ADMINISTRATIVE SUPPORT ASSISTANT (OA)

Job Title

Administrative Support Specialist

Job Description

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) Maintenance and/or Logistics office by applying a good working knowledge of maintenance and/or logistics mission and programs. Knowledge of Office Automation (OA) systems to use several types of software for various office needs is required. This position performs the following duties:

• 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.
• 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.
• 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.
• 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. Performs other duties as assigned.