Total 77 Others level Administrative / Clerical job vacancies in Scott AFB, Illinois

ABOUT THE POSITION

The Chief Counsel advises the heads of regional operating and staff divisions on Department programs administered in the region and is the Regional Director's chief legal advisor. Provides legal advice to the General Counsel on formulation, coordination, revision and execution of administrative policy and programs at the regional and national levels. Drafts, reviews, and clears important letters, policy statements, and similar communications by the Regional Director and other region officials on significant program and policy matters which require sensitivity to legal, public relations, or State relations implications.

Serves as a member of the top management team in the region and collaborates with the Regional Director, the General Counsel, and other high level OGC and region managers to establish and articulate legal positions, organizational priorities, and operating principles. Provides leadership and executive management of an office of 31 attorneys and additional support staff to ensure that the office produces timely and quality legal work that meets the agency's needs, that staff have opportunities for career development and advancement, and that office is managed in conformance with all personnel, fiscal, and other administrative requirements. Manages organizational resources consistent with long and short-term plans and operational requirements. Provides executive leadership for identifying and implementing ways to improve the quality and efficiency of the region's business processes and enhance the quality and timeliness of the region's legal products and services.

Consults with U.S. Attorneys and provides professional leadership for legal staff's activities involving investigating, preparing, presenting, and conducting criminal and civil litigation growing out of Departmental activities in the region. Activities include developing litigation strategies and negotiating settlements of claims against the United States. Consultation and assistance involve preparation of complaints, briefs, motions, stipulations, judgments, findings, and all other instruments and documents required for litigation; interviewing witnesses; and advising clients of the legality of State, local, and private claims against the United States. Provides authoritative advice on legal matters to representatives of U.S. Attorneys' Offices, the Department of Justice, the Solicitor General, and others. Directs staff activities involving assistance to State and local law offices in litigation in State courts affecting Federally aided programs.

1. Processes applications and issues identification cards controlled and restricted area badges, vehicle registration, and temporary passes to eligible personnel.
2. Maintains controlled forms.
3. Carries out routine, miscellaneous clerical tasks.
4. Provides general customer service.

The incumbent performs filing/retrieval and clerical duties associated with retention, maintenance, disposition, guardianship, and control of administrative and medical records in both terminal digital and alphabetical file systems.

• Performs administrative and medical document scanning in CPRS, utilizing CPRS, Imaging Capture and Imaging Display to view documents.
• Reviews all incoming documents for patient identification to aid in timely input of scanned documents and assures compliance with documentation requirements including complete signature.
• Conducts quality assurance on 100% of all documentation for readability, clarity and position.
• Arranges records for storage/reference, scheduled disposition, and retrieval.
• Assists with records retrieval for record retirement and preparation for shipment, and assist with record management program.
• Open and sorts incoming mail.
• Performs all other duties as assigned.

• Performs clerical and administrative work in support of the office/organization. Incumbent acts as office manager for HQ AMC/CS ensuring all administrative practices and procedures used by action officers and administrative personnel in 21 directorates are consistent with those of the organization.
• Reviews and processes incoming and outgoing correspondence, reports, and other material submitted from the 21 directorates for the Chief of Staff's signature. Uses multiple office automation software with varied functions to produce a wide range of documents with complex formats, such as graphics or tables within text, revising databases or spreadsheets.
• Maintains the Chief of Staff calendar, coordinates meeting arrangements, and schedules meeting and/or conferences including those involving staff from outside the immediate office. Independently notes and follows up on commitments made at meetings and conferences by staff members.
• Receives telephone calls, greets visitors and ascertains the nature of the calls or visits, screening those that can be handled without supervisor's help. Based upon detailed knowledge of the HQ AMC staff organization and its programs and directorates, determines appropriate action.

The duties include but are not limited to the following:

• Send notices of all service and section meetings via e-mail
• Performs all requested tasks of the service chief, section chiefs, and nurse associate
• Types and faxes all reviews, manuscripts, and correspondence of the Service Chief
• Receives calls, greets visitors and directs to staff members only those contacts needing their attention or action
• Takes care of routine matters and on the basis of knowledge of the programs or operations,
• and refers other inquires to appropriate personnel
• Incumbent personally responds to routine and non-technical requests for information; such as status of reports, duty status of office personnel, suspense date for matters requiring compliance and tracking controlled correspondence
• Conducts telephone and fax correspondence of the service chief with appropriate parties outside the VAMC and CBOC's in an efficient and accurate manner
• Incumbent takes responsibility for tracking and communicating peer reviews completed by the medical service provider staff
• The employee is responsible for assisting in the requests for new AD access and NT codes, along with re-activating, resetting, deleting, or adding certain items to the menus for students, interns, residents, fellows, and attending physicians
• Transcribes assignments and meetings when requested by service or section chiefs
• Incumbent will have timekeeping duties and will complete timecards and all subsequent issues or corrects by the due date indicated by payroll
• Sorts mail daily and delivers to the Service Chiefs office/mailbox
• Additional duties as requested by office co-workers and medical service employees
• Demonstrates ability to appropriately and courteously relate to internal and external customers and maintains patient and employee confidentiality
• Requisition supplies from Jesse Brown VA Medical Center sources in administrative support of the Medical Service.

