Verwaltungssachbearbeiter/in
Grafenwoehr, Germany
Ausschreibungsbereich
WHO MAY APPLY?
Current INTERNAL Local National Employees throughout Germany. This covers all current Local National employees of the U.S. Forces in Germany, including U.S. Air Force and AAFES-Europe within Germany.
Hauptaufgaben
Serves as Administrative Specialist and Executive Support Specialist in the Command Group, US Army Garrison Bavaria. This position is a central point of contact and subject matter expert for all administrative processes and procedures within the Garrison, and is responsible for managing and prioritizing a complex, high-volume flow of information. Coordinates with and assists the Garrison Commander (GC), Deputy to the Garrison Commander (DGC), the Command Sergeant Major (CSM), two Deputy Garrison Managers (DGMs) at the remote sites in Hohenfels and Garmisch, and the Executive Officer (XO). This position also serves as a key liaison with IMCOM Headquarters (HQs), IMCOM-Europe, and 7th Army Training Command (7ATC) Command's Executive and Administrative Assistants, and with other internal or external stakeholders.
Responsible for effective Calendar management, appointment scheduling and deconflicting. Analyzes a highly complex and dynamic schedule, prioritizes events, and resolves conflicts. Considers and anticipates future requirements to maximize Command Group time and minimize negative impacts. Determines precedence of actions, meetings, and appointments. Determines requirements and recommends declinations or alternates. Coordinates visits and engagements with senior military and civilian leaders from IMCOM HQs, IMCOM-Europe, 7ATC, and international partners. Develops and maintains the Garrison Command and Synchronization Calendars and coordinates (with DPTMS) the Master Activities Calendar. Synchronizes and deconflicts rapidly changing objectives and informs the staff on schedule changes and protocols. Receives, reviews, analyzes, and manages all incoming and outgoing Command Group correspondence. Prepares draft responses to sensitive and complex inquiries. Prepares official documentation for review and signature. Reviews and analyzes correspondence from Garrison staff and ensures compliance with regulations and policy. Identifies and advises on areas for improvement in clarity and communication effectiveness. Plans and executes Distinguished Visitor (DV) visits. Assists the Garrison Protocol Advisor and ensures seamless coordination and execution of all logistical and ceremonial aspects. Gathers and analyzes information from headquarters and organizations, identifies challenges and informs staff accordingly. Participates in Staff Assistance Visits. During Command Group's staff absence, assists the Administrative Officer (AO), or provides administrative functions to maintain continuity of operations. During the Administrative Officer's absence, serves in the capacity as AO. Manages and provides critical administrative functions, and prioritizes actions and activities based on established priorities.
Develops and implements improvements to administrative processes to achieve increased efficiency and effectiveness of Command Group and garrison operations. Identifies areas of improvement for administrative processes. Develops and maintains Standard Operating Procedures (SOPs) for the Command Group. Analyzes processes to determine effectivity, and develops solutions to resolve operational problems or procedural issues. Analyzes and evaluates administrative missions and operations to determine improvements to processes and operations, and to establish and recommend best practices. Participates in staff and management-level discussions. Provides pertinent information and makes recommendations to staff on both administrative and logistical support matters impacting Command Group operations.
Serves as a Knowledge Management (KM) Representative and SharePoint Content Manager in the Command Group. Ensures the effective organization, accessibility, and preservation of critical organizational knowledge across the Garrison, to include the remote installations in Hohenfels and Garmisch. Collaborates and coordinates with the Directorate of Information Technology (DIT) to plan, streamline, and implement workflow, collaboration, and data management solutions. Plans, establishes, and maintains the KM framework for the garrison. Recommends and implements processes and procedures for sharing knowledge and integration with operational processes and systems. Analyzes knowledge sharing and knowledge flow and identifies areas of enhancement. Develops and implements data-driven metrics and visual process mapping to support the decision-making processes. Coordinates and participates in garrison-wide KM initiatives. Administers KM-related projects and regularly provides reports on progress.
