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This Position Is No Longer Available

Department:  Department of the Army
Agency:  Army National Guard Units (Title 32)
Job Announcement Number:  13-T-Army-125

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

The contents of the announcement can still be viewed.
$38,967.00 to $50,661.00 / Per Year
Monday, April 29, 2013 to Wednesday, May 29, 2013
Full Time - Excepted Service Permanent
1 vacancy in the following location:
Shelbyville, IN United StatesView Map


The mission of the Indiana National Guard Full-Time Force is to maintain properly trained and equipped units available for prompt mobilization for war, national or state emergency. For information about membership call: 1.800.GO GUARD


DUTY LOCATION:   Shelbyville, IN (AASF)

JOB SUMMARY:    The purpose of the position is to provide a variety of administrative support, technical assistance, and participation in the management of an Army National Guard (ARNG).  Knowledge of Office Automation (OA) systems to use several types of software for various office needs is required.

APPOINTMENT FACTORS:  This position is a Permanent Excepted Service position.


MILITARY SPECIALITY REQUIREMENTS:  Individuals must meet the qualifications for the technician position but will have 1 year from date of hire to be assigned to a compatible MOS in a compatible unit for the technician position advertised.

Compatible Military Assignments: 42A, 36B, 92A, 92Y, 92Z


Permanent (Tenure 1 or 2) Technicians employed by the Indiana Army National Guard

Temporary, TERM or Indefinite Federal (Tenure 0 or 3) Technicians employed by the Indiana Army National Guard
Traditional M-Day Soldiers with the Indiana Army National Guard
Guard members from another state; Reservists/IRR; and/or Active Duty Soldiers willing to join the Indiana Army National Guard
Civilians with prior military service willing to join the Indiana Army National Guard



  • U.S. Citizenship Required
  • Must be in the grades: E-3 thru E-5
  • Must possess or be able to obtain a SECRET security clearance
  • Must be a member of the Indiana National Guard or be willing to join
  • Must participate in direct deposit


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As an Administrative Assistant with the Indiana Army National Guard (ARNG), your duties will include, but will not be limited to:

  • Advises regarding the practical and technical aspects of office administration, to include budgeting, purchasing, supply, personnel, word processing, and files management; and performs staff support work in each of these areas.
  • Updates the office's supply sources; purchases supplies, equipment, and services through open market purchase by blanket agreement, cash or field purchase order, or similar methods; processes and tracks purchase documents;
  • Collects data for the office-operating budget, reviews submissions for proper format and compliance with budget requirements, and consolidates material into an annual office budget.  Sets up controls to monitor expenses during the year; and recommends  budget adjustments including restructuring budget allocations or work plans to deal with changing situations such as varying costs for equipment parts, or services, and changes in the availability of funds.  Maintains and transfer funds between several unrelated appropriated fund accounts and several revolving fund accounts.  The accounts are subject to different regulations and procedures.
  • Serves as the Records Management Coordinator for the organization.  Ensures subordinate activities maintain official files in accordance with regulatory and published guidance.  Provides instructions to personnel to ensure that the records program is executed properly.  Provides for control of classified documents for the organization.  Insures that documents are properly logged and safeguarded.  Tracks virtually all financial, personnel, supply, and other administrative transactions as the documentation flows through the office in both electronic form and on paper.  Maintains and revises the office filing system.
  • Collects maintenance and/or logistics program information from personnel, enters it into electronic or manual information systems, and searches for it as requested; schedules use and maintenance of computer equipment; enters and retrieves information from a variety of systems; and helps field office employees to use the various computer systems.
  • Serves as the focal point for all personnel actions in the organization.  Initiates personnel actions as needed to include performance evaluations, standards, job announcements, and SF-52 actions.  Maintains a register of pending actions and suspense dates.  Completes requests for personnel actions; distributes forms and instructions for annual performance ratings; and ensures timely, proper completion of all personnel documents.  Reviews documents for accuracy, format, and compliance with applicable regulations.
  • Accomplishes travel arrangements for the office to include travel and hotel reservations, travel orders, and coordinates visits.  May serve as the travel account program manager.  Reconciles un-liquidated obligations to maximize funds utilization and may serve on the Program Budget Advisory Committee (PBAC).
  • Prepares and monitors appointment/delegation letters and other additional appointments for all subordinate activities.  Maintains an official file of all appointments and makes recommendations for changes or deletions based on personnel or policy changes.  Prepares and distributes appointments and other duty assignments.
  • Coordinates joint directorate inspections such as NGB, Army IG, and Army Audit Agencies, and other external agencies.  Assists in the development of inspection schedules, coordinates with managers, develops inspection areas through analysis of previous inspection results, and highlights known vulnerabilities and problem areas.  Maintains historical records on all previous external inspections.
  • Assists in the development of policy letters, which may require researching applicable directives from higher authority, to ensure that no conflict will result from issuance of new policy.  Coordinates draft policy with other staff directorates prior to submission for final review and approval.
  • Work requires general knowledge of the maintenance and/or logistics mission and functions of the office; and understanding of how the office's various administrative services relate to one another and to the office's mission.  Work also requires broad understanding and detailed procedural knowledge of budget, purchasing, personnel, and information processing functions of the office.
  • Contacts are with co-workers and managers in the organization for which services are performed, and staff specialists at higher echelons.  Advises other administrative personnel of latest directives regarding administrative procedures.  Develops and exchanges information, resolves operating problems and makes recommendations.  Contacts are usually cooperative, but there may be disagreements as to the facts in work, or disagreements on the interpretation or application of regulations and guidelines to specific situations. 
  • Knowledge of OA systems to use several types of software for various work needs. The employee must know the processing procedures and function keys for performing a substantial range of functions within each software type.
  • Performs other duties as assigned.
  • Incumbent may be required to prepare for and support the mission through the accomplishment of duties pertaining to military training, military readiness, force protection and other mission related assignments including, but not limited to, training of traditional Guard members, CWDE/NBC training, exercise participation (ORE/ORl/UCI/MEI/OCl/I G, etc.), mobility exercise, FSTA/ATSO exercise participation, SABC training, LOAC training, weapons qualification training, participation in military formations, and medical mobility processing within the guidelines of NGB/ARNG/ANG/State/TAG rules, regulations and laws. These tasks have no impact on the classification of this position and should NOT be addressed in any technician’s performance standards.


