This Position Is No Longer Available
  1. Overview
  2. Duties
  3. Qualifications & Evaluations
  4. Benefits & Other Info
  5. How to Apply

Job Title:SECRETARY (OA)

Department:Department of the Army

Agency:Army National Guard Units (Title 32)

Job Announcement Number:IL-13-028

This position is closed and no longer accepting online applications through USAJOBS.

The contents of the announcement can still be viewed.

SALARY RANGE:

$31,315.00 to $45,376.00 / Per Year

OPEN PERIOD:

Tuesday, January 29, 2013 to Monday, February 18, 2013

SERIES & GRADE:

GS-0318-05/06

POSITION INFORMATION:

Full Time - Excepted Service Permanent

PROMOTION POTENTIAL:

06

DUTY LOCATIONS:

1 vacancy in the following location:
Springfield, IL United StatesView Map

WHO MAY APPLY:

US Citizens and Status Candidates

JOB SUMMARY:

The National Guard is the oldest component of the Armed Forces of the United States and one of the nation's longest-enduring institutions. Since the earliest American colonial days, citizens have joined together for collective defense.  We have a proud tradition of coming to the aid of our friends and neighbors in times of serious emergencies. Join our National Guard team and serve your nation, your State and your community!

ILLINOIS NATIONAL GUARD MEMBERSHIP IS REQUIRED: This is an excepted position that requires membership in a compatible military assignment in the Illinois National Guard. Selectee will be required to wear the military uniform. Acceptance of an excepted position constitutes concurrence with these requirements as a condition of employment. Applicants who are not currently a member of the Illinois National Guard must be eligible for immediate membership and employment in the Illinois National Guard.

Duty Location: Inspector General (IG), Springfield, IL

Selecting Official:  Lt Col Robert McCullers, 217-761-3771

Areas of Consideration: This position is announced statewide for those persons holding or eligible to acquire membership in the IL ARNG in an available military position in an Enlisted grade which is compatible with this technician position.

Military Requirements: Selected Candidates will be required to be in a compatible military assignment prior to the effective date of placement.

Compatible Military Assignments:  Enlisted:  42A

KEY REQUIREMENTS

  • Must be willing to become a member of the National Guard.
  • Must be a U.S. Citizen.
  • Completed NGIL Form 73 now required, see How to Apply, Required Documents
  • Secret Security Clearance is required.

DUTIES:

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This position is located in an Army or Air National Guard organization or unit. Its purpose is to serve as the personal assistant and principal clerical and administrative support to one or more supervisors. Organization(s) serviced is subdivided into subordinate segments which are supervised through one or more levels of supervision or is of limited complexity where extensive responsibility exists for outside coordination. Participates intensively in the management of the office by applying a good working knowledge of the program under control of the supervisor(s) and relieves the supervisor(s) of clerical

and administrative support work.

 

-- Receives visitors and telephone calls. Exercises judgment in

screening those which can be handled personally or be referred to other staff personnel or divisions. Determines when the supervisor should be interrupted. Personally takes care of many matters and gives out administrative and readily available substantive information to callers.

 

-- Keeps the supervisor's calendar. Schedules appointments, meetings and conferences without prior clearance based upon personal knowledge of supervisor's workload and current issues of importance. Reminds supervisor of appointments and furnishes information from files or schedules briefings by others in preparation for scheduled meetings. Reschedules appointments when it is apparent that supervisor can not meet previous schedules. During supervisor's absence, maintains a chronological record of events including official visitors, decisions to be made upon return, unfinished business requiring attention, and

related matters. Keeps informed of supervisor's whereabouts.

 

-- Prepares responses to requests for general information concerning the organization's functions from source material. Anticipates need for information and prepares material so that it is immediately available for supervisor's needs. In the absence of the supervisor, assumes responsibility for ensuring that requests for action or information are made known to responsible officials who can satisfy the request. Follows up on required actions and informs supervisor of status.

 

-- Makes arrangements for conferences and meetings, including such

matters as location, schedule, agenda and attendance list. Assembles background material. Attends meetings and performs associated duties. Reminds supervisor and staff members of commitments made and monitors progress until the work is completed.

 

-- Reads incoming correspondence, publications, regulations, and

directives which may affect the supervisor. Determines those that can be acted upon personally and drafts replies to general inquiries not requiring a technical knowledge of the program. Obtains clarification of instructions from originating offices or other appropriate points. Determines which items are of importance or interest to the supervisor and refers them accordingly. Determines which subordinate echelons of the organization are affected and ensures that chiefs of these organizations are informed. Assists in interpreting instructions and establishing required actions. Maintains suspense records on incoming correspondence and action documents and follows up on work in process to ensure timely reply or action.

