Total 109 Administrative / Clerical job vacancies in Fort Defiance, Arizona

Duties include but are not limited to the following:

• Receive and/or screen telephone calls and visitors for nature of the call or the purpose of the visit and determine the appropriate action as needed.
• Transcribe minutes for meetings and distribute copies of minutes to all appropriate personnel.
• Receive all incoming correspondence to determine which items should be brought to the supervisor's attention or forwarded to other staff for action.
• Utilize a computer to prepare forms, reports, narrative documents that include complex technical terminology.
• Prepare/edit reports, verify accuracy of statements, figures, tables and charts in accordance with facility guidelines.
• Maintain activity calendar (i.e. schedules appointments, conferences, and meetings on own initiative based upon current issues of importance).
• Post and submit for approval, all time and attendance cards.
• Maintain files, including staff competency records, service policies, VA manuals, bulletins, employee actions, equipment requests and general correspondence so that items can readily be located on request.
• Track performance appraisals for all members of Psychology Service, including preparing the annual performance plans.
• Update the Emergency Cascade quarterly or with new staff additions, for Psychology Service.
• Receive, assign, and distribute Consultation requests from other services.
• Assist the Psychology Internship and Post-Doctoral Fellowship Training Directors with the completion of onboarding documents.

• Prepare and proofread completed correspondence for accuracy, spelling, grammar, formatting, and proper syntax.
• Utilize software programs to prepare spreadsheets, edit databases, process word documents, etc.
• Scheduling meetings, appointments, and conferences.
• Coordinate travel arrangements, to include travel orders, developing itineraries, scheduling appointments for passport and visa procurement, etc.
• Prepare requests and authorizations for Department of Defense (DoD) personnel business travel in Defense Travel System (DTS).

• Create administrative documents relating to Official Mail management.
• Receive official mail from a Contract Postal Unit for delivery to an Official Mail Distribution Center.
• Receive official mail from a Contract Postal Unit for delivery to an Official Mail Distribution Center.
• Classify official mail according to location, organizational functions and office symbols.
• Practice safe vehicle operation by obeying speed limits and traffic laws.
• Schedule preventative and general maintenance on vehicles to complete inspections.

• Exercise control over the Garrison Commander's appointments, screens calls and visitors, and establishes priorities.
• Screen calls and visitors, answering most questions and completing most business involving established policy or routine matters without referring people to the Garrison Commander.
• Perform a variety of record keeping, typing, and reporting in support of office personnel.
• Review all correspondence for the Division Commander for clarity, completeness of reply, and grammatical or procedural correctness.

• Coordinate actions with other Army Civilian Personnel Advisory Centers who service subordinate organizations located throughout CONUS.
• Ensure determinations and decisions concerning major policy and courses of action are consistent with laws and regulations governing the administration of civilian personnel.
• Providing advice and guidance in a wide range of civilian personnel functions of labor relations; management employee relations; position management and classification; recruitment and placement; and workforce development and training.
• Supervise an immediate staff of Division Chiefs, Action Officers, and support personnel involved in the full range of human resources management functions.
• Provide overall management, leadership, direction, obtaining affirmative cooperation in meeting the basic objectives of the DoD Program for Stability of Civilian Employment, and is the Army principal point of contact in the region.

• Makes reservations for incoming guests based on room availability, and interviews incoming guests to determine rooms assignment.
• Assists clientele in the completion of required forms and registration cards. Answers questions pertaining to rules and regulations governing the assignment and use of quarters; issues room keys.
• Provides statement of non-availability when applicable. Posts registration information on the registration card.
• Orients guests concerning use of facilities and equipment, and other facilities available on post. Assists or arranges transportation.
• Computes charges for guests checking out, receives payments and room keys, renders receipts. Answers billing questions and concerns. Accounts for and secures cash at the end of shift.
• Performs other duties as assigned.

• Advise senior staff regarding technical military and/or civilian annual evaluations and awards.
• Work efficiently to resolve conflicts and provide alternative means as needed.
• Process various personnel actions for military personnel using an automated Human Resource database.
• Prepare written correspondence (read ahead, briefing charts, etc.) for the Command Group.
• Prepare administrative Standing Operating Procedures (SOP), develop internal policies, procedures and ensures compliance through contact with Brigade staff members.
• Coordinate travel arrangements and process travel documents using an automated travel system for the organization.
• Check office information systems daily for incoming documents to ensure proper dissemination is made or action taken, as required.