Major Duties:

Previous Customer Service, Computer skills and Administrative work experience is preferred (not required).

The incumbent is secretary to the Chief, Engineering Service and is responsible for performing clerical and administrative duties of the service.

• Responsible for the training of clerical personnel, and provides guidance and assistance on applicable procedures, policies, instructions and regulations to clerical personnel assigned to the service.
• Receives all incoming calls to the Office of the Chief and retrieves and provides information whenever possible from files and reports. Discretion must be used in releasing information during telephone calls, personal contacts with visitors, staff and other health care professionals. Information is not released without consulting the chief of service.
• Responsible for screening calls, requests, and makes appointments for the chief, Engineering Service, and supervisory staff. Reports all in house service calls to appropriate shop personnel.
• Knowledge of the Chief's itinerary and schedule arranges for conferences and meetings.
• Maintains a schedule of meetings and making sure to remind chief and supervisory staff of these meetings and conferences. In the absence of the supervisor makes commitments and reschedules appointments and informing Chief.
• Composes correspondence and communications in final form from rough draft or dictation.
• Reviews outgoing correspondence for accuracy, format, conformance with procedural instructions, grammar, typographical accuracy and neatness before submitting for signature of appropriate official.
• Prepares a variety of recurring and special reports reflecting both administrative activities and technical information using data from files and records maintained.
• Verifies accuracy and checks adequacy of information obtained presents material for review if appropriate and organizes and types final report.
• Takes and maintain minutes for the Environment of care Committee as required by JCAHO. Also assist Chief Engineer with documentation and follow up for the medical center space and equipment committee. Also provide assistance to the Chief on the with Medical Equipment Utility Management subcommittee to the EOC.
• Responsible for making travel arrangements for the Chief, supervisors and staff by preparing travel authorizations for training request.
• Responsible for organizing and maintaining general files and records, manuals, handbooks and other related materials.

Assist the Director in the School Age Program and Youth Program with a variety of clerical, administrative and cash handling duties which may include but not limited to the following: Performs a variety of general office duties such as receiving telephone calls and visitors, types correspondence, reports and other material from rough draft, clean or copy, including statistical and financial data, routing and filing correspondence, and responsible for maintaining files IAW applicable guidance. Receives correspondence, provides general information and answers questions to routine matters. Assists with customer service counter. Assists in ensuring contracts are in compliance and filed properly. Inputs all payroll information and work schedules in system and runs end of day reports daily.

Compute daily labor cost, records income and expenses to proper accounts and provides daily financial status report to Director or designee. Consolidates monthly inventories and may assist in Youth Center's monthly and yearly inventories. Assists in researching irregularities and recommends course of action to Director by the end of each month. Performs periodic review of delinquent accounts/memberships. Assists in researching billing discrepancies with patrons and indicates corrective action. Assists with end of month resale inventory and insures inventory is at the proper level. Works with IBPS in regards to purchase request, inputting invoices within 24 hours of receipt. Prepares daily financial documentation, i.e. Consolidated/Cashier's Reports (AF Form 1876) tothe NAF Accounting Office for processing and makes the daily deposits upon approval of Director or designee. Prepares request for advertising for Marketing Office to publicize. May assist in escorting visitors when appropriate. Trains all new employee on cash handling procedures.

If interested in applying for this position you may preview the online application: https://apply.usastaffing.gov/ViewQuestionnaire/12619460

• Acts as the depot's liaison with human resource, responsible for maintaining an understanding of a wide variety of HR concepts.
• Reviews and processes requests for all types of actions pertaining to personnel actions.
• Maintains suspense file on personnel issues, advising management as to status and conducts follow-up to expedite actions assuring that actions are completed in a timely manner.
• Determines personnel forms necessary to initiate a wide variety of personnel actions.
• Coordinates Hiring Requests and submits requests into an automated system.
• Studies and analyzes results and makes remedial recommendations to assess and improve mission performance.
• Analyzes and recommends changes concerning proposals for organizational realignment, staffing, personnel training, etc.
• Maintains certifications and is responsible for employee MHE training and maintenance of all applicable MHE files, records, and SOPs.

• Perform basic account maintenance procedures to ensure files, logs, and reports are complete.
• Ensure adequate stock and operating supplies are maintained.
• Operate computer systems to input or correct data, and produce documents, reports, shelf labels and signs.
• Verify receipts against invoices.

1. Processes applications and issues identification cards, controlled and restricted area badges, vehicle registration, and temporary passes to eligible personnel.
2. Maintains controlled forms. Maintains control logs for identification cards and contractor access badges for maintenance and destruction of accountable forms in accordance with applicable AF instructions
3. Carries out routine, miscellaneous clerical tasks. Performs clerical support duties to ensure efficient office operations. Reproduces and assembles copies of a variety of correspondence.
4. Provides general customer service. Focuses on responsive and accurate customer service within the Pass & Registration/Visitors Center environment.

