POSITION CLASSIFICATION STANDARDS USED IN CLASSIFYING/GRADING POSITION:
Citation 1: OPM PCS PUBLIC AFFAIRS SERIES, GS-1035, JUL 81
Citation 2: OPM PCS MISC ADMIN & PROGRAM SERIES, GS-301, JAN 79
Supervisory Certification: I certify that this is an accurate statement of the major duties and responsibilities of this position and its organizational relationships, and that the position is necessary to carry out Government functions for which I am responsible. This certification is made with the knowledge that this information is to be used for statutory purposes relating to appointment and payment of public funds, and that false or misleading statements may constitute violations of such statutes or their implementing regulations.
Classification Review: This position has been classified/graded as required by Title 5, U.S. Code in conformance with standard published by the U.S. Office of Personnel Management or if no published standards apply directly, consistently with the most applicable published standards.
1. Serves as Protocol Officer for Corpus Christi Army Depot and supports all residing organizations on the depot in planning and coordinating major meetings, conferences, seminars, demonstrations, tours, and formal visits. Advises the Command Group/supervisors on all aspects of the depot protocol and visitors program. Analyzes and interprets requirements; secures essential data from sponsoring segment, as available. Coordinates requests made of segments by other agencies. Prepares and coordinates agendas and itineraries. Establishes the overall procedures for the effective handling of high-level military (i.e., General Officers), civilian dignitaries (i.e., SES personnel, Congressional representatives), and foreign officials to the depot. Formalizes plans and confirms that all details and arrangements are made for accommodating guests. Secures the use of facilities, enlists the cooperation of personnel and provides services for the arrival of unexpected dignitaries; provides data sheets or informational briefings. Notifies the Commander and other personnel of meetings and visits as warranted by the situation. As required, acts as official representative for the depot at receptions or other entertainment for distinguished visitors. Schedules and coordinates luncheons and dinners to include menu, place cards, and seating arrangements. Provides for honors and courtesies commensurate with the visitor's military rank or comparable station in civilian life. Monitors the entire visit and makes on-the-spot changes without interruption or inconvenience to the visitors. Maintains close liaison with higher headquarters personnel, foreign embassies, Department of Defense, and other governmental and non-governmental agencies and Congressional staff offices to ensure proper visit coordination and to obtain pertinent information such as equivalent US rank, correct conversational form of address, background, any special desires of visitors, etc. After each visit, discusses areas for protocol improvement with the Commander. Establishes and maintains close/cooperative working relationships with all staff elements to ensure total success of any identified activity. Provides extensive support to specific command-sponsored observances or events, i.e., Martin Luther King, Black History, Change of Command, POW-MIA, Armed Forces Day, Army Birthday, and others deemed appropriate, to include luncheon arrangements, notification to directorates, handling of reservations, special arrangements for speakers, and directions on posting of information on depot entrance sign or electronic signs. Prepares and submits reports through channels, to higher headquarters after action reports covering visits by senior officials of executive agencies of the Federal government, ranking foreign nationals, and members of Congress.
-- Makes recommendations, discusses proposed visit arrangements, independently resolves scheduling conflicts, and provides advice on proper execution of the various aspects associated with visits, conferences, seminars, or meetings. Because of the complexity and overlapping nature of many of the visits, must be able to simultaneously coordinate a wide range of activities in support of the protocol mission. Assures that all visitors, no matter what grade or status, are afforded appropriate courtesies. As required, obtains and provides security clearances of visitors to requisite depot offices. Serves as initial point of contact for all visitors. Schedules use of conference rooms to preclude visitor/conference conflicts.
Plans, coordinates, and implements required actions associated with major meetings, conferences, seminars, or ceremonies held on depot to include Commander's Conferences, mission workload meetings, joint-service support ceremonies, dedication ceremonies, receptions and visitations. Coordinates, investigates, reviews and recommends plans for contracting large to moderately large conferences in and out of the commuting area off depot. Acquires information either personally or via telephone/correspondence pertaining to possible locations, available facilities, transportation, costs of meals/rooms, etc. Compares potential locations/facilities and determines the best possible choices based on observations and economical factors. Recommends to Commander/Deputy to the Commander the most suitable and advantageous facilities by preparing fact sheets outlining cost comparisons, required facilities, suitability, etc. Confers with Directors, Division Chiefs, Staff Officers, the Public Affairs Officer, representatives from private industry and other key personnel to explore problems, discuss plans and outline programs; makes recommendations and furnishes advice as to the phases of program capabilities and execution. 50%
2. Receives and keeps currently informed on regulations, directives and procedures; keeps supervisor informed of any changes that would affect visitor(s) control. Revises and/or updates local or higher echelon regulations and procedures on visitor(s) control in accordance with changes in local procedures, or regarding visits of senior level officials in accordance with current guidance. Assures that visitor cards and/or logs are maintained on current basis.
