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ARMY POSITION DESCRIPTION
 

PD#: EW262856

Sequence#: VARIES

Replaces PD#: EW00681

PROTOCOL OFFICER

GS-0301-13

Organization Title:

POSITION LOCATION:

Servicing CPAC: FORT SHAFTER, HI

Agency: VARIES

Installation: VARIES

Army Command: VARIES

Region: WEST

Command Code: VARIES

POSITION CLASSIFICATION STANDARDS USED IN CLASSIFYING/GRADING POSITION:

Citation 1: OPM PCS MISC ADMIN & PROGRAM SERIES, GS-301, JAN 79

Citation 2: OPM ADMIN ANALYSIS GEG, TS-98, AUG 1990

Citation 3: OPM GENERAL SCHEDULE HRCD-5 JUNE 1998, APRIL 98

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: LETTIE WILLIAMS

Reviewed Date: 10/10/2019

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: COL LEWIS SETLIFF

Reviewed Date: 06/06/2011

POSITION INFORMATION:

Cyber Workforce:

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

FLSA: EXEMPT

FLSA Worksheet: EXEMPT

FLSA Appeal: NO

Bus Code: VARIES

DCIPS PD: NO

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

Acquisition Position: NO

  • CAP:  
  • Career Category:  
  • Career Level:  

Functional Code: 00

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: 13

Career Pos 1:    

Career Pos 2:    

Career Pos 3:    

Career Pos 4:   

Career Pos 5:    

Career Pos 6:   

POSITION DUTIES:

As the Protocol Officer, manages and is responsible for the entire operation of the Command Protocol Office. Serves as the expert advisor to the Commanding General (CG), Deputy Commanding General (DCG), Deputy Commanding General for U.S. Army Reserve (DCG-USAR), Deputy Commanding General for Army National Guard (DCG-ARNG), Chief of Staff (CofS), Command Sergeant Major (CSM) (Command Group), and Major Subordinate Commands (MSCs). Serves as USARPACs subject matter expert in all matters pertaining to proper ceremonial forms, honors, courtesies, etiquette and other protocol issues. Advises all USARPAC staff elements on all protocol matters. Serves as USARPAC's liaison with various foreign embassies, Congressional staff offices, and other protocol activities for the Command Group, and ensures those activities are integrated into the scheduling calendar of the Command Group.

1. Performs as USARPAC's Program Manager for the Secretary of the Army's 0012 Representation Funds. Manages a protocol budget of $150K and maintains the AG-44 (international) and AG-13 (domestic) accounts. Responsible for budgeting, purchasing, staffing all fund requests through SJA, and maintaining the controlled inventory of the Foreign Dignitary Gift Closet. Maintains and is responsible for all records and files of expenditures for official dinners, luncheons, receptions, and social events hosted by the CG, DCG, DCG-USAR, and DCG-ARNG. Responsible for the accounting of all foreign gifts in the Foreign Gift Log Database. (10%)

2. Independently conceptualizes plans, coordinates, facilitates and executes all protocol requirements and support for the visits of high-ranking US and foreign visitors to USARPAC and USARPAC's MSCs. Conducts thorough planning and research to ascertain all relevant information and assures that all arrangements and details are tailored to fit the needs of each distinguished visitor. Briefs the command leadership and insures their personal requests are coordinated within the particular framework of the ceremony when feasible and proper. Prepares detailed itineraries, coordinates all lodging and transportation requirements, develops all seating arrangements, ensures the appropriate procurement of gifts and coordinates all parking support. Prepares, distributes and briefs the CG and staff elements on all visitors and events with the weekly Visitor and Events Report. (15%)

