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ARMY POSITION DESCRIPTION
 

PD#: EI443301

Sequence#: VARIES

Replaces PD#: EI337567

ADMINISTRATIVE SUPPORT ASSISTANT (OA)

NK-0303-03

Organization Title:

POSITION LOCATION:

Servicing CPAC: FORT CARSON, CO

Agency: VARIES

Installation: VARIES

Army Command: VARIES

Region: SOUTHWEST

Command Code: VARIES

POSITION CLASSIFICATION STANDARDS USED IN CLASSIFYING/GRADING POSITION:

Citation 1: OPM PCS MISC CLERK & ASST SERIES, GS-303, NOV 79

Citation 2: OPM GLG / CLERICAL & ASST WORK, JUN 89

Citation 3: OPM PCS OFFICE AUTO CLER & ASST SERIES, GS-326, NOV 90

Citation 4: OPM PCS MGMT & PROG CLER & ASST SERIES, GS-344, MAY 93

Citation 5: OPM INTRO / POSN CLASS STDS, APP 3, PRIMARY STANDARD, AUG 2009

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.

 

Supervisor Name: MICHAEL CONNOLLY, MGR

Reviewed Date: 01/13/2015

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.

 

Reviewed By: HEIDI PEREZ

Reviewed Date: 01/13/2015

POSITION INFORMATION:

Cyber Workforce:

  • Primary Work Role: VARIES
  • Additional Work Role 1: VARIES
  • Additional Work Role 2: VARIES

FLSA: NON-EXEMPT

FLSA Worksheet: NON EXEMPT

FLSA Appeal: NO

Bus Code: VARIES

  • Mission Category: VARIES
  • Work Category: VARIES
  • Work Level: VARIES

Acquisition Position: NO

  • CAP:  
  • Career Category:  
  • Career Level:  

Functional Code:  

Interdisciplinary: NO

Supervisor Status: VARIES

PD Status: VERIFIED

CONDITION OF EMPLOYMENT:

Drug Test Required: VARIES  

Financial Management Certification:

Position Designation: VARIES

Position Sensitivity: VARIES

Security Access: VARIES

Emergency Essential:   

Requires Access to Firearms: VARIES

Personnel Reliability Position: VARIES

Information Assurance: VARIES

Influenza Vaccination: NO

Financial Disclosure: VARIES

Financial Disclosure: NO  

Enterprise Position: VARIES

POSITION ASSIGNMENT:

Competitive Area: VARIES

Competitive Level: VARIES

Career Program: VARIES

Career Ladder PD: NO

Target Grade/FPL: 03

Career Pos 1:    

Career Pos 2:    

Career Pos 3:    

Career Pos 4:   

Career Pos 5:    

Career Pos 6:   

Mission/Goals:

USASMDC/ARSTRAT conducts space and missile defense operations and provides planning, integration, control and coordination of Army forces and capabilities in support of U.S. Strategic Command missions (strategic deterrence, integrated missile defense, and space operations); serves as the Army force modernization proponent for space, high altitude and global missile defense; serves as the Army operational integrator for global missile defense; and conducts mission-related research and development in support of Army Title 10 responsibilities.

POSITION DUTIES:

Serves as the Administrative Specialist for the Army Space Personnel Development Office (ASPDO) with responsibility for supporting all ASPDO mission areas to include Army Space Cadre and Functional Area 40 (Space Operations Officers) personnel developer activities. Manages the Army’s Space Badge and 3Y (Space Enabler) Skill Identifier/Additional Skill Identifier (SI/ASI) programs. Serves as ASPDO representative to various meetings. Participates as necessary in planning sessions and exercise support. Provides executive level administrative support. Assists the Director, ASPDO and Deputy Director with the command's administrative programs and policies. Keeps the Director and Division Chiefs informed on all crucial or time-sensitive administrative matters.

