Job opening: MANAGEMENT ASSISTANT

Salary: $49 025 - 63 733 per year

City: Helena

Published at: Jan 03 2024

Employment Type: Full-time

THIS IS A NATIONAL GUARD TITLE 32 EXCEPTED SERVICE BARGAINING UNIT POSITION. This National Guard position is for a MANAGEMENT ASSISTANT, Position Description Number D1584P01 and is part of the Montana Army National Guard, G6. (A copy of the Position Description can be obtained from HRO upon request.) Selecting Official: SGM Jerome Richard

Duties

Position is located in an information management office. Its purpose is to direct a statewide records management program and maintain a Records Holding Area, to include archiving of historical records, documents, and artifacts. Operates the Records Holding Area (RHA). Advises units and activities on the policies and procedures for records retirement and disposal. Receives and reviews incoming records to be placed in the RHA, ensuring that they meet criteria for storage eligibility. Processes records for storage and establishes catalogs of records for retrieval purposes; calculates and specifies the disposal dates according to pertinent regulations; assigns accession numbers and shelves records in systematic order for recall of particular stored files; identifies and destroys or arranges for final disposition of stored records in accordance with applicable regulations Maintains the Records Holding Area to include preparation and maintenance of transmittal forms, inventory lists, registers, and other index documents to facilitate references, document the transfer of records, and permit immediate retrieval of records upon request. Processes a variety of requests for recall of files and documents. Performs extensive research in response to requests for information, files, or documents which includes researching automated files and indexes as well as manual records. Provides information, records, documents to-the requester within the provisions of the Privacy Act and the Freedom of Information Act. Maintains appropriate administrative records reflecting the history of each charge-out from the RHA, indicating dates of receipt, requester, documents released, date of refueling, and other pertinent information. Provides technical assistance to staff elements, units and activities with regard to establishment and operation of records systems. Analyzes existing records systems having technical or clerical problems with duplication, retrieval or disposition. Develops recommendations for improving these records systems. Conducts training workshops for units and activities with respect to records creation, records maintenance/use, and disposition. Plans and conducts training programs covering the agency record keeping systems utilized by the serviced organizations and military correspondence preparation and management. Provides temporary storage in a staging area for special groups of records when immediate or permanent storage is not authorized or feasible. Retires or destroys these records as they become eligible under records control schedules. Performs records management studies or surveys as needed. Gathers and compiles information and statistical data in assigned special projects. Identifies records, documents and artifacts with potential historical value and arranges for transfer to RHA. Maintains the integrity and safekeeping of such archival materials. Performs other duties as assigned.

Requirements

NATIONAL GUARD MEMBERSHIP IS REQUIRED. If you are not sure you are eligible for military membership, please contact a National Guard recruiter prior to applying for this position.
This is an excepted service position that requires membership in the employing state's National Guard, required prior to the effective date of placement.
Selectee will be required to wear the military uniform.
Acceptance of an excepted service position constitutes concurrence with these requirements as a condition of employment.
Applicants who are not currently a member of the National Guard must be eligible for immediate membership and employment in the National Guard in the military grade listed in this announcement.
Males born after 31 December 1959 must be registered for Selective Service.
Federal employment suitability as determined by a background investigation.
May be required to successfully complete a probationary period.
Participation in direct deposit is mandatory.
External applicants must be able to start within 6 months of selection.
Appointments in the Title 32 MTNG technician program may terminate/suspend your military incentives; please see your MTNG Retention Office/Military Personnel Incentive Program Manager for details.
Must be able to obtain and maintain the appropriate security clearance of the position.

Qualifications

Military Grades: E1 - E9 GENERAL EXPERIENCE: Must have experience, education or training involving administrative or clerical experience (i.e., applying guidelines, rules, and regulations to assignments, composing correspondence, researching and compiling information and data, and records administration). Experience using computer and automation systems. SPECIALIZED EXPERIENCE: Must have at least 12 months of experience, education or training evaluating and determining regulatory compliance. Experience using guidelines, methods, precedents, and techniques applicable to the specific programs or phases relative to the position. Experience conducting studies, preparing reports, and making changes to eliminate ineffective operations. PLACEMENT STATUS/TENURE OF SELECTEE: TEMPORARY PROMOTION/REASSIGNMENT/CHANGE TO LOWER GRADE - For Title 32 permanent selectees only: This is an obligated position. If a permanent employee in the Title 32 Excepted civil service accepts this position, he/she will retain their permanent status AND have rights to return to their previous Title 32 position. TEMPORARY PROMOTION/REASSIGNMENT/CHANGE TO LOWER GRADE - For Title 32 Indefinite selectees only: This is an obligated position. If an indefinite employee (tenure 3) in the Title 32 Excepted civil service accepts this position, he/she will retain their indefinite status AND may return to their previous Title 32 indefinite position if it is still available. INDEFINITE APPOINTMENT - For Current Title 5 selectees only: This is an obligated position. If an on-board employee in the Title 5 excepted civil service accepts this position, he/she will convert to a T32 indefinite appointment (tenure 3). This employee will have no reemployment rights to their previous T5 position. INDEFINITE APPOINTMENT - State National Guard Members (includes T32 NTE employees and MTNG members not currently a federal employee): This is an obligated position. Selectee will be appointed as an indefinite employee (tenure 3).