 

-- Reviews outgoing correspondence for proper format, conformance with general policy and procedural instructions, grammar, accuracy and inclusion of necessary attachments. Returns such communications to author for correction. Advises and instructs subordinate offices to obtain higher degree of compliance with general policies and correspondence procedures. Signs routine correspondence of a nontechnical nature.

 

-- Provides assistance in the procedural aspects of the office,

including distributing work to clerical personnel; explaining report requirements and arranging for submission of data into general reports; and informing and instructing technical and clerical personnel in the preparation of correspondence.

 

-- Maintains office files of correspondence, directives, regulations,and other information.

 

-- Arranges for travel, arranges visit schedules, notifies

organizations and officials to be visited, makes reservations, and

submits travel vouchers and reports.

 

-- Utilizes word processing equipment to select information from

source data or type, from plain copy or rough draft, a variety of

material, including military and nonmilitary correspondence, reports, summary sheets and staff studies, and statistical and tabular material.

 

-- Receives requests for information including specialized or

classified material from military and civilian persons. Information is frequently provided from personal knowledge of organizational operations. When information is not readily available, advises when it may be expected.

 

 

 


QUALIFICATIONS REQUIRED:

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BASIC EXPERIENCE:  Experience, education or training performing any combination of the following tasks: typing (letters, forms); general clerical (answering the telephone, receiving visitors, composing correspondence, filing, reviewing outgoing  correspondence for grammar, format, etc.) stenographic (taking and transcribing shorthand). Experience using computer and automation systems.

 

SPECIALIZED EXPERIENCE:  GS-06 level:  Must possess least 9 months experience performing clerical or administrative duties in an office environment. Must have experience performing office functions such as, referring visitors, screening telephone calls and to route correspondence by name or functional area. Experience working independently and setting priorities with very little supervisory control.     GS-05 level:  Must possess 6 months experience in the performance of clerical or administrative duties which demonstrates that the candidate has a working knowledge of general office routines and functions. Experience referring visitors, screening telephone calls, and routing correspondence by name or functional area. Experience utilizing computer software to prepare correspondence.

 

SUBSTITUTION OF EDUCATION:  Completion of 2 academic years of full-time business school or 2 academic years of education above the high-school level will satisfy the requirements for the GS-05 position.  Completion of 4 academic years of education in business or administration in an accredited college or university will satisfy the requirements for the GS-06 positions. 

 

Military Requirements Military skill set is determined by MOS requirements.  Upon selection, individuals must be assigned to a compatible military MOS in accordance with statutes and National Guard Bureau regulations and must obtain/maintain all requirements of the MOS. 

 

Other Requirements If the position is parenthetically titled typing, candidates must be able to type a minimum of 35 words per minute. 

 

For positions requiring the operation of motor vehicles, candidates must have a valid state driver’s license for the state in which they live or are principally employed.


 

Participation in direct deposit is mandatory.

HOW YOU WILL BE EVALUATED:

Once the application process is complete, a review of your application will be made to ensure you meet the job requirements. To determine if you are qualified for this job, a review of your resume and supporting documentation will be made and compared against your responses to the occupational questionnaire. The rating you receive is based on your responses to the questionnaire and supporting documents.

If, after reviewing your resume and or supporting documentation, a determination is made that you have inflated your qualifications and or experience your score can and will be adjusted to more accurately reflect your abilities. Please follow all instructions carefully. Errors or omissions may affect your rating.


BENEFITS:

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PAYMENT OF CHANGE OF STATION (PCS) COSTS:  PCS at Government expense may be authorized only in accordance with the PCS policy set forth by The Adjutant General of Illinois.

The Federal government offers a number of exceptional benefits to its employees. The following Web address is provided for your reference to explore the major benefits offered to most Federal employees.

This link provides and overview of the benefits currently offered to Federal employees. http://www.usajobs.gov/EI/benefits.asp



OTHER INFORMATION:

1. If you are a male applicant who was born after 12/31/59 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.

2. Please do not send/fax/courier/email any applications or resumes to the  National Guard Human Resource Office, you must apply on-line or fax your application to the fax number listed on this announcement with the prescribed Cover Letter. The Human Resource can only process materials received through USA Jobs.

3. PRIORITY CONSIDERATION:  Candidates who believe they are entitled to priority consideration for repromotion or reemployment should forward a description of the circumstances with their applications.  Consideration of qualified candidates eligible for priority consideration will precede efforts to fill the position by normal competition.