• Providing administrative and clerical support to to the District Superintendent and the District staff.
• Assisting in the collection and assembly of data for reports.
• Managing the appointment calendars for management and staff.
• Receives telephone calls and visitors.
• Serves as the Secretary to the District Superintendent

• Serve as the principal adviser to the Regional Defense Counsel (RDC) on all matters related to Law Office Management and Operations.
• Plan, program, and execute contracts in support of legal operations and special programs.
• Identify personnel strength requirements, develops funding requirements, monitors case assignments, and monitors travel and equipment need.
• Manage all aspects of personnel management, including continuing legal education, certification, administration, and readiness of civilian and military personnel in multiple geographic locations.
• Serve as security manager for the regional field offices.

• Receives children, youth, parents, and other visitors in a courteous and professional manner. Answers telephones, ascertains nature of call, and directs caller to appropriate staff.
• Ensures parents, children, youth, and visitors properly sign into the program prior to passing the reception area of the facility. Monitors children’s departure to ensure only authorized individuals remove them from the building.
• Registers/terminates children/youth within the CYS program and/or waiting list database. Utilizes the Child and Youth Management System (CYMS) to record transactions for customers and to enter data into predefined categories for reports and tracking.
• Provides administrative support including mail preparation, copying, distribution, correspondence, memorandums, briefings, Daily Activity Reports, and other requirements for day-to-day operations.
• Articulates policies relating to patron fees, waiting lists, enrollments, terminations, and program events. Coordinates vacancies and reservations for the hourly care program as required.

Please ensure you answer all questions and follow all instructions carefully. Error or omissions may impact your rating or result in your losing consideration for the job. The incumbent:

• Receives, assesses, routes, handles incoming and outgoing materials such as routine correspondence, reports, memoranda and other forms of written communication.
• Performs office automation duties such as reports, forms, presentation materials which may include complex graphs, charts, and tabular materials.
• Compiles, organizes, and tracks program data which may include statistical information in support of the organization's program operations.
• Manages the appointment and meeting schedule for the Director of the organizational unit served.
• Receives, refers, and interacts with persons within and outside the immediate organizational unit.
• Performs a wide variety of administrative tasks such as purchasing supplies, equipment and other materials utilizing prescribed purchasing guidelines and procedures.
• Follows-up on and tracks expenditures and ensures prompt payment.

DutiesResponsibilities:
This position is in the Administration Division of Flagstaff Area National Monuments, National Park Service (NPS), and supervised by the park's Administrative Officer. The primary purpose of the position is to support managers and employees with several tasks utilizing departmental, agency, regional, and park guidelines and software programs.

Major Duties, GS-0303-06/07 (FPL 07):- Greet visitors (both external & internal) and provide accurate and reliable information.- Work closely with the Time & Attendance Coordinator to review employee timecard submissions for accuracy.- Apply appropriate standards and procedures in the areas of property management, acquisition, human resources, fleet management, travel requests and vouchers, and internal controls.- Purchase supplies and equipment for the park utilizing a charge card and managing reconciliation of all expenditures.- Serve as a support assistant for fleet management, energy reporting, and facility asset management.- Uses computers and appropriate software for data collection, analysis and collating.
Major duties, GS-0303-07:- Receive housing requests, prepare rental agreements in automated system (iQMIS); assist with tenant check in/out of units.- Receive and process request for a variety of personnel actions and complete required tasks associated with processing personnel actions. Ensures accuracy and appropriateness of coding associated documents. Initiates personnel actions in the automated personnel processing system (FPPS) as required.
- Prepare property reports, maintain the personal property of records for the park.
- Utilize automated business management system to input data for fleet utilization and work orders, and energy cost and consumption.
- Develop and maintain positive working relationships with staff at all levels, including peers, supervisors, management, and regional staff to establish connections that allow for open communication.
- Use financial software systems such as Financial Business Management System (FBMS), Administrative Financial System (AFS), Project Management Information System (PMIS) and Concur Travel Management System.

Career-Seasonal position and subject to release and recall procedures. A permanent career-seasonal position includes all the benefits of permanent employment, but does not provide employment on a full year-round basis. As such, selectee will be in a non-pay/non-duty status for at least 2 weeks to 6 months per year based on project requirements or weather conditions. Selectee are guaranteed to work at least 6 months per year but not more than 50 weeks per year, with the work schedule to be determined upon appointment. The typical season can vary, but assignments can be variable during during certain months due to project requirements or weather conditions.