Administers official travel for the Command Group. Establishes itineraries for worldwide travel, manages travel records in the Defense Travel System (DTS), prepares and validates all travel documentation, resolves conflicts, and provides travel- briefings and -information. Plans for future travel events and engagements, and obtains and coordinates logistical travel support. Makes all necessary travel arrangements. Serves as the alternate Timekeeper for the Command Group. Provides guidance to staff sections and ensures accurate and compliant timekeeping practices across the Command Group. Informs the Deputy Garrison Managers on timekeeping requirements. Provides time-keeping assistance when required. As the Command Group's Government Purchase Card (GPC) holder, makes small purchases for the Command Group and Directorates. Ensures that all procurements adhere to applicable regulations, laws, and statutes governing both overseas and domestic purchases. Collaborates closely with the Contracting Office Bavaria to maintain full compliance and fiscal responsibility.
Performs other duties as assigned.
Qualifikationsanforderungen
Explanations to the E&T Levels (Education & Training Levels) can be found at the link "Description of the Education & Training Levels".
https://portal.chra.army.mil/mnrs?sys_id=0a86e971cd2d2d10aaffb5ebb50f5ac9&view=sp&id=mnrs_kb_article&table=kb_knowledge
C-6A:
E&T Level I: 2 years of creditable experience as defined in A below PLUS 4 years of experience as defined in B below.
Current employees who do not meet E&T Level I and who are not in the same or similar occupation must have 2 additional years of creditable experience as described in A below.
E&T Level II: 1 years of creditable experience as defined in A below PLUS 4 years of experience as defined in B below.
E&T Level III: 3 years of creditable experience as defined in B below.
E&T Level IV: 2 years of creditable experience as defined in B below.
E&T Level V: 1 year of creditable experience as defined in B below.
Current employees who have served one year in the same or similar occupation are qualified for the next higher grade.
Experience A: Included clerical work in an office or store, working with computers, bookkeeping, making and recording inventories, telephone marketing, arranging for events or as a cashier, etc.
Experience B: Experience in the same or similar line of work as the job for which considered. The experience must demonstrate that the applicant possesses the particular knowledge, skills and abilities required in the position. The predominant experience must have been gained at a comparable level of difficulty to the position to be filled. The amount of the higher level experience must be in a reasonable relation to the required total number of years.
• Office automation skills are required.
• Microsoft Teams skills are required.
• German driver's license class B required.
LANGUAGE PROFICIENCY LEVEL:
English AND German Language Proficiency level C1 required.
Description of the Language Levels:
https://portal.chra.army.mil/mnrs?sys_id=13a66d71cd2d2d10aaffb5ebb50f5aa0&view=sp&id=mnrs_kb_article&table=kb_knowledge
Auswahlkriterien auswählen
General Information for LN Job Announcements - please read:
https://portal.chra.army.mil/mnrs?sys_id=77e3ac4a5ce32110924578e08ba9227c&view=sp&id=mnrs_kb_article&table=kb_knowledge
Beschäftigungsbedingungen
• This is a perm. full-time position (38.5 hrs /week).
• The incumbent of this position is occasionally required to perform TDY (Temporary Duty Travel).
• Employee may perform the work at a location away from the regular worksite (e.g. at home) on a non-routine, ad-hoc basis. This includes work performed to complete a short-term special assignment or to accommodate special circumstances.
WE OFFER:
- a global employer who stands for cultural diversity and equal opportunities
- employment in an international environment with a welcoming atmosphere
- high level of job security and attractive pay under German tariff agreements (CTA II; Protection Agreement) including, but not limited to, the following tariff entitlements:
- 30 days of annual leave; 36 days for severely handicapped employees (additional time-off on 24 & 31 December per tariff agreement)
- vacation and Christmas pay (total of 13 monthly salaries)
- various additional social benefits (e.g., employer pension scheme through Allianz group insurance; property accrual payments)
Beyond the tariff agreement,
- usually time off on 8-9 U.S. holidays due to work hour redistribution (governed by shop agreement)
- employer-specific programs for flexible work schedules; mobile work; length-of-service/performance awards
- health promotion and fitness programs, including free use of employer-run fitness centers.