1. Subject Matter Expert (SME) for all things related to the Army Space Badge and 3Y SI/ASI programs. Reviews and processes Soldier requests for award in all components throughout the Army. Analyzes all packets to ensure established time standards, experience and training certification requirements are met. Advises requesters on proper rules and eligibility requirements. Advises Commanding General (3-Star) and Deputy Commanding General for Operations on exceptional cases and ensures full integrity is maintained with the awarding of the Space Badge. Coordinates with Staff Judge Advocate (SJA) on issues/exceptional cases that may have legal ramifications. Prepares all orders, memorandums and certificates for both programs. Tracks all previous awards and maintains records on all documentation. Prepares badge and SI/ASI quarterly reports and performs trend analysis. Develops and updates procedural guides for both programs. Keeps abreast of new space professional development opportunities, analyzes content and makes recommendations to update eligibility requirements. Collaborates with Directorate of Training and Doctrine (DOTD) on the analysis of new Space training courses that may meet the qualification requirements for the Army Space Badge or 3Y SI/ASI. Coordinates with foreign military counterparts on meeting the eligibility requirements for the Army Space Badge. (40%)

2. Facilitates and/or maintains the internal office and Director's calendar, scheduling appointments and meetings as needed. Reschedules appointments and meetings when required. Coordinates and arranges various internal and external meetings, appointments and office calls. Prepares meeting agendas and, when needed, takes notes and accurately documents and publishes meeting summaries. Receives and reviews incoming distribution, mail, correspondence and other actions, assists the Director and Deputy Director in determining action needed, and refers to appropriate member for action. Maintains suspense on non-routine correspondence and other actions, alerts appropriate members of due date for responses, and monitors to ensure adequate and timely responses. Reviews correspondence, reports and other items prepared for the Director's signature for clarity, completeness, and compliance with administrative procedures, policies and regulations before submitting to the Director. Returns submissions for correction or rewrites as needed. Handles unusual or unprecedented problems independently, taking action or recommending solutions to the Director or Deputy Director. On own initiative, resolves a variety of problems related to staff actions. Formulates, types and prepares a variety of correspondence and material using correct format, spelling, grammar, punctuation, etc. Collects and forwards outgoing distribution, mail, correspondence and other actions as appropriate. Maintains extensive knowledge of the Microsoft Office suite of programs to support ASPDO operations and production of correspondence, briefs, reports, spreadsheets, databases and graphs. Accomplishes administrative, statistical and data entry tasks using standard office automation tools such as personal computers, printers, modems, etc. Maintains expertise in the use of these office automation tools. Serves as ASPDO Records Management Coordinator. Sets-up and maintains office records and files in accordance with AR 25-400-2, Army Records Information Management System (ARIMS). Serves as the ASPDO Security Manager. (35%)

3. Serves as the Office Training Coordinator, Government Purchase Card (GPC) Holder and Time Keeper. As Training Coordinator, maintains training records and ensures all office personnel complete mandatory training requirements. Develops and implements internal office administrative policies and procedures. Performs a wide variety of tasks pertaining to and using the GPC Card. Receives supply and training purchase requests. Coordinates with Office Budget Manager on availability of funds. Inputs purchase request and initiates approval in General Fund Enterprise Business System (GFEBS). Conducts monthly reconciliation of card account. As Time Keeper, collects timecards from all office personnel and enters them into the Defense Civilian Pay System (DCPS). Monitors, instructs and provides guidance to ASPDO personnel in correct procedures for preparing time and attendance reports and substantive forms. Maintains all GPC and Time Card documentation for audit readiness purposes. Additionally, supports Deputy Commanding General for Operations office for both tasks. (15%)

4. As Organizational Defense Travel Administrator, oversees, and/or makes travel arrangements for the Director and other ASPDO personnel as necessary. Schedules transportation and makes hotel/government quarters reservations as required. Makes modifications to office member DTS profiles as required. Trains ASPDO personnel in use of DTS and assists with DTS problems or issues. Maintains liaison with the DTS help desk. (10%)

Performs other duties as assigned.

1. Must be able to obtain and maintain a TOP SECRET security clearance.

2. This is a drug testing designated position. In accordance with AR 600-85, Alcohol and Drug Abuse Prevention and Control Program, the incumbent must successfully pass a urinalysis screening prior to the appointment and periodically thereafter.


Factors:

   CAREER PATH: ADMINISTRATIVE SUPPORT NK-III

   FACTOR: 1. JOB ACHIEVEMENT AND/OR INNOVATION

bClassification Level Descriptors/bbr NK Level III (Score Range 38 – 61)brbr • Provides guidance to individuals/teams; resolves conflicts. Expertise solicited by others.br • Promotes individual/team development; leads development of training programs for self and others.br • Guides and accounts for results or activities of individuals, teams, or projects. Assumes ownership of processes and products, as appropriate.br • Develops rules, procedures, or operations for complex/difficult organizational tasks.br • Identifies issues requiring new procedures and develops appropriate guidelines.br • Plans and conducts complex administrative activities.brbr