Career-Seasonal appointments are permanent positions and indude the same benefits as Career appointments, but do not
provide work on a year-round basis. You willl work from approximatelly January to mid-December, and you will be in a non-pay status for the remainder of the year. The typical season can vary due to staffing needs and/or weather conditions.

The position performs duties to assist one individual, and in some cases the subordinate staff of that individual, by performing general office work auxiliary to the work of the organization. The position is the principal clerical or administrative support position in the office, operating independently of any other such position in the office. Major duties include, but are no limited to:

• Receives and screens visitors and telephone calls, i.e. identity, purpose of call and relative importance in relation to availability of staff members.
• Escorts/refers callers to proper personnel.
• Where personnel are unavailable takes messages and/or provides information as to availability of the supervisor.
• Provides information within standard office procedure, generally pertaining to any of the duty areas herein described, and within caller's "need to know".
• Receives and reviews incoming correspondence; screens for general information and determines priority or deadline dates.
• Determines what correspondence can be personally answered.
• Incumbent personally responds to routine and nontechnical requests for information such as status of reports, suspense dates for matters requiring compliance, and similar information readily available from the files.
• Forwards remaining requests to supervisor with back-up information, if necessary.
• Reviews documents prepared for signature of or requiring coordination by management for appropriate tone; conformance with regulations, grammar, format, and special policies of the activity; and completeness of information.
• Returns inadequate communications to originator for correction when not in conformance with known policies, or when correspondence regulations have not been followed.
• Uses various functions of several types of office automation systems such as word processing, databases, and graphic software.
• Uses electronic mail to transmit and receive messages. Responsible for proper spelling, grammar, format, and arrangement of materials.
• Reviews and prepares all congressional correspondence received by the organization for necessary action.
• Reads and processes incoming correspondence and material.
• Thoroughly screens material prior to distribution for suspense dates, establishes controls, and follows up on responses which are due.
• Ensures that correspondence is properly routed in a timely manner.
• Compiles information for and prepares a variety of recurring and one-of-a-kind detailed reports and documents using a variety of computer software.
• Ensures that reports are prepared and forwarded within established time-frames.
• Assists supervisor and subordinates in the procedural aspects of expediting the work of the office by explaining reporting requirements, arranging for submission of data to be assembled by incumbent in general reports.
• Guides and assists personnel concerning procedures of preparation of correspondence.
• Reviews outgoing correspondence to insure uniformity and proper format, grammatical correctness, neatness and completeness of content.
• Responsible for proper spelling, grammar, format and arrangement of material.
• Utilizes office automation equipment to prepare correspondence, documents and reports.
• Utilizes computer systems equipped with file management programs, electronic mail, calendar, graphics, spreadsheets, word processing programs and data base management systems.
• Selects appropriate software type to accomplish task and transfers files and data between and among more than one system.
• Prepares standard forms using available software.
• Uses data base programs to input data and perform computations for administrative reports.
• Determines data required and displays desired and inputs appropriate commands to achieve special reports.
• Sends and receives messages via electronic mail.
• Work performed requires the services of a qualified typist.
• Incumbent is an authorized user of the Government Purchase Card. As an authorized user of this card the incumbent is responsible for meeting the standards for documentation and reconciliation of the purchase cards as set forth by VA Handbook 1730.1, Use and Management of Government Purchase Card, dated August 27, 2008.
• Performs other related duties as assigned.

The position is in support of the Sanitation Facilities Construction (SFC) under the Office of Environmental Health & Engineering (OEHE) and located in one of the District, Service Unit or Field offices.

The incumbent provides administrative services and support to SFC engineers, technicians and other support staff involved in planning, designing, and constructing individual and community water, sewer and solid waste projects serving American Indian and Alaska Native (AI/AN) homes and communities by:

• Providing telephone and receptionist services; sorts and distributes incoming and outgoing mail correspondence; and reviews outgoing correspondence, reports, etc. for format, grammar, and punctuations.
• Establishing and maintaining administrative files, records, manuals, handbooks and other related materials including confidential files.
• Preparing, reviewing and coordinating of all requests for travel arrangements.

• Prepare daily reports to monitor shop equipment database.
• Spearhead formal and informal training to the organization.
• Maintain accountability of administrative actions.
• Review inventory of supply operations for discrepancies.
• Organize shop tools to distribute appropriately to employees.