Administrative Officer, GS-0341-12 (19132)

Announcement Type

TARP - Internal Opportunity (Non-Comp/VIOP)

Position Type

Permanent

Overseas

Position Not To Exceed (NTE) Time

NA

USACE Organization

Pacific Ocean Division (POD) - Japan District

Locations (City, State)

Camp Zama, Japan

Position Overview/Duties

Serves as Administrative Officer for Japan District Construction Division (CD), a key staff member reporting directly to the Deputy Director while supporting the Director, Branch Chiefs, Technical Specialists, Administrative and Management Analyst staff, and the District Workforce Management Office.

Responsible for performing, providing, coordinating and advising on a variety of management, financial, and administrative functions essential to the direction and efficient operation of the Construction Division. These include human resource and personnel management, manpower utilization, training, and record management. Coordinates assigned duties with management, discussing process changes affecting their staff and activities and participates with management to address issues, resolve problems and provide authoritative recommendations for improving human resources and administrative processes.

1. As the Action Officer between the CHRSC and CD, participates in meetings discussing current vacancies/recruitments, addressing any additional topics during the recruitment process. Maintains a broad working knowledge of the Defense Civilian Personnel Database System (DCPDS) and AutoNOA systems. Monitors and reviews RPAs to assure accordance with policy, procedures, and recruitment strategy plans. Guarantees complete and accurate coding in AutoNOA and DCPDS by performing quality assurance checks during review of submitted actions and prior to approval. Oversees all personnel actions and advises management of status. Prepares draft position descriptions, implementing OPM classification standards, and communicating CHRSC advisories to management. Coordinates periodic reviews of organizational missions and functions and completes applicable internal control checklists on areas of functional responsibility. Conducts preliminary screening of candidates referred for position vacancies. Recommends revised procedures to improve the efficiency and timeliness of processing personnel actions and other administrative functions. Maintains files and documentation related to all personnel actions and follows up with the appropriate staff members. Prepares memorandums for incentives, reorganizations, and other various topics for routing and signature. Provides training to managers and Administrative/Management Analyst staff unfamiliar with Human Resources systems and programs. Manages in-processing of new employees and out-processing of departing employees, ensuring payroll forms and equipment are accounted for and turned into their respective offices for processing. Develops, mentors, and oversees the work of CD Administrative staff within established policies and procedures to ensure efficient and effective execution of area office, branch, or section hiring, recruiting and administrative functions. Is responsible for tracking Management Analyst workload for area offices, branches, and/or sections and the accuracy of finalized work, as well as completion within expected timeframes. Back up for area office, branch, and section Administrative staff to ensure continuity of administrative and human resources operations. The point of contact for reorganization/restructuring within the CD, preparing all applicable documents needed. Determines type of personnel actions to be initiated in coordination with HR Specialists in both Classification and Staffing. Coordinate with Resource Management (RM) Payroll Liaison Officer (PLO) and Customer Service Representative (CSR) regarding the reorganization and the effects on current timekeeper numbers, and whether new numbers are needed. After the effective date of reorganization, verify personnel actions were processed to ensure personnel are reflected accurately within their assigned org code and timekeeper numbers. Assists supervisors in staff planning and workload management. Manages the Division Integrated Manning Document (IMD) and monitors Full-Time Equivalent (FTE) usage. Coordinates the establishment of new positions within the subordinate elements of the Division and/or District, consistent with the assigned FTE ceiling. Analyzes current and future manpower levels, evaluates personnel resources, FTE, awards, and training for the operating budget. Provides assistance in the formulation, execution and evaluation process for the Operating Budget as it pertains to personnel resources, FTE, awards and training. Gathers and analyzes a variety of narrative information and statistical data as needed in the formulation and presentation of budget requests. Maintains data related to personnel movement within the Division, departed employees, expected retirements, and new hires for use when processing awards and workforce/recruitment strategy planning. 

2. Coordinates participation in the Incentive Awards Program for CD. Advises management on types of Dept. of Army (DA) honorary awards and their hierarchy. Prepares all forms and manages award packets through the Global Electronic Approval Routing System (GEARS) and ensures collaboration with the Executive Office, or higher as required for processing. Prepares labor Purchase Request and Commitment (PR&C) in the Corps of Engineers Financial Management System (CEFMS) for funding approval, initiates personnel actions in AutoNOA, and provides award documentation to RM so funds may be disbursed. Serves as Action Officer to ensure supervisory adherence with Department of Defense Performance Management and Appraisal Program (DPMAP) guidelines and suspense dates. Prepares annual Division Awards spreadsheet and an all-encompassing Division awards form. Coordinates and/or prepares cross-charge PR&C or Military Interdepartmental Purchase Request (MIPR) for departed/transferred employees, respective to their new federal agencies for processing awards. Coordinates with CHRSC to identify proper personnel action for awards specific to retired/departed government employees. Ensures effective utilization of budget by overseeing the Division's performance management and awards.

3. As the CD Training Officer, administering and executing the Division Training Program. Provides guidance and support to managers, supervisors, and employees on program policies, regulatory requirements, and procedures on matters related to availability, eligibility. Identifies options for maximizing cost effectiveness in accomplishing training goals. Assists with preparing and maintaining the Division training budget to include coordination of courses, planning and evaluation of training requirements, monitoring the execution of the training, and assessing the training needs of Division staff. Prepares the CD annual training plan and ensures it is supported in the overhead budget. Prepares periodic reports on the status of training programs. Trains lower graded Administrative Staff on training procedures and processes. As Division Training Coordinator, serves as Division Administrator of Total Employee Development (TED) accounts for the Division. Assigns training tasks specific to area office or branch amongst Analyst staff, in order to oversee employee Individual Development Plan (IDP), updating employee accounts (creating and deleting), running completion reports for training courses, and updating training statuses.

