Supervisor front office Jobs in Bruchmühlbach-Miesau

Verwaltungsang. (EDV-Anwender / in)

Landstuhl, 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. Army & Air Force Exchange Service (AAFES)-Europe within Germany

EXTERNAL Local National Applicants, who reside in Germany.

Hauptaufgaben

Serves as an Administrative Assistant at Landstuhl Regional Medical Center (LRMC). In this capacity, the incumbent is responsible for the performance of all administrative support functions within the deputy lane assigned to. Maintains and orders office supplies. Performs a variety of administrative, clerical and office automation duties which support the programs that fall under the assigned directorate. Performs secretarial duties.

Administrative Duties

a) Personnel Administration. Knowledge of military and civilian personnel operations to request or process routine personnel actions. Assists assigned Director with personnel actions as required. Maintains and tracks civilian personnel actions and coordinates all requirements involving the Local Civilian Personnel Branch and CPAC such as updating and reviewing hiring actions, performance standards, performance evaluations, and monetary / honorary awards. Prepares and updates alert rosters for military and civilian personnel monthly or upon changes and ensures these are loaded / updated correctly to the databases. Updates frequently the rating scheme for all Military personnel assigned to the deputy lane.

b) Time and Attendance.

Tracks overtime, variances, comp time and leave use. Maintains time and attendance records of employees and keeps current regulations on timekeeping. Ensures that timecards are correct and ready for supervisors to certify. Creates timecard if employee is not available. Also, functions as the Local National timekeeper in LNTAP. Extracts and transposes LN attendance information to a consolidated report, prepares transmittal correspondence and forwards reports to appropriate agency for payment. Maintains official annual leave records for the LN workforce. Advises supervisors and employees of procedural changes, regulatory guidance, tariff interpretations and internal leave policies. Assists personnel in resolving related problems with the Defense Cost Office. Assists with DMHRSi timecards. Creates timecards if employee is not available, reviews and approves the timecards.

c) Travel. Performs travel related duties. Appointed as the Reviewing Official for all Temporary Duty Travel of personnel assigned to the assigned lane. Assists with the preparation of travel orders, prepares and / or assists travelers with travel vouchers upon their return. Assures travel orders are prepared and finalized in accordance with the DOD Financial Management Regulation Vol. 5, Chapter 33 and the Joint Federal Travel Regulations. Incumbent occasionally coordinates travel orders for superiors; works closely with the supervisor to ensure funds are available to cover cost of travel.

d) Records Management Oversight. Establishes and maintains administrative and functional files, reference publications, and suspense files utilizing the Army Records Information Management System (ARIMS). Obtains documents and background information for supervisor from the files, personnel, etc., as required. Ensures files are maintained properly and provides technical assistance to Group personnel. Ensures timely follow-up on upcoming suspense's for the office.

e) Correspondence. Receives and controls incoming correspondence, publications, and regulations. Screens items to be handled personally, such as those pertaining to routine administrative matters, and forwards the remainder to various staff members according to subject matter and suspense control. Keeps supervisor informed of status of projects related to correspondence. Composes responses to inquiries on administrative matters, office procedures, and non-technical aspects of office programs. Advises action officers on procedural requirements, appropriateness of data, required coordination, grammar, spelling, and format. Routes, controls, and distributes incoming mail.

f) Communications. Receives telephone calls and visitors to the office. Ascertains the nature of the call; provides applicable or requested information for routine matters based upon knowledge of Group activities, procedures, and requirements; and / or refers inquiry to proper staff member for appropriate action. Initiates calls for repair of equipment (copier, fax, printers, etc.) as needed. Initiates calls for information pertaining to administrative and office management matters. Refer calls requiring the supervisor's personal attention or approval.

g) Calendar Control. Maintains assigned lane's calendar. Arranges for meetings or conferences including selecting mutually satisfactory times and dates, reserving meeting facilities, and notifying participants of time and place. Maintains knowledge of pending conferences, appointments, briefings, telephone calls, and reminds supervisor of such commitments. Arranges required appointments for superiors, as needed. Makes appointments based upon personal judgment, specific instruction by superiors, or subject to their confirmation. Relays messages and instructions from superiors to the appropriate person concerning such matters as trips, meetings, necessity for additional information, etc.

Performs other duties as assigned.

Qualifikationsanforderungen

Explanations to the E&T Levels (Education & Training Levels) can be found at the following link :

https : / / portal.chra.army.mil / mnrs?sys_id=0a86e971cd2d2d10aaffb5ebb50f5ac9&view=sp&id=mnrs_kb_article&table=kb_knowledge

C-5 :

E&T Level I : 2 years of creditable experience as defined in A below PLUS 1 year 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 year of creditable experience as defined in A below PLUS 1 year of experience as defined in B below.

E&T Level III and above : No additional experience required.

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.

Auswahlkriterien auswählen

LANGUAGE PROFICIENCY LEVEL :

English AND German Language Proficiency Level B2 required.

You may test yourself for free at one of the various online providers, who offer tests under the 'Common European Framework of Reference for Languages' (CEFR).

B2 = Understand the main ideas of a complex text such as a technical piece related to their field. Spontaneously interact without too much strain for either the learner or the native speaker. Produce a detailed text on a wide range of subjects.

Description of the Language Levels :

https : / / portal.chra.army.mil / mnrs?sys_id=13a66d71cd2d2d10aaffb5ebb50f5aa0&view=sp&id=mnrs_kb_article&table=kb_knowledge

License requirements as well as anything else that is required in addition to the regular qualifications should be added here. Examples include :

• Experience with the use of common software and computer systems, carrying out routine office work (= Office Automation) is required.

Beschäftigungsbedingungen

THIS CONCERNS ALL EXTERNAL APPLICANTS :