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Management and Program Clerical and Assistance

Significant Points

This series includes positions involved in supervising or performing clerical and technical work in support of management analysis and program analysis, the purposes of which are to evaluate and improve the efficiency, effectiveness, and productivity of organizations and programs. The work requires a practical knowledge of the purposes, methods, and techniques of management analysis and/or program analysis and the structures, functions, processes, objectives, products, services, resource requirements, and similar features of Government programs and organizations.

Nature of the Work

Employees in this series perform clerical and technical work in support of management analysis and/or program analysis. The purpose of management and program analysis is to analyze, evaluate, and improve the efficiency, effectiveness, and productivity of organizations and programs and to provide managers with objectively based information for making decisions on the administrative and operational aspects of agency management and program operations. These administrative and operational aspects include organizational or program structures, functions, objectives and goals, processes, products, services, performance requirements, projects, and resources.

Management clerks and assistants apply clerical and technical procedures, methods, and techniques to support management analysis functions and processes. Management analysis involves analyzing, evaluating, and improving the efficiency of internal administrative processes, organizations, or management. This includes studying and recommending improvements to organizational structures, processes, and workflow, and in the use of staff, funding, and other resources. Management analysis also involves developing, evaluating, and advising on the methods and policies for providing administrative or information management systems to agencies, such as records, directives, mail, or forms management systems.

Program clerks and assistants apply clerical or technical procedures, methods, and techniques to support program analysis functions and processes. Program analysis involves planning, analyzing, and evaluating the effectiveness of line or operating programs. This includes developing agency program objectives, identifying required resources (e.g., staff, money, and materials), measuring program progress and quality of service, and devising actions to resolve program problems in meeting goals and objectives.

The employees in this series typically work in offices where management analysts or program analysts are also employed. Their primary function is to perform the routine, procedural, or standard assignments that support management or program analytical work. However, physical proximity to management or program analysts is not a requirement. A position may be classified to this series without being located in a management or program analysis office, so long as the work of the position requires skills and knowledge characteristic of this series and involves the types of duties contemplated in this standard.

Employees in this series perform many different kinds and combinations of work at different organizational levels. Some employees perform the basic procedural tasks needed to complete management or program analysis projects and processes. For example, they:

  • maintain, gather, and compile records of organizational and workflow charts, staffing levels, mission and function statements, program resource use and availability, and internal audit reports;
  • review reorganization requests, performance and management indicator reports, suggestions for program improvements, and other similar management and program analysis documents for appropriate format, distribution, and inclusion of required information and explain reporting procedures and requirements to operating officials;
  • compile and distribute reports on proposed program goals, budgets, staff levels, and performance criteria to operating officials for review and comment;
  • make and verify routine calculations such as standard cost estimates, production rates, staff hours, and workload figures; or
  • prepare charts, graphs, and narrative information for management or program analysis reports from material provided by higher level employees.
  • Some employees complete limited, uncomplicated management or program analysis projects, or segments of larger analytical projects or studies under the direction of higher level employees. This may include collecting data, detecting and evaluating trends or problems, and/or identifying solutions. For example, they:

  • monitor and review past and present program resource use and forecasted requirements to identify trends, discrepancies, and problems requiring further study by higher level employees;
  • study reports on program workload figures and production rates and determine the extent of deviation from established goals and requirements;
  • interview and observe operating personnel to collect information on and produce charts showing workflow patterns, lines of authority, or organizational layout; or
  • compare staff levels in clerical work units to established staffing standards to identify overstaffed or understaffed work units and recommend solutions to assure compliance with requirements.
  • Some employees work independently to control and maintain installed administrative or information management systems, such as forms, records, mail, directives, or publications management systems. Management analysts or other higher level employees develop, monitor, and refine the policies and procedures for providing these systems to organizations. Employees apply these policies and procedures to:

  • assist operating personnel in understanding and using the systems;
  • identify problems or deviations in system use;
  • apply or adapt established guidelines to correct problems;
  • make operational changes or improvements within the policy or structural limitations of the systems; and
  • identify and refer serious problems or questions, requiring detailed analysis or extensive system modification (i.e., beyond the limits of established policies), to the responsible management analyst or higher level employee.
  • Most employees in this series use one or more automated systems to perform their duties. This includes word processing, spreadsheet, data base, project management, graphic design, and management information systems. In addition to the primary requirement for knowledge of the purposes and functions of management or program analysis and of management or program operations, some employees in this series use knowledge of automated systems to:

  • enter, search for, edit, and extract data and information;
  • create statistical diagrams, organizational and workflow charts, and other graphics;
  • monitor program status and funding use;
  • calculate figures such as production rates and staff hours; and/or
  • create models of offices to be used in workflow, production, space use, and other types of studies.
  • Administrative Support Program Assistant GS-0344-06

