Position Description s37

POSITION DESCRIPTION 1. Agency PDCN 90017C00 2. Reason for Submission 3. Service 4. Empl Office Location 5. Duty Station 6. OPM Cert # Redescription New HQ Field Reestablishment Other 7. Fair Labor Standards Act 8. Financial Statements Required 9. Subject to IA Explanation (Show Positions Replaced) Not Applicable Exec Pers Financial Disclosure Action Employment & Financial Interests Yes No Joint Force Headquarters (State) Pen- 10. Position Status 11. Position is 12. Sensitivity 13. Competitive Level and-Ink changes to PD# R9518000 Competitive Supervisory Non-Sensitive Excepted (32 USC 709) Managerial Noncritical Sens SES (Gen) Neither Critical Sens 14. Agency Use OFFICER SES (CR) Special Sens 15. Classified/Graded by a. US Office of Pers Mgt b. Dept, Agency or Establishment c. Second Level Review d. First Level Review

Official Title of Position Pay Plan Occupational Code Grade Initials Date

Support Services Supervisor GS 0342 10 slm 26 Mar 92 16. Organizational Title (If different from official title) 17. Name of Employee (optional)

18. Dept/Agency/Establishment - National Guard Bureau c. Third Subdivision -

a. First Subdivision - d. Fourth Subdivision –

b. Second Subdivision - e. Fifth Subdivision - 19. Employee Review. This is an accurate description of the major duties Employee Signature /Date (optional) and responsibilities of my position. 20. Supervisory Certification. I certify that this is an accurate statement of the major duties and responsibilities of this position and its organizational relationships, and that the position is necessary to carry out Government functions for which I am responsible. This certification is made with the knowledge that this information is to be used for statutory purposes related to appointment and payment of public funds. False or misleading statements may constitute violations of such statutes or their implementing regulations. a. Typed Name and Title of Immediate Supervisor b. Typed Name and Title of Higher-Level Supervisor/Manager (optional)

Signature Date Signature Date

21. Classification/Job Grading Certification: I certify 22. Standards Used in Classifying/Grading Position this position has been classified/graded as required by USOPM PCS Support Services Administration Series, GS-0342, May Title 5 USC, in conformance with USOPM published 79. USOPM for Administrative Officer Series, GS-0342, Nov 78. standards or, if no published standards apply directly, consistently with the most applicable standards.

Typed Name and Title of Official Taking Action Information For Employees. The standards and information on SUELLEN L. MATTISON their application are available in the personnel office. The classification of the position may be reviewed and corrected by Signature Date the agency or OPM. Information on classification/job grading appeals is

//signed// 5 Aug 91 available from the personnel office. 23. Position Review Initials Date Initials Date Initials Date Initials Date Initials Date a. Employee (Opt) b. Supervisor c. Classifier 24. Remarks: Originally released from NGB-CPC, CRA91-1022 Pen-and-Ink changes released in CRA 04-1001, 16 Jan 04

NDS PD# N0371 25. Description of Major Duties and Responsibilities (SEE ATTACHED) NSN 7540-00-634-4265 Previous Edition Usable 5008-106 Optional Form 8 US Office of Personnel Management (USOPM), FPM CHAPTER 295 [Equivalent] 90017C00

25. a. INTRODUCTION:

This position is located in an information management organization. Serves as the chief of the branch and as a principal advisor to the supervisor on the administrative activities of the state. Directs administrative services in support of widely dispersed professional, technical, military and support personnel of the National Guard statewide. The responsibilities of the branch are accomplished through a staff of 3 or more subordinates.

This position requires military membership. It is designated for an Officer incumbent only. In accordance with DA Pamphlet 611-21, DA Pamphlet 600-3 and AFMAN 36- 2105, the incumbent provides supervision, guidance over subordinates, and team leadership to non-dual status (NDS) and dual status (DS) employees. The incumbent performs long-term planning and organizational development necessary to accomplish command, control, communications and computers (C4) functions in support of programs essential to state information management daily operations, training, and readiness missions. Fosters an environment conducive to teamwork among service providers and customers in meeting state C4 requirements. b. DUTIES AND RESPONSIBILITIES:

--Plans, programs, directs and coordinates the administrative functions of the state. Provides overall technical and administrative direction to administrative support activities, including mail management/distribution, records management, reprographics, privacy and freedom of information acts, printing services management, publications management and supply, micrographics, administrative budget, military correspondence, forms management and field printing.

