31/1959 and are required to register under the Military Selective Service Act, the Defense Authorization Act of 1986 requires that you be registered or you are not eligible for appointment in this agency ( https://www.sss.gov/RegVer/wfRegistration.aspx ).

If you are unable to apply online or need to fax a document you do not have in electronic form, view the following link for information regarding an Alternate Application .

How You Will Be Evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

Once the announcement has closed, your resume and supporting documentation will be used to determine if you meet the qualifications listed on this announcement. If you are minimally qualified, your resume and supporting documentation will be compared to your responses on the assessment questionnaire to determine your level of experience. If you rate yourself higher than is supported by your application package, your responses may be adjusted and/or you may be excluded from consideration for this position. If you are found to be among the top qualified candidates, you will be referred to the selecting official for employment consideration.

Your qualifications will be evaluated on the following competencies (knowledge, skills, abilities and other characteristics): Detailed knowledge of administrative control processes and procedures that govern the storing and archiving of records is required to effectively maintain Records Holding Area (RHA) and to store, retire, and dispose of records appropriately. Complete understanding of established procedures for archiving historical records, documents and artifacts for future use to properly maintain the records. Practical knowledge of general management and administration as well as a practical knowledge of records management is required to prepare accurate records and reports. Ability to communicate clearly orally and in writing to provide one-on-one training as well as to conduct workshops with unit and activity personnel. Broad knowledge of the organizational structure of the State is required to determine sources of information while performing duties/responsibilities.

Background checks and security clearance

Security clearance
Secret

Drug test required
Yes

Required Documents

To apply for this position, you must submit a complete Application Package which includes:

1. Your resume showing work schedule, hours worked per week, dates (including Month and Year, e.g., 02/2017, Feb 2017, etc.) of employment and duties performed.

2. Other supporting documents:

If you are relying on your education to meet qualification requirements:

Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education .

Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.