    Duties and Reponsibilities

    Serves as the focal point, local authority and expert source for information for all administrative functions of the unit. These functions include correspondence and messages; records documentation management; printing and duplication; publication and forms management; reference library; special orders; receipt, storage and control of classified documents; on the job training programs for both technicians and unit military personnel; and Personnel Concepts III (PCIII) program. The PCIII work includes security clearances, personnel data control, force management, officer performance reports, training requirements, awards and decorations; inspecting administrative files, publications and procedures in other functional areas; managing the preparation, publication, distribution and tracking of civilian and military travel orders; annual training, special training, and other orders, to include special authorizations and reconciles the orders process with the workday accounting program to ensure validation of orders requirements; performing and directing the preparation, distribution and accounting of all schedules, directives, maintenance orders, procedures, passports and summaries; and monitoring a correspondence and reports suspense system. Develops procedures that affect administrative management and program development within the unit. Identifies and researches a wide variety of administrative problems to determine the best solution when there is not one absolutely correct or appropriate solution and recommends course of action to be followed. The wide variety of work performed by the incumbent is subject to different sets of rules and regulations. The incumbent exercises judgment in selecting or adapting guidelines to difficult situations where existing guidelines do not apply directly to the problem at hand. Recommendations require evaluative judgment, relate to a full variety of administrative functions impacting the organization and have a substantial impact on program direction. Exercises skill in recognizing the dimensions of the problems and in expressing ideas in writing.

    As Work Group Administrator provides technical support and troubleshooting for daily network operations including identifying issues and resolving problems, and documenting the problem history and solution. Records trends and problems for resolution by the incumbent or other network specialist. Explains complex network concepts to nontechnical personnel in non-technical language. Installs and configures application software to run on stand-alone computers or networked systems for networked “commercial off the shelf” (COTS) software, government owned systems, and client/server networked operation systems (data set/file maintenance, established end-user client software). Maintains automated configuration control files and registers software to the installation. Installs and maintains microcomputers, attached printers and peripheral equipment whether attached to microcomputers, workstations, minicomputers or local and wide area networks. Performs maintenance, trouble shooting, installation, operation, and testing of microcomputer based systems. Gives briefings to new personnel on computer operations and performs demonstrations as required. Works with the end user to explain characteristics of appropriate office automation tools and provides guidance in their application. Brings problems that cannot be resolved at the incumbents level to the attention of a specialist.

    SUPERVISORY CONTROLS

    Assignments are given with information on general administrative changes, deadlines, and priorities. The supervisor defines overall objectives. The incumbent works independently in planning and carrying out steps for completing assignments in accordance with established office instructions and practices. When current practices or deviations in an assignment cause problems, the incumbent uses own initiative and judgment to resolve them and coordinates efforts with other employees involved in or affected by the nonstandard procedures. Completed work is evaluated for conformance with policy and regulatory requirements, technical soundness, usefulness, conformance with office operating requirements and needs and for effectiveness in meeting goals. The methods used to produce work normally are not reviewed.

    Program Assistant GS-0344-07

    A. Introduction

    This position is located within the Office of the Area Director, and serves as the procedural expert and coordination point within the Area for the timely and orderly flow of information and documentation surrounding the implementation, management, and evaluation of a vast array of research monitoring activities. The Area consists of five locations, with approximately three Research Units, and has a work force of approximately forty employees (of which approximately twenty are research scientists).

    B. Major Duties

    Independently coordinates and maintains appropriate documentation on the Current Research Information System (CRIS), research progress reports, and extramural and external funding requests for the Area. Serves as the Area manager and instructor for the Agriculture Research Information System (ARIS). Specifically, the incumbent:

    Advises project leaders, research leaders, and other program personnel on proper procedures and documentation requirements for CRIS projects, research plans, extramural and external funding requests, and research progress reports.

    Summarizes and makes recommendations for improvement in the documentation to the scientific staff; notifies the scientific personnel when additional information is needed, and follows up to ensure receipt; ensures that packages are complete before forwarding to the Area Director; and brings significant issues in the reports to the attention of the Area Director.

    Follows up on and advises scientific personnel on the status of submissions.

    Instructs Area personnel on the use of the ARIS system; determines user needs and accordingly assigns appropriate level of access codes to allow access to the system; periodically surveys the needs of users and makes adjustments in the assignment of access; instructs users on changes in methods, procedures, and policies in the software on a continual basis; and trains new system users as needed.

    Coordinates funding requests and extramural/external funding issues with appropriate Area Administrative Office staff (Area Budget and Fiscal Officer (ABFO) and Area Procurement Agreements Officer (PAO).

    With input from the AD, identifies appropriate reviewers for research project merit reviews; obtains merit reviews from industry, colleges, universities, private sector organizations, other agencies, and other ARS organizations.

    Participates, in a coordinative role, in research program reviews and workshops; keeps managers and scientists informed of upcoming reviews; and makes presentations related to the procedural requirements of the reporting systems.

    Attends Area program reviews and workshops to acquire/maintain a comprehensive knowledge of the substantive nature of operating programs and the interrelationships among program areas.

    Consolidates responses on current research activities from the locations in support of requests from the Area Director or higher level management in ARS.

    Prepares draft correspondence and nontechnical descriptive summaries of research activities and progress for use in replying to correspondence and other requests for information.