HOW TO APPLY:

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To apply for this position, you must provide both of the following parts:

1.      Your responses to the Qualifications Questionnaire, and

2.      Your resume and any other documents specified in the Required Documents section of this job announcement.

Use the Online Qualifications Questionnaire for convenience and quickest processing.

 

Option A:  Online Qualifications Questionnaire.

Tips for using the Online Qualifications Questionnaire:

·         You must click both Finish and Submit when you are done. Your Online Qualifications Questionnaire is not processed – and your résumé is not attached – until you click the Submit button, even if USAJOBS says it sent your résumé.

·         You can upload or fax supporting documents after you Submit the Online Qualifications Questionnaire.

·         You must complete the entire process by the closing date -- Monday, February 18, 2013

·         To make sure everything you submitted is successfully received, follow these steps:

1.      Go to https://www.applicationmanager.gov and log in using the box on the right hand side of the page.

2.      Click the radio button for this Vacancy Identification Number: 832727. Click Select a Vacancy.

3.      Verify that all of your documents appear on the table with a status of Processed.

·         You can save your work and come back later. Just click both Save and Logout.  (When you want to return, go to https://www.applicationmanager.gov and log in using the box on the right hand side of the page.)

·         If you Submit more than one Qualifications Questionnaire for this position, the most recent one Submitted is the one that is used.  Therefore, it is important for you to complete it in its entirety.

 

To begin your Online Qualifications Questionnaire, choose one of these options:

·         If your résumé is going to come from the USAJOBS Resume Builder, you begin the process by clicking the Apply Online button near the bottom of this page. Your résumé will be attached only to the Online Qualifications Questionnaire you complete and Submit from this session, not to any Questionnaires you may already have Saved or Submitted.

·         If your résumé is going to be one you prepared outside of USAJOBS Résumé Builder, click this link to begin the process:  Online Questionnaire.

 

Option B:  Paper Qualifications Questionnaire.

If it is not practical for you to use the Online Qualifications Questionnaire, you can write your answers on paper.  Follow these steps:

1.      You can print a copy of this job announcement so that you can read the questions offline.

2.      Obtain and print a copy of the OPM Form 1203-FX, which you will use to provide your answers. You can obtain the form at this URL http://www.opm.gov./Forms/pdf_fill/OPM1203fx.pdf.

3.      You may submit the Form 1203-FX, resume, and any supporting documents by fax.

·         By Fax: If you are faxing a Form 1203-FX, you do not need a separate cover sheet. Simply make sure the Form 1203-FX is on top of any other documents you are faxing. If you are faxing any documents without the Form 1203-FX on top, always use the official cover sheet which is here -- http://staffing.opm.gov/pdf/usascover.pdf -- and be sure to fill it out completely and clearly.  The fax number is 1-478-757-3144.  Feed all documents into your fax machine top first so that we receive them right-side up.

  

 



REQUIRED DOCUMENTS:

For this job announcement the following documents are required:

  • Current Resume or OF 612.  (When using either documentation, be sure to list your duties and responsibilities as they relate to the specialized experience as listed above.)
  • Completed NGIL 73 (Be sure list all AFSC’s or MOS’s held during your military career)
  • Transcripts (If using education to substitute for experience, you must submit  transcripts.)

To submit the documents requested follow the instructions below: Your resume, curriculum vitae, the Optional Application for Federal Employment (OF 612), or any other written format you choose to describe your job-related qualifications Your document(s) can be submitted electronically using the document upload process or by fax. Please ensure that your resume contains your full name, address, phone and at least your last four digits of your social security number.

DOCUMENTS THAT CANNOT BE ACCEPTED:  Photographs, copies of position descriptions, training certificates, performance ratings, awards, and letters of appreciation.

AGENCY CONTACT INFO:

Robert J. McCullers
Phone: (217)761-3771
Email: ROBERT.J.MCCULLERS.MIL@MAIL.MIL
Agency Information:
Inspector General Army
1301 N MacArthur Boulevard
Springfield, IL
62702-2399
USA

WHAT TO EXPECT NEXT:

Once the online questionnaire is received you will receive an acknowledgement email that your submission was successful. After a review of your complete application is made you will be notified of your rating and or referral to the hiring official.  If further evaluation or  interviews are required you will be contacted.

Instructions for completing the OPM 1203-FX:

If you are applying to this announcement by completing the OPM 1203-FX form instead of using the Online Application method, please use the following step-by-step instructions as a guide to filling out the required questionnaire. You will need to print the vacancy announcement and refer to it as you answer the questions. You may omit any optional information; however, you must provide responses to all required questions. Be sure to double check your application before submission.