3. Supervises the staff of the Protocol Office which includes 3 officer personnel (LTs or CPTs) and 7 enlisted soldiers (PFC-MSG). Determines and distributes the workload of the Action Officers and administrative staff within the Protocol Office. Provides direction based on protocol expertise, office management experience, and professional knowledge of the individuals involved. Monitors and directs the work of each Action Officer and adjusts workload requirements based on employee's protocol-related experience, the degree and complexity of the proposed event, and the changing requirements and adjusted priorities of the office. Conducts periodic meetings for the protocol staff to review plans for upcoming events, task new requirements, and explains revised operating procedures. Devises procedures when there is no precedent or established policy. Maintains oversight of the leave projections for the office and recommends adjustments based on anticipated requirements. Trains all incoming personnel on protocol issues pertaining to proper ceremonial forms, honors, etiquette and courtesies, as well as the proper use of the Government Purchase Card and adherence to the GPC regulations. Prepares all Officer Evaluation Reports, Noncommissioned Officer Evaluation Reports, counseling reports and awards for the staff. (30%)

4. Plans and coordinates all protocol support for USARPAC's overseas conferences, to include annual Pacific Armies Management Seminar, annual Asia Pacific Military Medicine Conference, and semi-annual Pacific Armies Chiefs Conference hosted by the Chief of Staff, U.S. Army. Confers with embassy contacts to ensure all needs will be met and coordinates with other activities involving foreign visitors with embassy staff. (10%)

5. Plans, coordinates, and executes protocol support for all formal military ceremonies involving the Command Group, including Change of Command, Promotion and Retirement ceremonies. Responsible for designing and producing formal invitations, developing seating arrangements to recognise appropriate rank and seniority, escorting VIPs and special guests, procuring a ceremonial band, determining the appropriate flag placement, briefing ushers, preparing programs and providing VIP parking. Arranges for decorations, gift and flower procurement using funds provided by the ceremony host. (10%)

6. Plans, organizes, coordinates, and executes all official lunches, dinners, receptions and social events for the CG (including those at his quarters). This involves developing invitation lists, maintaining a comprehensive social roster, developing seating arrangements to recognize appropriate rank and seniority of attendees, developinf menu cards, name tags and place cards, and providing escort officers. Prepares after action reports and critiques and evaluates results to identify potential improvements for future similar functions. (10%)

7. Personally responds to requests for advice/assistance from the spouse of the Commanding General and the Deputy Commanding Generals, or spouses of other members of the command leadership. Insures responses are coordinated as required while maintaining confidentiality appropriate to the issue. (5%)

8. Miscellaneous duties include but are not limited to: (1) controlling VIP and bulk parking, and (2) providing the HQ staff, upon their request, with updated itineraries, biographies, USARPAC welcome packets, updated General Officer addresses, Command Group information, and Embassy/Diplomatic information. (10%)

Performs other duties assigned.


FACTOR 1. KNOWLEDGE REQUIRED BY THE POSITION. LEVEL 1-8, 1550 POINTS

Comprehensive knowledge of the principles, methods, practices and techniques of communication (oral and written) in order to work effectively with all levels throughout the federal government, to include staffs in Congress, the Senate, DOD, DA, VA, Government, Foreign Embassies, Contractors, Industry; to instruct others and deliver presentations on proper protocol procedures; to interpret and apply Government, DOD, and DA regulations in order to coordinate protocol events (ceremonies, visits, etc.); to develop master plans for all USARPAC social functions; and to provide expert advice and assistance for outside agencies as requested. Knowledge of military command structure, missions, programs, and organizational relationships

Knowledge of and skill to interpret and adapt protocol and associated regulations, policies, directives, procedural and substantive guides and instructions for DOD (to include all branches of the military service). Independently or in conjunction with others, plans, directs, and coordinates change of command ceremonies, graduation/opening ceremonies, symposiums, award ceremonies, and other events that are attended by government personnel and the general public. Organize a variety of events to ensure that proper protocol procedures are adhered to. This knowledge is applicable to the development, implementation, and maintenance of all USARPAC and USARPAC MSC protocol activities.

Knowledge applicable to adapt to and understand group and individual dynamics within an organization and provide the best protocol guidance based on the needs and desires of the organization. Ability to brief senior level officials and upper-level management on upcoming events. Ability to modify and adapt to new and evolving situations.

Ability to develop and maintain effective relationships with media representatives and public affairs personnel in order to enhance communication between USARPAC and other organizations.