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In order to meet the Minimum Qualifications for this Administrative Assistant position at the GS-07 grade level, you must have at least 12 months of:

    • general administrative or clerical experience, education, or training which demonstrates the ability to perform the duties of the position, and experience using computer and automation systems.
    • specialized experience in the interpretation and application of regulations, procedures or laws.  Experience that provided a working knowledge of administrative functions. Experience demonstrating the ability to advise lower graded employees. Experience working independently and setting priorities with very little supervisory control. 
     Knowledge, Skills and Abilities that will be evaluated for this position include:
  • Skill in applying basic data gathering techniques in order to develop trends and analysis tools using data from reports.
  • Knowledge of the duties, priorities, commitments, basic policies, and program goals of the organization sufficient to perform comprehensive administrative support assignments.
  • Knowledge of general office automation software, practices, and procedures to design or develop detailed charts and graphs. Competitive level proficiency in typing to accomplish word processing and office automation tasks.

Educational Requirements and/or Substitution of Education for Experience:  High school graduate or the equivalent may be substituted for 3 months of specialized experience.  Education in schools above the high school level may be substituted for experience on the basis of one academic year of study (i.e. 36 weeks of substantially full time study, or 30 semester hours, or the equivalent) for 12 months of the required experience.  For experience required in excess of 24 months, education in schools above the high school level may be substituted at the rate of one academic year of education for 6 months experience.

Must participate in Direct Deposit

A criminal history check will be completed on all selectees before hire date.  

Permanent Change of Station (PCS) funds are not available for this position.

ENLISTMENT CASH BONUSES:   Acceptance of technician position may affect any bonus and/or educational assistance that may be payable.  

WORKING CONDITIONS:  The work is performed in an office or similar setting requiring normal safety precautions against every day risks or discomforts.

PHYSICAL EFFORT: The work is sedentary. It requires some walking, standing, bending, and carrying of light items such as books, papers, and files.

If you are not a member of the Indiana Army National Guard, but are interested in applying for this position, please call the Indiana Army National Guard Recruiting Office at 800-GO-GUARD.  You can also view our website at

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.


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 numeric rating you receive is based on your responses to the questionnaire. The score is a measure of the degree to which your background matches the knowledge, skills and abilities required of this position.  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. 

Please follow all instructions carefully.  Errors or omissions may affect your eligibility.


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Under 32 USC 709, Veterans Preference does NOT apply. 

For a complete list of Job Vacancy Announcements available at the Indiana National Guard, please visit our website at Joint Forces Headquarters, Human Resources.


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The complete Application Package must be submitted by 11:59 PM (EST) on Wednesday, May 29, 2013. 

To begin the process, click the Apply Online button to create an account or log in to your existing USAJOBS account. Follow the prompts to complete the assessment questionnaire. Please ensure you click the Submit My Answers button at the end of the process.
Note: To return to a previously Saved or Incomplete application you may use the following link:
To fax supporting documents you are unable to upload, complete this cover page using the following Vacancy ID: 882544.   Fax your documents to 1-478-757-3144.
If you cannot apply online:
1. Click the following link to view and print the assessment questionnaire
View Occupational Questionnaire, and
2. Print this 1203FX form to provide your response to the assessment questionnaire and
3. Fax the completed 1203FX form along with any supporting documents to 1-478-757-3144. Your 1203FX will serve as a cover page for your fax transmission. 

Please do not send/fax/courier/email any applications or supporting documentation to the Indiana 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.


To apply for this position, you must provide a complete Application Package which includes:
1. Your Résumé (Your resume MUST detail your length of basic and specialized experience that pertains to the job you are applying for)
2. A complete
Assessment Questionnaire (Your assessment questionnaire MUST contain an email address)
3. Other supporting documents:

  • Diploma/Transcripts (Only required if you are substituting education for experience)


Nicholas R. Parks
Phone: (317)247-3299
Agency Information:
Indiana National Guard
Joint Forces Headquarters-Indiana
Human Resource Office
2002 South Holt Road
Indianapolis, IN


Once the online questionnaire is received you will receive an acknowledgement email that your submission was successful. Based upon your score, you may be referred to the hiring official. If your name is referred to the hiring official, you may be contacted directly by that office for a possible interview.  You will receive notice via email or by mail, if no email address was provided by you during the application process, once this process is completed (generally 4-6 weeks).  

You will be notified via email during the following phases of this announcement:

  1. Immediately after your application has been submitted.
  2. After the announcement has closed.
  3. After qualifications review, which will inform you if you have been referred to the selection official or not.
  4. Once a selection has been made. 

If at any time you have questions concerning this Job Vacancy Announcement, please contact the Human Resources Specialist by email.  You email should contain the following information:  13-T-Army-125, ADMINISTRATIVE ASSISTANT, and 882544.  The email can be sent to NICHOLAS.R.PARKS4.MIL@MAIL.MIL.

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