   FACTOR: 2. COMMUNICATION AND/OR TEAMWORK

bClassification Level Descriptors /bbr NK Level III (Score Range 38 – 61)brbr • Explains and/or communicates administrative/functional procedures at all levels.br • Prepares, reviews, and/or approves documents, reports, or briefings.br • Promotes and maintains environment for cooperation/teamwork. Sets tone for internal/external cooperation.br • Leads and guides others in formulating and executing plans in support of team goals.brbr

   FACTOR: 3. MISSION SUPPORT

bClassification Level Descriptors /bbr NK Level III (Score Range 38 – 61)brbr • Identifies issues and determines approaches and methods to accomplish tasks. Initiates effective actions and resolves related conflicts.br • Establishes customer alliances and translates needs to customer service.br • Coordinates resources across projects.br • Optimizes resource utilization across projects.br


Fair Labor Standards Act (FLSA) Determination = (NON EXEMPT)

 

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.

  FLSA Conclusion:
  Exempt
  Non Exempt


FLSA Comments/Explanations:

Position fails to meet exemption criteria of the 5 CFR.


CONDITIONS OF EMPLOYMENT & NOTES:



POSITION EVALUATION:

I. REFERENCES:

a. OPM PCS Misc. Clerk & Assistance Series, GS-0303, November, 1979
b. Grade Level Guide for Clerical and Assistance Work, June 1989
c. Office Automation Clerical and Assistance Series, GS-0326, November 1990
d. OPM PCS Mgmt & Program Clerical & Asst Series, GS-344, May 93
e. Introduction to the Position Classification Standards, APPENDIX 3, PRIMARY STANDARD, August 1991

II. DETERMINATION OF SERIES AND TITLE:

The GS-0303 series includes positions where the duties of which are to perform clerical and assistant or technician work for which no other series is appropriate. This position involves the performance of various specialized office support functions and military personnel. The incumbent serves as a focal point for staff integration, tasking, staff coordination, and dissemination of information. OA for Office Automation is added as a parenthetically.

III. DETERMINATION OF GRADE:

Positions classified into the GS-0303 series should be classified IAW reference b. above to make a grade level determine. However, upon review of the narrative Grade Level Guide for Clerical and Assistance Work it was decided that the nature of assignment and level of responsibility exceeded the GS-07 level benchmark and the position should be evaluated at the next higher grade of GS-08. Since reference b. does not provide grade evaluation criteria at the GS-08 level, the Primary Standard (reference e.) and related FES standards were used to assist in a grade level determination.

Reference d., The Management and Program Clerical and Assistance Series, GS-0344 was selected for cross comparison because the administrative duties performed by administrative assistants’ and are similar to this position's assignments and require comparable knowledge (e.g., knowledge of administrative procedures and requirements; various office skills, and ability to apply such skills in a way that increase the effectiveness of others). The duties do not require a technical or professional knowledge of a specialized subject-matter area.

IV. FINAL DETERMINATION:

Administrative Support Assistant (Office Automation), GS-0303-08.

Factor 1. Knowledge Required by the Position. Level 1-5 750 points (PRIMARY STANDARD)

Comprehensive knowledge of the Army Space Badge and the 3Y Space Enabler, Skill Identifier/Additional Skill Identifier (SI/ASI) programs to coordinate, review and analyze eligibility requirements, awards content, and trends.

Knowledge of the Army Space Cadre’s mission, functions, goals and programs to provide a wide variety of management support services.

Knowledge of military command structures, mission, doctrine and organizational relationships of military Table of Distribution and Allowances (TDA) and Table of Organization and Equipment (TO&E) units is required to evaluate/analyze positions for inclusion into the Army Space Cadre.

Thorough knowledge of Department of Defense, Department of the Army and USASMDC/ARSTRAT regulations and polices related to personnel, awards and personnel planning. Ability to interpret and analyze these regulations and apply it to resolving discrepancies and update procedural guidance as it applies to the Space Badge, 3Y SI/ASI and Civilian Cadre certification.

Knowledge of orders preparation and issuance along with methods to distribute and add to Human Resources Command (HRC) databases.

Ability to communicate both orally and in writing in order to explain procedures and regulations and to compose reports, briefings and other correspondence.

Working knowledge in the use of desktop computers, use of Microsoft Office products, Intranet Portal, and their use in general office work. Knowledge of and ability to use SharePoint 2010.