Works directly for the Director, Information, Tickets and Travel office in providing information and tickets to the Elmendorf community. Routine work is performed independently. The supervisor check the work to insure compliance with procedures and directives. Responsible for the resale of tickets and providing information on leisure travel, local tours and events. Provides travel information and arranges accommodations for tourists: Answers inquiries, offers suggestions, and provides descriptive literature pertaining to trips, excursions, sports events, and plays. Discusses routes, time schedules, rates, and types of accommodations with patrons to determine preferences and makes reservations. Duties may include checking flight, hotel and cruise ship availability.

Activities typically include: selling holiday and travel products to customers; meeting sales targets as set out by the travel office manager; dealing with complicated customer itineraries; handling customer orders and payments; liaising with tour operators and other key partners such as hotels and airlines regarding bookings and schedules; undertaking general administration; advising clients about passports, vaccinations, visas, foreign currency, travel insurance, car parking, car hire abroad and excursions in resorts; dealing with complaints; using and updating IT skills, since information on holiday packages and bookings is usually accessed via a network; organizing displays of promotional material. Attending events established by the 3 FSS marketing office.

In the absence of the director may supervise and review activities of workers and delegate responsibilities to other workers.
Assists director in procuring tickets from local vendor and maintaining inventories of tickets. Accomplishing daily reports required by regulation and guidelines ensuring accuracy. Helps with creating and organizing marketing and promoting travel, local and general events and ticket sales.

If interested in applying for this position you may preview the online application: https://apply.usastaffing.gov/ViewQuestionnaire/12622592

• Directly assists the commander or senior ART in the management of all administrative support program
  functions.
• Serves as the resident subject matter expert for all mandated administrative support programs.
• Serves as a unit liaison to the offices of program managers.
• Performs other clerical and administrative work in support of the office/organization.

The Administrative Officer of Care Management and Social Work (CMSW) Service reports to and serves as the principal assistant to the Chief of the Service and works with supervisors within the Service to facilitate efficient and effective operations and administration. The incumbent is an integral member of the Health Care System's Care Management and Social Work administrative team by providing personnel administration, financial management and administrative management essential to the direction and operation of the Service:

MAJOR DUTIES AND RESPONSIBILITIES

• preparing job analyses for job postings, coordinating personnel actions, maintaining personnel-related records in the six-part system
• Advises management on the administrative and clinical orientation processes for new staff to the Service and program areas
• Provides Service administrative orientation and training, and assures appropriate documentation is completed and filed in the employee's competency folder.
• Audits competency folders for all Social Work staff within the Health Care System on a quarterly basis to assure competency folders meet facility, The Joint Commission, CARF and other accrediting body requirements
• Consults with supervisors to draft, implement and review Service level personnel policies ensuring they are in accordance and compliance with internal operations and policies, agency personnel policies, AFGE Master Agreement, budgetary constraints, and work priorities
• Serves as an approving official for purchase orders for the Service
• Attends Director's Morning Report with Service administration and follows-up on issues as assigned by members of the Executive Leadership
• Assists the Chief in assessing the effectiveness of the professional services provided to the patients utilizing automated programs and through the use of feedback mechanisms; including surveys
• Conducts special studies and analyzes complex problems of manpower, office equipment, workload statistics, space utilization, etc. to monitor needs of the Service
• Prepares and certifies timecards, administers the unplanned leave system, and tracks leave in collaboration with the supervisors to ensure adequate coverage
• Responsible for the overall administrative management of the Service

The primary purpose of this position is: As an Air Reserve Technician (ART) accomplishes a variety of work which determines the unit's readiness and capability to meet its wartime mission and provide training to assigned unit personnel in the accomplishment of contingency and humanitarian missions and worldwide deployment activities.Duties:

1. Unit resource advisor (RA) and member of the Financial Working Group (FWGJ for budget formulation.
2. Oversees monthly preparation of Status of Resource and Training Systems (SORTS) report.
3. Evaluates and oversees the wartime AFSC enlisted specialty training requirements for assigned personnel.
4. Manages the squadrons Information Management/Information Technology (IM/IT) resource.
5. Manages the squadron's personnel and information security programs/Restricted Area Badge (RAB) Program.
6. Works closely with the recruiters to fill projected vacancies with qualified personnel. Functions as the subject matter specialist for stage management, crew management and Aeromedical Evacuation Operations Team (AEOT).

• Maintains a filing system, reviews correspondence for spelling and grammar, receives mail, maintains the store director's appointment calendar and serves as the forms manager.
• Serves as the personnel liaison between the commissary and Human Resources Service Provider (HRSP) by generating request, monitoring status, and resolving employee personnel actions.
• Performs in-processing functions for all new hires and reviews in-processing forms for accuracy and completeness.
• Serves as the payroll liaison between the commissary and the Customer Service Representatives (CSR) to resolve payroll issues.
• Procures, issues, controls, and disposes of supplies and equipment required for store operations.
• Maintains the property accounting register relating to supplies and equipment procured for the commissary.