Skill in applying tact and diplomacy in dealing with a diverse group of employees, and visitors of all levels to include the highest in government.

Ability to organize and develop standing operating procedures (SOPs) and organizational guidelines that pertain to protocol matters.

Knowledge of budgetary regulations and procedures in order to justify, program, manage and allocate representational funds for the Command operation.

Ability to sustain a working relationship with members of the Government, Congress, Senate, State Department, DOD, DA, contractor, industry, the media, and the community at large.

Extensive knowledge of agency program goals and objectives, the sequence and timing of key program events and milestones, and methods of evaluating the worth of program accomplishments.
Knowledge of ceremonial forms, honors, courtesies, etiquette, and other protocol issues, both military and civilian, in support of visits of foreign and US dignitaries and guests.

FACTOR 2. SUPERVISORY CONTROLS. LEVEL 2-5, 650 POINTS

Supervisor provides broad administrative guidance but the incumbent works independently and refers only problems of unusual circumstance or difficulty to supervisor for discussion and advice. Incumbent is delegated complete responsibility and authority to plan, schedule, and carry out major projects. Incumbent is considered authoritative in area of expertise and often accepts tasking from officials outside organization without supervisory guidance. Completed work is reviewed for adherence to objectives and soundness of conclusions. Incumbent is expected to plan complex or unusual programs and events as well as perform day-to-day operations with minimal guidance.

FACTOR 3. GUIDELINES. LEVEL 3-4, 450 POINTS

Guidelines include Government, DOD, DA, and USARPAC regulations, policies, and procedures that govern Protocol matters which reflect broad precedents. Incumbent is required to interpret and adapt these guidelines and regulatory directives to develop an efficient, timely, and responsive protocol program for the Commanding General of USARPAC. Incumbent uses own initiative and resourcefulness when deviating from traditional methods and patterns to develop new methods, criteria, or proposed new policies.

FACTOR 4. COMPLEXITY. LEVEL 4-5, 325 POINTS

Plans and directs all aspects of the organization's Protocol Program. This requires an ability to analyze and develop communication tactics in order to ensure the implementation of proper protocol procedures within and outside of the USARPAC Command. The incumbent establishes an effective working relationship with members of the government, Congress, Senate, State Department, DOD, DA, Foreign Embassies, contractor, industry, the media, and the community at large. Develops recommendations for improvement to the Public Affairs Program based on analysis of feedback from affected or interested audiences. Advises personnel on proper protocol procedures when escorting dignitaries.

Evaluates the appropriateness of communication methods in order to present the USARPAC programs, policies, and information to a diverse audience in a logical and effective manner.

Develops new methods to elicit input from a variety of individuals and groups that may have conflicting views and interests. Develops varied approaches and strategies to communicate the Commander's objectives to groups who may not be fully aware or who are indifferent to the purpose and services offered by the USARPAC Command.

FACTOR 5. SCOPE AND EFFECT. LEVEL 5-4, 225 POINTS

The purpose of the work is to develop protocol policies, procedures, and plans for USARPAC and to promote and enhance positive leadership interactions and communication efforts. The work affects the professional interactions of the Army's senior leadership, and mutual understanding with specialized publics. The services provided indirectly contribute to achievement of Command objectives. The incumbent is responsible for the evaluation of the effectiveness and efficiency of the Protocol Program operations. Incumbent conducts evaluations that take into consideration budget, program goals and objectives, and compliance with appropriate DOD protocol instructions and regulations. Recommendations made by the Protocol Officer usually result in changes.

The Protocol Program effectiveness and efficiency evaluation prepared by incumbent includes complete packages, staff input, and recommendations which upon implementation could significantly change major administrative aspects of missions and programs of USARPAC.

FACTORS 6&7. PERSONAL CONTACTS AND PURPOSE OF CONTACTS. LEVEL 3-c, 180 POINTS

External non-routine contacts are with Congress, the Senate, international visitors/groups, high-level officials of the DOD (such as the Secretary of the Army, Under Secretary of the Army, Deputy Under Secretary of the Army, and flag officers), other government agencies, the State Department, foreign embassies, and the media.