-- Assists in planning CCAD protocol policies and procedures for conducting major meetings and visits. Assists in determining the procedures and techniques required to efficiently carry out individual programs with respect to meeting, greeting and caring for visitors; defines problems and requirements of various organizations, conferees, and levels of distinguished personnel. Confers with Chief of Staff, Chief Protocol Officer, and depot officials for the purpose of official visits, orientation tours, for U.S. and foreign military and civilian officials and personnel, Congressional visitors, etc. Works with AMCOM Engineering Support Division, the Defense Distribution Depot, Corpus Christi, the TMDE Support Center, Naval Liaison Office and the Naval Air Station, Corpus Christi as necessary in planning provisions for compatible events to meet allotted time in visitors' itineraries. Keeps supervisor and/or Commander informed of status of official visitors and of all arrangements pertaining thereto. Maintains general knowledge of depot organizations and missions and protocol procedures.
-- Provides planning and procedural guidance on the conduct of social functions. Coordinates, plans and reviews administrative matters such as ensuring proper security clearances, protocol considerations, provisions of escort as required, transportation arrangements, special entertainment as required, and special funding requirements. Determines the number of individuals and the categories of personnel who will attend receptions, dinners, or presentations. Determines table and seating arrangements for dinners; determines order of receiving line for receptions. Coordinates with Protocol NASCC on all co-hosted events. 25%
3. Acts as officer for requesting contingency funds from higher headquarters. Coordinates with Budget Officer and Legal Office to assure funds that are requested are in accordance with AR 37-47 (Contingency Funds of the Secretary of the Army).
4. Coordinates utilization of government and/or commercial motor transportation for transporting military and civilians from/to the airport, within installations during tours, from/to hotels/motels.
-- Types from verbal instruction and from own composition various types of correspondence and reports pertaining to the protocol and visitors program. Certification is not required. 25%
Performs other duties as assigned.
FACTOR 1, Knowledge Required by Position - Level 1-6 - 950 Points
-- Positions with this level of knowledge require skill in applying analytical and evaluative techniques to identify, consider, and resolve issues or problems of a procedural or factual nature. The issues or problems deal with readily observable conditions and information of a factual nature.
-- Included is knowledge of the theory and principles of management and organization, including administrative practices and procedures common to organizations such as those pertaining to areas of responsibility, channels of communication, delegation of authority, routing correspondence, filings, systems, and files and records storage. Assignments require skill in obtaining information about visiting dignitaries (their likes, dislikes, appropriate honors, courtesies, etc.).
-- Also required is knowledge of administrative regulations and operating procedures plus skill in applying fact-finding and investigative techniques.
-- Supervisor defines objectives. The incumbent arranges and sets own deadlines for completing the work in terms of issues, meetings, conferences, or seminars. When two or more projects are involved, assigns own priorities and deadlines for attaining specific objectives. The supervisor provides assistance on controversial issues or in areas for which precedent studies are not available. Employee plans, coordinates, and carries out steps to complete each phase of the assignment. Work problems are normally resolved by the employee without reference to the supervisor in accordance with the body of accepted office policies, applicable precedents, organizational concepts, and past experience.
-- Work is reviewed for conformance with overall requirements as well as contribution to the successful conclusion of the meeting, conference, or seminar. Completed work products such as evaluation reports are reviewed for consistency of facts and figures, choice of appropriate facilities, and practicality of recommendations. Findings and recommendations developed by the employee are reviewed with management officials prior to release, publication, or discussion.
FACTOR 3, Guidelines - Level 3-3 - 275 Points
-- Guidelines consist of administrative polices and Department of the Army and Department of Defense regulations covering protocol to be observed in dealing with representatives of other countries. Information in the guidelines is not always directly applicable to specific work assignments. However, precedent studies of similar subjects are available for reference. The employee uses judgment in choosing, interpreting, or adapting available guidelines to specific issues. The employee analyzes the situation and the current guidelines which over it and makes recommendations for changes.
-- Included is work assignments in which the visit/conference is covered by a wide variety of administrative regulations and procedural guidelines. Then the employee must use judgment in researching regulations and in determining the relationship between guidelines and satisfactory completion of the assignment.