Knowledge of the General Fund Enterprise Business System (GFEBS) and Defense Civilian Pay System (DCPS) automated systems.

Knowledge of US Government Credit Card Program procurement rules as well as knowledge in the preparation of document for payment and reconciliation.

Knowledge applying fact-finding and research techniques to identify discrepancies/issues, develop alternatives, determine corrective courses of action, analyze factual information and summarize facts and issues.

Factor 2. Supervisor Controls Level. Level 2-3 275 points

Works under the general supervision of the Deputy Commanding General for Operations with direct supervision provided by the Director, ASPDO. Receives administrative direction and assignments from supervisor with assignments characterized by objectives, deadlines and priorities. Incumbent independently plans work and develops methods and procedures, deviating from accepted practices to the extent required. Incumbent has delegated responsibility to accomplish assigned mission and is relied upon to use good judgment in executing assigned responsibilities. Work is reviewed for technical soundness, appropriateness of recommendations and compliance with objectives and policies.

Factor 3. Guidelines Level. Level 3-3 275 points

Guidelines are broadly stated and non-specific in the form of policy statements and regulatory guidelines. Supervisor provides guidance for non-routine actions. Employee uses own judgment in interpreting and adapting guidelines such as Army regulations, USASMDC/ARSTRAT policies, and ASPDO procedural guides, precedents, and work directions for application to specific cases. Employee empowered to implement decisions and actions within area of responsibility. The employee uses various references such as: guidance from the Chief of Staff of the Army (CSA) authorization and delegation memorandums, HQDA, the Director or Deputy Director, higher headquarters directives, standard operating procedures, procedural guides, USASMDC/ARSTRAT plans, policies, or operating procedures. Employee uses, interprets and analyzes data related to these guides. The guides are at times very general and the employee must be able to apply own interpretation in order to execute programs.

Factor 4. Complexity Level. Level 4-3 150 points

Work is generally complex in that it requires initiative to interpret regulations and policies and access several different data management programs to verify data and process requests. The employee decides what needs to be done by evaluating circumstances (analyzing packets submitted for the Space Badge and 3Y); considering different approaches (do different experience and training requirements met the intent of certification); and dealing with incomplete and conflicting data. Employee develops courses of action and makes recommendations to senior leadership for decisions when necessary, especially when denying the Space Badge and 3Y. The employee uses judgment and originality by analyzing data, presenting data in a format usable by senior leaders in decisions related to the personnel proponent. Denials need to have well thought out reasoning and courses of actions to be present to SJA and DCG. Consolidation and interpretation of data is required for quarterly reports to the command group.

Factor 5. Scope and Effect Level. Level 5-3 150 points

Work effects the smooth operation of the ASPDO organization and ability to project known events across the command and the space cadre community. Supports the Army Space Cadre community which is broad in scope and size. Work can have immediate and long term effect in the tracking of qualified Space Cadre members within the Army. Work is routinely reviewed at the General Officer and Staff Judge Advocate (SJA) levels within the command. Work affects the accuracy and reliability of other staff actions in ASPDO and the command.

Factor 6/7. Personal Contacts Level/Purpose of Contacts. Level 2b 75 points

Personal contact with employees and managers may be at various levels from technicians to General Officers both inside and outside of the command (Army-wide) and with foreign militaries, mainly Australians that support an National-level MOU. Personal contact is with staff from USASMDC/ARSTRAT Headquarters and other Army personnel organizations. Work is routinely reviewed at the General Officer and Staff Judge Advocate (SJA) levels within the command and personal contact is required at those levels. Customer contact is incurred and customers consist of Army Space Cadre members from across the Army and foreign militaries.

Purpose of contacts is to provide analysis, effect coordination, establish requirements and priorities, and present data relevant to the Space Badge, 3Y SI/ASI and ASPDO Operations. Contacts allow for direct exchange of information and supporting data between incumbent and customers. Contact is also required to action officers, staff officers and commanders at higher headquarters in order to process requests and staff proposed changes in policies.

Factor 8. Physical Efforts. Level 8-1 5 points

Work is predominately sedentary; however, some walking, bending, stooping, and carrying of light items such as files, reports and objects of up to 25 lbs may be required.

Factor 9. Work Environment. Level 9-1 5 points

Work is performed in a typical office setting, having adequate light, heat, and ventilation.

TOTAL POINTS: 1685 points
GRADE CONVERSION: GS-08 (1605-1850)