--Coordinates all administrative functions within the operating components of the state to provide the most effective support; forecasts problems and needs, identifies required resources to include budget, and develops staff facilities and procedures to carry out the resulting programs; provides leadership in negotiating with operating personnel and in securing acceptance of proposed programs. Manages and uses funds allocated for operation of the branch, including stockroom, property maintenance, and other reimbursable accounts. Assesses effectiveness of programs and within the broad NGB/state framework, recommends such adjustments in organization structure or policies and procedures as required to accommodate existing or changing circumstances. Particular attention is given to providing administrative support to newly established programs.

--Plans and assigns work to be accomplished within the organization. Sets priorities and prepares schedules for completion of work. Makes assignments based on priorities, difficulty and the capabilities of individual employees. Conducts employment interviews and recommends employees for appointment, promotion or reassignment. 90017C00

Establishes performance standards. Monitors and evaluates employee performance. Assists employees in reaching performance goals. Informs subordinates of agency policies and programs. Hears complaints and grievances from employees; resolves those which can be informally resolved or makes recommendations for resolution to appropriate official. Identifies developmental and training needs of employees and provides or obtains training. Approves and/or disapproves leave requests. Promotes acceptance and adherence of programs such as Equal Employment Opportunity, Federal Women's Program, Physically Handicapped, Labor-Management Relations, and other similar special emphasis programs. Maintains an effective position management program. Assures position descriptions are accurate and positions are operating as intended.

--Serves as Printing Officer and is responsible for managing the state's Federal Printing Program, providing printing services in support of the National Guard state headquarters and subordinate units. Is technically and administratively responsible for the printing, duplicating, and copier programs within the State. Determines whether printing/duplicating services requested can be legally provided using Federal funds; determines whether the printing facility is capable of producing the product; determines if funds are available to procure and determines the procurement avenue to be used. The determination to keep production in-house is based upon the capability of the facility, but will not exceed two colors per individual job and the aggregate number of impressions will not exceed 25,000. Analyzes copier equipment capabilities throughout the state against production requirements and makes recommendations for upgrades or downgrades of individual equipment or possible consolidation of individually placed equipment into copy centers.

--Performs other duties as assigned. c. SUPERVISORY CONTROLS

Work is performed under the broad administrative supervision. Within the framework of policies and program objectives, the incumbent independently plans work and executes responsibilities. Performance is judged on the basis of the effectiveness of the branch in facilitating the overall administrative programs of the state. d. OTHER SIGNIFICANT FACTS

Position requires a Secret Clearance. 90017C00

EVALUATION STATEMENT

A. Title, Series, and Grade: Support Services Supervisor, GS-0342-10.

B. References:

1. US OPM PCS for Support Services Administration Series, GS-0342, dtd Nov 78.

2. US OPM PCS for Administrative Officer Series, GS-0341, dtd Aug 66.

C. Background: In 2003, a decision was made by the National Guard leadership to merge many of the headquarters functions into the Joint Force Headquarters (State) structure. As a result, minor organizational changes were required to be made to PD# R9518000. These changes were minor enough to be made via pen-and-ink procedures. The PD was also renumbered to reflect the numbering schema developed for the Joint Force Headquarters (State) organizations. This position description was prepared in 1991 to support the reorganization of the Administrative Services Branch and its relocation from the Military Personnel Management Office (MPMO), STARC Headquarters, to the Information Management Office (DOIM), STARC Headquarters.