The purpose of contacts is to coordinate activities and plans with management officials, other protocol/public affair officers, and internal/external groups or individuals to advise individuals/groups on proper protocol procedures. Provides information on USARPAC policies, programs, and activities to people with varying interests and sometimes different viewpoints and goals, using varied approaches and strategies to communicate the Commander's objectives to groups who may not be fully aware or who are indifferent to the purpose and services offered by the USARPAC Command.

FACTOR 8. PHYSICAL DEMANDS. LEVEL 8-1, 5 POINTS

Work is usually performed in an office setting, in conference/meeting rooms, social type environments, etc. and requires incumbent to travel to various locations to perform work, which may necessitate working long hours. Occasions of lifting and carrying trays, boxes, displays, conference materials and supplies are required. Receptions and conference management requires a great deal of time standing, walking and lifting, and may necessitate working long hours as well.

FACTOR 9. WORK ENVIRONMENT. LEVEL 9-1, 5 POINTS

The work involves everyday risks or discomforts requiring normal safety precautions typical of office or conference room settings. Occasionally, incumbent will be required to work outdoors setting up specific events and will be exposed to the elements.

TOTAL POINTS: 3390
POINT RANGE: 3155-3600 GS-13


Fair Labor Standards Act (FLSA) Determination = (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 supervises a staff of military personnel, assigns/monitors workload, recommends appropriate training, counsels, and approves leave.


CONDITIONS OF EMPLOYMENT & NOTES:

1. Must be able to acquire and maintain a SECRET security clearance and level of access for the duties required.

2. Must be able to attend CONUS and OCONUS TDY's.



POSITION EVALUATION:

CORE COMPETENCIES AND SKILLS INFORMATION

Knowledge of USARPAC's mission, function, and interrelationships of various line elements within the context of USARPAC's role in the DoD community and civilian community. Knowledge of USARPAC's policies, procedures and goals as they relate to representational and protocol matters. Skill in developing new methods and approaches in planning, integrating, and evaluating the USARPAC Protocol Program. Knowledge of ceremonial forms, honors, courtesies, etiquette, and other protocol issues, both military and civilian, in support of visits of foreign and US dignitaries and guests. Demonstrated skill in conducting protocol visits, identifying potential problem areas, and working toward resolution in a timely and effective matter. Skill, expertise, diplomacy and tact in meeting high ranking foreign and U.S. officials. Skill in applying tact and diplomacy in executing all protocol requirements in a manner befitting the Commanding General and the Deputy Commanding Generals. Ability to analyze, evaluate, and offer solutions to complex and highly sensitive issues that cut across cultural, political, and ethnic boundaries. Ability to initiate, oversee and bring to completion projects that demand varying degrees of involvement and direct support of disparate elements of various organizations. Skill in written and oral communications, including the ability to establish and maintain a successful professional relationship at PACOM, PACAF, MARFORPAC, and other U.S. Army commands and foreign armies of the Pacific regional and local (city, state, federal) governmental agencies.

FLSA Determination Worksheet

________551.205 Executive Exemption (supervises 2 or more & may hire or fire)

___X____551.206 Administrative Exemption

________551.207 Professional Exemption (nurses, dental hygienists, physician
assistants, etc.)

________551.208 Learned Professional Exemption (lawyers, doctors, teachers,
engineers, etc.)

________551.209 Creative Professional Exemption (musicians, artists, etc.)

________551.210 Computer Exemption

________551.212 Foreign Exemption

________551.213 Receives Availability Pay Exemption

________551.214 Statutory Exclusion (customs officers)

________551.215 Fire Protection Activities Exemption

________551.216 Law Enforcement Activities Exemption

________Does not meet any Exemption criteria (Non-Exempt)

Reason: The primary duty of this position is to perform the work directly related to the command protocol operations. This includes the exercise of discretion and independent judgment with respect to matters of significance.

Comments/Explanations (State which major duties/job functions are Exempt):

Conclusions: Exempt

CLA: VA
CLC:H0S0