FACTOR 4, Complexity - Level 4-3 - 150 Points
-- The work principally involves handling problems and relationships of a procedural nature. The employee analyzes the issues in the assignment, selects, and applies accepted techniques to resolve procedural problems affecting the completion of the assignment.
-- Typically, the employee prepares a narrative report containing a statement of the purpose of the meeting, background of individual involved, observations, itinerary to be followed, and meeting area recommendations.
-- Findings and recommendations are based upon observations, review of records or similar documentation, research of precedent visits, and applications of standard administrative guidelines to the visit.
-- The purpose of the work is to plan/complete assignments and to arrange meetings, conferences, seminars, etc., for visiting dignitaries and high-ranking military and civilian representatives. The employee identifies, analyzes, and makes recommendations to resolve conventional problems and situations. Work may involve developing detailed procedures and guidelines to supplement established administrative regulations or program guidance.
-- Completed reports and recommendations influence decisions by managers concerning the internal operations of the depot. The work may involve identifying the administrative operations of the Public Affairs Office.
FACTORS 6/7, Personal Contacts/Purpose of Contacts, Level 4-b 160 Points
High ranking officials such as other agency heads, top congressional staff officials, state executive or legislative leaders, mayors of major cities, or executives of comparable private sector organizations.
To provide advice to managers on non-controversial organization or program related issues and concerns. Contacts typically involve such matters as identifying decision-making alternatives, appraising success in meeting goals, or recommending solutions for administrative problems.
FACTOR 8, Physical Demands - Level 8-1 - 5 Points
The work is primarily sedentary, although some slight physical effort may be required.
FACTOR 9, Work Environment - Level 9-1 - 5 Points
The work is typically performed in an adequately lighted and climate-controlled office. May require occasional travel.
1. Availability Pay Exemption - (e.g., Criminal Investigators, U.S. Customs and Border Protection pilots who are also Law Enforcement Officers).
2. Foreign Exemption - (Note: Puerto Rico and certain other locations do not qualify for this exemption – See 5 CFR 551.104 for a list of Nonexempt areas.)
3. Executive Exemption:
a. Exercises appropriate management responsibility (primary duty) over a recognized organizational unit with a continuing function, AND
b. Customarily and regularly directs 2 or more employees, AND
c. Has the authority to make or recommend hiring, firing, or other status-change decisions, when such recommendations have particular weight.
4. Professional Exemption:
a. Professional work (primary duty)
b. Learned Professional, (See 5 CFR, 551.208 ) (Registered Nurses, Dental Hygienists, Physician’s Assistants, Medical Technologists, Teachers, Attorneys, Physicians, Dentists, Podiatrists, Optometrists, Engineers, Architects, and Accountants at the independent level as just some of the typical examples of exempt professionals). Or
c. Creative Professional, (See 5 CFR, 551.209 ) (The primary duty requires invention and originality in a recognized artistic field (music, writing, etc.) and does not typically include newspapers or other media or work subject to control by the organization are just some examples of Creative Professionals). Or
d. Computer Employee, (See 5 CFR, 551.210 ) ( must meet salary test and perform such duties as system analysis, program/system design, or program/system testing, documentation, and modification). Computer manufacture or repair is excluded (non-exempt work).
5. Administrative Exemption:
a. Primary duty consistent with 5 CFR 551 (e.g.; non-manual work directly related to the management or general business operations of the employer or its customers), AND job duties require exercise of discretion & independent judgment.
Executive Exemption NO Exercises appropriate supervisory responsibility (primary duty)
Customarily and regularly exercises independent judgment
80% test, if applicable (GS-5/6; Sit 1 & 2 WS supervisors; law enforcement & firefighter supervisors thru GS-9)
Professional Exemption NO
Professional work (primary duty)
Intellectual and varied work (more than dealing with procedures/precedents)
Discretion & independent judgment
80% test, if applicable (This virtually never applies since GS-5/6 positions are trainees and other eligible employees are not professional)
Administrative Exemption NO
Primary duty YES Policy or YES Management or general business or supporting services or NO Participation in the executive/administrative functions of a management official NO
Nonmanual work test YES intellectual and significant (more than dealing with procedures/precedents), or NO specialized & technical in nature requiring considerable training/experience YES
Discretion & independent judgment NO
80% test, if applicable
Comments/Explanations (State which major duties/job functions are Exempt): Duties and factor level descriptions fail to support exempt status. As defined in the CFR, the position does not fully meet the discretion and independent judgment criteria.