D. Series, Title, and Grade Determination:

1. Series: Positions which primarily serve to supervise, direct, plan, and coordinate a variety of service functions which principally support the work of the organization, are classified within the GS-0342 Support Services Administration Series. The functions of the Administrative Services Branch include but are not limited to record management, mail processing and distribution, printing and duplication, and stocking and distribution of forms and publications. These functions are identified within the scope of the GS- 0342 series. The GS-0341 Administrative Officer Series was considered but was found inappropriate. The Support Services Administration Series addresses the differences between the two series and states "when ... service functions involve either one or two grade interval work at the GS-11 and below and are performed in direct support of an overall support services program, the supervisory position is properly classified in this series." The series goes on to explain "the support services chief may supervise the work of Management Analysts, GS-343, in work related to the management of a records program because of the close relationship of records to the correspondence, files, and printing functions." The deciding factor in selecting the GS-0342 series is whether the work is concerned with functions and programs included in a total support services program, as is the case with this position. Supervisory Grade Evaluation Guides were not considered as supervision is addressed within the scope of the GS-0342 standard.

2. Title: The title established by the standard for a supervisory position in the GS- 0342 series is Support Services Supervisor. This position supervises three or more employees.

3. Grade: Three factors are used for grade determination. 90017C00

a. Factor 1. Nature of Services: Level C 24 pts

This factor measures the scope and complexity of programs in terms of (1) the nature of the services provided to the organization and (2) the extent of program planning and advisory services required of the chief. Level C describes a level of support services which involves total functions of an organization. The organization provides a records management function for all the organizations of the National Guard in a state. Records are established, monitored, or destroyed under the direction of this office. The office provides training to the state in areas such as Freedom of Information/Privacy Act, Records Management, and the agency record keeping system. Direct support services is provided not only to the Adjutant General's Department but to the entire state as well. As such, the chief has significant responsibilities for advising and coordinating with operating managers on how the services provided can assist in accomplishing their missions and programs. Examples 1, 5, and 7 on pages 14 and 15 of the standard are fully met. Other responsibilities are of an equivalent level of difficulty and responsibility as addressed by the standard at Level C. b. Factor 2. Organizational Environment: 14 pts

(1) Element 1. Nature of Demands Placed on Support Services Programs: This element measures (a) the complexities involved in providing services to support the functions of an organization and (b) the stability of the organization. The serviced organization is a state National Guard headquarters which consists of several separate, different, and distinct functions or missions. Level C describes an organization with a number of subdivisions performing diverse functions in several different locations. These subdivisions take the form of a variety of military units and offices, all with different missions and unrelated functions, which necessitate the considerable adaptation and variation in services described in Level C. 8 points.

(2) Element 2. Scope of the Support Services Program: This element measures the total number of employees directly served within the organization. As the office establishes and maintains service to not only the full-time workforce but to the whole of the National Guard within a state, the total state military strength is included. The military strength of the National Guard in the state is in excess of 3051. Therefore, Level E is selected. 10 points.

(3) Element 3. Program Coordinating Responsibilities: This element measures responsibilities for coordinating support services work with subordinate organizations. This position does not meet the criteria for this element. 0 points. c. Factor 3. Level of Responsibility: Level B 24 pts. This factor measures the level of supervisory responsibility in the position. The incumbent receives supervision in a framework of policies and program objectives. Performance is evaluated by the overall effectiveness of the branch. The incumbent plans work and exercises complete supervisory control over the organization. Contacts 90017C00 are with managers throughout the state and may include managers with other federal agencies. Supervisory functions performed include initiating requests for personnel actions, selecting employees, and resolving complaints and grievances that can be resolved at that level. Level B best describes the level of responsibility in this position. d. Summary:

Factor 1. Nature of Services Level C 24 pts

Factor 2. Organizational Environment 18 pts

Element 1. Level C 8 pts Element 2. Level C 10 pts Element 3. Not Met 0 pts

Factor 3. Level of Responsibility Level B 24 pts

Total: 66 pts

E. Conclusion: Based on the evaluation and the grade conversion chart contained in the standard, this position is classified as Support Services Supervisor, GS-0342-10.

Classifier: Suellen L. Mattison Center: NGB-PR-CPC Date: 5 Aug 91