Office Assistant 2 (Calculations)

Office Assistant

Working under the supervision of senior staff, Office Assistants perform office support and clerical work to meet the requirements of agency programs. Such work may consist of but is not limited to : performing data entry; math or calculations; mail, supply, and inventory functions; keyboarding and other document preparation tasks; answering telephones; completing forms; assisting customers; creating or assisting in the preparation of reports, charts, graphs, and tables; and performing other related activities. This work is accomplished in accordance with applicable procedures, rules, regulations, and law; and in accordance with National Guard Bureau (NGB) requirements specifically requirements of the Master Cooperative Agreement (MCA) between NGB and DMNA, as well as agency and labor contract duties and responsibilities current and as amended.

Office Assistants 2 perform all duties of the Office Assistant 1; and may supervise Office Assistants 1 and other subordinate staff such as interns, and / or directly perform the more difficult or complicated clerical processing and office support work for which substantive knowledge of the program area is required. Office Assistant 2 positions perform complicated clerical and office support activities that require substantive knowledge of the program and / or of the program's governing laws, rules, or regulations. Such laws, rules, or regulations may be subject to frequent change. Incumbents typically handle sensitive applications, requests, or inquiries in which management or executive staff may be contacted or interested. They process requests that do not meet normal parameters and may require additional research and consultation with higher level staff. They also perform activities that may require coordination with internal or external parties such as coordinate meetings and travel activities. The Office Assistant 2 will be expected to have more advanced computer skills and knowledge. The Office Assistant 2 is expected to perform tasks with considerable independence.

Assignments may include but are not limited to combinations of the following :

• Answer questions from and provide information to various parties regarding agency activities, transactions, and procedures. Refer inquiries as necessary.
• Operate various communication systems such as telephones and computers; and keep records of such communications.
• Operate, and perform basic cleaning and maintenance on office machines and equipment. Clear paper jams in copiers, scanners and printers; replace toner cartridges; and clean keyboards and screens.
• Schedule appointments, meetings, and travel using various office tools.
• Perform routine processing activities, including checking forms for completeness and accuracy.
• Type, proofread, review, and correct correspondence, documents, records, and other written material. Make appropriate corrections for format, accuracy, and validity.
• Assist in gathering or compiling data for reports, graphs, charts, tables, or other products.
• May create graphs, charts, or other visual aids to display data.
• May also prepare routine reports or assist others in the preparation of reports, following established guidelines.
• Transcribe hand-written materials.
• Maintain, update, and correct records and files.
• Receive, screen, review, and verify documents, forms, applications, claims, and other documents for completeness, content, and accuracy.
• Establish new files in accordance with procedures to include coding and numbering forms, creating folders, and compiling relevant material.
• Enter and retrieve data and information from computerized systems.
• Verify data previously transcribed or entered to detect errors.
• Perform various clerical or office assistance tasks such as scanning documents, and verifying accuracy of data from scanned documents.
• Will perform duties independently as well as in team setting.
• Work on computers utilizing various software and database systems.
• Overtime may be required.
• Demonstrate reliability and trustworthiness.
• Work independently with minimal supervision.
• Complete and attend training as required.
• Other work related duties as assigned.

Calculations

Job Requirements