    Plans and Operations Assistant GS-0344-07

    A. Introduction:

    This position is located in the State Area Command (STARC) Headquarters, Plans. Operations and Military Support Branch of the Plans, Operations and Training Office (POTO). The purpose of this position is to assist higher graded personnel in developing and maintaining contingency plans, operating the Emergency Operations Center (EOC) communications systems, etc.

    B. Duties and Responsibilities:

    (1) Participates with the Plans. Operations and Military Support Officer's (POMSO) staff in the formulation and maintenance of contingency plans. Gathers and organizes information that is relative to the development and maintenance of various plans. Researches the state emergency office plans listings to identify plans that have a mission. Develops tentative plans for small projects or assists the POMSO or POMSO staff on the larger and more complex plans.

    Researches various organizations and units of joint services to determine their capabilities to respond and assist in federal emergencies. Researches files and obtains information pertaining to specific problems relating to plans. Gathers data and analyzes information and plans. Prepares information summaries on various organizations and other agencies' capabilities to respond to various federal emergencies or situations.

    Provides authoritative information regarding the state's organizations' missions and functions. Participates in various phases of projects for which higher graded personnel are responsible. Assists in the interpretation of directives, regulations and policies received from higher headquarters. Reviews proposed directives. Studies existing directives to detect and eliminate conflict, overlap and duplication. Implements directives procedures and instructions issued by the POMSO.

    Disseminates information to subordinate elements. Prepares and reviews draft publications plans and procedures. Updates plans. Monitors plans for continued conformity to higher headquarters directives and regulations. Ensures plans are current and retained. Coordinates with management officials can exercises to test developed plans.

    (2) Assists higher graded personnel in conducting Operations Security (OPSEC) workshops. Administers OPSEC Survey Program. Conducts OPSEC briefings. Reviews operations and orders for OPSEC compliance. Identifies shortfalls. Ensures corrective action is taken. Submits OPSEC reports. Coordinates activities with government officials, military officers of various services, active and and Reserve Component.

    (3) Assists the POMSO in preparing Land Defense Plans by conducting on-site visits to active ARMY and Reserve Component installations to develop and coordinate plans. Assists POMSO staff with developing security plans for key asset facilities.

    Coordinates with Continental United States Army (CONZSA) on land defense planning and participates in conferences. Coordinates with state law enforcement agencies on land defense issues. Assists POMSO with the activities of military liaison officers assigned to the headquarters for Military Support. Coordinates with installations of scheduled briefings and visits. Assists in the preparation of land defense briefings and presentations.

    (4) Assists the POMSO in the operation of the state emergency communications system. Serves as a state radio net frequency coordinator. Supports subordinate commands for frequency allocation during annual training, inactive duty training and special training.

    Researches problems or situations pertaining to emergency communications. Provides recommendations relating to emergency communications. Reviews procedures to ensure effective communications and EOC operations. Coordinates, publishes and distributes state Signal Operating Instructions (SOIs).

    Coordinates with law enforcement agencies on the development of integrated and interagency communications drug enforcement operations. Coordinates the Emergency Regional Reporting Test. Conducts CONUSA communications test. Monitors frequency utilization. Operates the Network Control Station of the primary state emergency radio net; performs routine operational checks. Conducts training for assigned radio operators. Schedules and coordinates maintenance services for radios, to include military and commercial emergency communications equipment.

    (5) Assists POMSO staff with the operation of the EOC. Ensures availability of required equipment, supplies, material, maps. etc. Serves as contingency/alternate for the EOC. May serve as the property book custodian for military support property accounts.

    (6) Performs other duties as assigned.

    C. Supervisory Controls:

    Work is performed under the supervision of the Plans, Operations and Military Support Officer (POMSO) who provides policies, goals and objectives. Specific guidance is provided by the POMSO. Work is reviewed through spot-check of activities performed for accuracy and observation of ability to meet schedules and for overall attainment of objectives.

    D. Other Significant Facts:

    TOP SECRET OR SECRET clearance may be required and is determined by each state or territory based on mission and in accordance with existing regulations.

    Training, Other Qualifications, and Advancement

    There is no OPM qualification standard for this series. If a standard is needed to fill the positions in this series, the employing agency should contact OPM for assistance.

    Information on obtaining Management and Program Clerical and Assistance positions with the Federal Government is available from the Office of Personnel Management through USAJOBS, the Federal Government's official employment information system. This resource for locating and applying for job opportunities can be accessed through the Internet at http://www.usajobs.gov or through an interactive voice response telephone system at (703) 724–1850 or  (703) 724–1850  or TDD (978) 461–8404 and   (978) 461–8404. These numbers are not toll free, and charges may result. For advice on how to find and apply for Federal jobs, download the Insider's Guide to the Federal Hiring Process” online here.

    Sources:

    • Bureau of Labor Statistics, U.S. Department of Labor, Occupational Outlook Handbook, 2010-11 Edition; and
    • Office of Personnel Management, Position Classification Standards.

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