Social Security Number

Vacancy Identification Number

832727


1. Title of Job

SECRETARY (OA)
2. Biographic Data

3. E-Mail Address

4. Work Information

5. Employment Availability

6. Citizenship

Are you a citizen of the United States?
7. Background Information

If you are applying by the OPM Form 1203-FX, leave this section blank.

8. Other Information

9. Languages

If you are applying by the OPM Form 1203-FX, leave this section blank.

10. Lowest Grade

05
06

11. Miscellaneous Information

If you are applying by the OPM Form 1203-FX, leave this section blank.

12. Special Knowledge

If you are applying by the OPM Form 1203-FX, leave this section blank.

13. Test Location

If you are applying by the OPM Form 1203-FX, leave this section blank.

14. Veteran Preference Claim

If you are applying by the OPM Form 1203-FX, leave this section blank.

15. Dates of Active Duty - Military Service

If you are applying by the OPM Form 1203-FX, leave this section blank.

16. Availability Date

17. Service Computation Date

If you are applying by the OPM Form 1203-FX, leave this section blank.

18. Other Date Information

If you are applying by the OPM Form 1203-FX, leave this section blank.

19. Job Preference

If you are applying by the OPM Form 1203-FX, leave this section blank.

20. Occupational Specialties

001 Secretary (OA)

21. Geographic Availability

178220167 Springfield, IL

22. Transition Assistance Plan

If you are applying by the OPM Form 1203-FX, leave this section blank.

23. Job Related Experience

If you are applying by the OPM Form 1203-FX, leave this section blank.

24. Personal Background Information

If you are applying by the OPM Form 1203-FX, leave this section blank.

25. Occupational/Assessment Questions:

1. Are you currently a member of the Illinois National Guard?

A. Yes
B. No

2. If you are a member of the Illinois National Guard, are you currently a technician?  Select the description below which best describes your status.

A. I am currently a Permanent Federal Technician with the Illinois National Guard.
B. I am currently an Indefinite Federal Technician with the Illinois National Guard.
C. I am currently a Temporary Federal Technician with the Illinois National Guard.
D. I am a current traditional Military (M-Day) member of the Illinois National Guard.
E. Not a current member.

3. If you are not a member of the Illinois National Guard, are you willing to become a member?  If yes contact the Recruiting Command at 1-800-GO GUARD or www.1800goguard.com to see if you are eligible for enlistment.

A. Yes.
B. No.
C. Not applicable, I am a current member.

4. Do you possess experience performing any combination of the following tasks:  typing (letters, forms); general clerical (answering the telephone, receiving visitors, composing correspondence, filing, reviewing outgoing correspondence for grammar, format, etc.); stenographic (taking and transcribing shorthand).

A. Yes
B. No


5. Are you able to type a minimum of 35 WPM?

A. Yes.
B. No.

6. Do you possess least 9 months experience performing clerical or administrative duties in an office environment. Must have experience performing office functions such as, referring visitors, screening telephone calls and to route correspondence by name or functional area. Experience working independently and setting priorities with very little supervisory control?    

A. Yes.
B. No.

7. If you answered no to question 6, do you possess 6 months experience in the performance of clerical or administrative duties which demonstrates that the candidate has a working knowledge of general office routines and functions. Experience referring visitors, screening telephone calls, and routing correspondence by name or functional area. Experience utilizing computer software to prepare correspondence?

A. Yes.
B. No.

For each task in the following group, choose the statement from the list below that best describes your experience and/or training. Darken the oval corresponding to that statement in Section 25 of the Qualifications and Availability Form C. Please select only one letter for each item.

A- I have not had education, training or experience in performing this task.
B- I have had education or training in performing the task, but have not yet performed it on the job.
C- I have performed this task on the job. My work on this task was monitored closely by a supervisor or senior employee to ensure compliance with proper procedures.
D- I have performed this task as a regular part of a job. I have performed it independently and normally without review by a supervisor or senior employee.
E- I am considered an expert in performing this task. I have supervised performance of this task or am normally the person who is consulted by other workers to assist them in doing this task because of my expertise.

8.

Knowledge of the organization and function, sufficient to refer visitors, telephone calls, and mail.   

9. Skill in operating a typewriter.  Knowledge of grammar spelling, punctuation, and required formats. 

10. Ability to keep supervisor's calendar, to arrange meetings and conferences, reserving conference rooms and notifying all participants; making travel arrangements, typing travel vouchers and reports.  

11. Ability to establish a filing system, to classify, retrieve, and dispose of materials.


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Job Announcement Number:

IL-13-028

Control Number:

336533200