4. As a moderator for the Division’s Government Purchase Card (GPC) and Government Training Credit Cards. Ensures proper process is executed for purchase approvals, verifies supporting documentation (requirements and market research), and that all charges are reflected in CEFMS and on monthly credit statements as a purchase requisition. Maintains required documentation for the program to ensure successful annual audit of the program.

5. Oversees property inventory for CD and assists hand receipt holders in managing all property and inventory related documentation and forms and annual inventory deadlines. Assists with processes related to hand receipts, excessing property, and Financial Liability Investigation of Property Loss (FLIPL).

6. Responsible for overseeing CD timekeeping using an automated reporting system, ensuring labor charges are appropriately assessed to correct project charge numbers.

7. Maintains broad working knowledge of CEFMS in relation to labor/payroll, contractual purchase requests, government orders, blanket purchase agreements, credit card reconciliation and purchases, travel orders, travel vouchers, local travel vouchers, permanent change of station (PCS), purchase requests, and funds transfers. Creates work items and develops resource plans to accept funds, training requests, trainee evaluation, and obtains necessary access permissions. Determines operational requirements, requisitions documents, equipment, supplies, and forms needed for daily operations. Develops procedures for tracking expenditures to efficiently support directorate operations and shares these procedures within the Activity. Uses automation equipment and software (word processing, spreadsheet, graphics, etc.), to produce a wide variety of narrative and tabular material, e.g., correspondence, reports, graphics, calendars, charts, statistical tables and various forms and documents. Prepares material from rough or revised drafts; applies knowledge of various software functions to manipulate and arrange documents with complicated formats such as graphics and tables. Understands advanced software capabilities to increase productivity and applies advanced knowledge of editing functions to skillfully accomplish extensive revisions to documents. Responsible for correct grammar, spelling, capitalization and punctuation of final drafts. Oversees the overall management of office files and records, as required by District knowledge management guidelines and Army Records Information Management System (ARIMS). Familiar with existing/new regulations, policies, instructional materials, and standard operating procedures (SOPs) pertaining to administrative and clerical practices related to preparation and processing of correspondence, reports, forms, filing, mail, security, safety, and travel. Composes routine correspondence on administrative support functions or as requested by management, gathering technical/non-technical information and compiling statistical data from the files. Reads outgoing correspondence for procedural and grammatical accuracy, attachments, dates, signature, complete addresses and destinations. Makes travel arrangements for Division Chief and Deputy as needed. 

Other Conditions and Requirements

About Japan District: If you’re a ready for a bold new chapter, the U.S. Army Corps of Engineers – Japan Engineer District (CEPOJ) offers more than just a job, we offer a life-changing experience in the beautiful country of Japan. Spend 2 to 5 years in one of the most fascinating, safest, and culturally rich countries on Earth. From the neon streets of Tokyo to the historic temples of Kyoto, from powder-covered mountains in Hokkaido to the pristine beaches and world-class fishing of Okinawa, Japan is an explorer’s paradise. And it doesn’t stop there. Japan’s location makes it the perfect launching point for adventures across Asia and the South Pacific, from Bali to Bangkok, Seoul to Sydney. Best of all, Japan District may offer the following provisions of travel for you and your family to the Land of the Rising Sun, ship your household goods (PCS), and help you find a beautiful home or apartment, pay your rent and even covers your utilities (LQA). This results in savings …. money you can use to travel the world, pay off debt, or invest in your future. Come build more than just your career…. build a lifetime of memories with the Japan Engineer District Team! 

Other Essential Information:

• Duty station is at Camp Zama, Zama, Japan.
• Requires 10% Temporary Duty (TDY). 
• Financial Statement: OGE 450.
• THIS IS A FINANCIAL MANAGEMENT Level 2 Certified position designated as such in accordance with the National Defense Authorization Act (NDAA).
• Permanent Change of Station (PCS) allowances may be authorized, subject to the provisions of the Joint Travel Regulations and an agency determination that a PCS move is in the Government Interest. 
• Overseas allowances may be authorized in accordance with Department of State Standardized Regulation (DSSR) and DoDI 1400.25 volume 1250. 
• The initial length of this overseas tour is 36 months. Return rights to previously held permanent position of record will be authorized. 

How to Apply: Interested candidates must email a resume, most recent Standard Form 50 (non-award), most recent performance evaluation (DPMAP); three supervisory references, and a cover letter describing interest, availability and a short narration of qualifications for this opportunity. 

Special Instructions for applying: Please indicate on the subject line of the email when sending application packages “Candidate: Administrative Officer, GS-0341-(applicable grade): Last Name, First Initial” by emailing application packet to trisha.y.miyashiro@usace.army.mil by the closing date of the announcement. 

Equal Employment Opportunity (EEO) Policy: The United States government does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service or other non-merit factor

To learn more, please visit the Office of Equal Opportunity (https://www.eeoc.gov/federal-sector/federal-employees-job-applicants).

Qualifications

Candidates will be evaluated IAW OPM Requirements: https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/

Reasonable Accommodation

Reasonable accommodation is available to qualified employees with disabilities. You can request a reasonable accommodation at any time during the application process, hiring process or while on the job. Requests are evaluated on a case-by-case basis.