SUPPORT SERVICES SPECIALIST

Summary

This Is a National Guard Title

32

Excepted Service Position.

This National Guard position is for a Support Services Specialist, Position Description Number D1595P02 and is part of the Information Management /J6 of the Vermont Army National Guard. Duties

Duties and

RESPONSIBILITIES: 1. Records Management-Supports official records and information management programs and initiatives. Controls, organizes, guides, and trains the force to achieve Activity information resource goals and objectives. Implements records management objectives and goals, policies, and requirements to accomplish tasks. Executes various higher headquarters directives. Conducts studies, resolves problems, and provides advice and assistance to Activity organizations for both automated and manual record-keeping systems. a. Implements records management with directorates and units within the installation and/or state. Coordinates with subject matter authorities/experts and records coordinators to ensure process is fully integrated with the organization's records management program. Acts as a Records Manager for the agency's automated archive records management system, with organization-wide responsibility for ensuring the creation and preservation of official mission records throughout the installation and/or state. Reviews and approves agency file plans for installation and/or state, ensuring compliance with and enforcement of National Archives and Records Administration (NARA), Dept. of Defense (DOD), and Dept. of Army (DA) policies and rules governing management information requirements under the Army records management system. b. Conducts and/or facilitates specialized training sessions and briefings on records/information management. Provides technical assistance to staff elements, units and activities with regard to establishment and operation of records systems. Executes initial training for newly appointed records coordinators and annual refresher training thereafter. Executes training programs covering the military correspondence preparation and management. Performs records management studies or surveys as needed. Gathers and compiles information and statistical data in assigned special projects. c. Freedom of Information Act / Privacy Act Program Management. Serves as the installation and/or state Privacy Act Officer and FOIA Officer. Develops policies and procedures necessary for the effective administration of the Freedom of Information/Privacy Act (FOIA/PA) Program. Ensures compliance with state and federal laws. Coordinates FOIA/PA requests with the installation and/or state Judge Advocate General (JAG) for a legal determination regarding releasable information. 2. Executes plans, policies, and objectives for automated records management program administration. Recommends updates to policies and procedures to ensure compliance with established/approved/implemented directives. Provides technical advice to management on maintenance and disposition of records. Establishes necessary operating procedures to effectively control records created within the organization. a. Identifies areas of improvement based on policy issuance, higher-level directives, and new initiatives. Controls and disseminates key documents, ensuring changes/current revision status of documents are identified. Coordinates with proponents to establish schedules for review, notifying directorates and archiving rescinded documents according to relevant policy and resolving all problems/issues related to records and information management within the Activity and in support of higher HQs. Develops recommendations for improving these records systems. b. Conducts studies of installation and/or state to validate essential business operations processes performed, with a specific focus on information technology (IT) solutions and applications relative to electronic records management. Interfaces with personnel within the same organization, local users, NGB, other agencies, and vendors in resolution of problems, recommendation of database application changes and system upgrading or enhancements. Provides interpretations of limited and/or conflicting regulations and guidance concerning database management and coordinates with appropriate personnel concerning the resolution of problem areas encountered. 3.

Printing and Publications

MANAGEMENT: Serves as an Assistant Printing and Publications Control Officer, responsible for providing guidance and input in order to carry out the provisions of the installation and/or state Publishing and Printing Program. a. Assists in leading the installation and/or state Printing and Reproduction Program and/or Facility. Assists in the management of an electronic publishing facility as required. Serves as a point of contact for office and units who must meet printing and publishing requirements through outside agencies. Implements state-wide policy for print management. Provides input for budget estimates for printing operations. **REFER

To Pd for Full List of

DUTIES/RESPONSIBILITIES** Qualifications

Open Areas of

CONSIDERATION: AREA 1, 2 Area I: All current On-board Permanent and Indefinite Dual Status 32 and Title 5 (Competitive and Excepted) Technicians (Tenure: 1-Career, 2-Conditional, 3-Indefinite)

• Only those Vermont National Guard members who are in permanent or indefinite technician status as a result of being competitively hired within that National Guard component applying for a position within the component which they are currently employed. Area II: All Members of the Vermont Army National Guard. Military Grades: Enlisted: PV1/E1-SFC/E7 MINIMUM REQUIREMENTS: Experience, education or training in administrative, professional, technical, or other work that provided knowledge of support services. Knowledge of administrative methods and procedures used in planning and organizing work, and skill in dealing with others in person-to-person work relationships. Experience working with people from various levels and backgrounds to obtain their cooperation or compliance with procedures, rules, or practices. Experience using computer and automation systems. SPECIALIZED EXPERIENCE: One year of specialized experience equivalent to at least the next lower level in the normal line of progression that demonstrated knowledge of the methods and procedures for providing or performing a variety of functions and services applicable to the position to be filled; ability to plan, organize, and control work involving diverse activities; ability to gain cooperation and coordinate the work of others; and skill in oral and written communications. 1-year specialized experience, education or training equivalent to at least the next lower grade level. Must have experience, education, or training dealing with management principles and supervisory responsibility for support service functions required by type of position to be filled and the organization involved. Length of time is not of itself qualifying. Candidates' experience should be evaluated on the basis of duties performed rather than strictly on the rank of the individual; however, established compatibility criteria/assignments must be followed. The applicant's record of experience, training, and education must show possession of the knowledge, skills, and abilities needed to fully perform the duties of the position to be filled. Your qualifications will be evaluated on the following competencies (knowledge, skills, abilities and other characteristics): -Knowledge of the theory and principles of management and organization, including administrative practices and procedures common to organizations, such as those pertaining to channels of communication, delegation of authority, routing of correspondence, filing systems, and storage of files and records. -Knowledge of administrative principles and techniques to perform assignments such as analyzing and resolving procedural problems, preparing reports, and providing recommendations. -S