Betriebsassistent/in

Betriebsassistent/in

Garmisch, 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
and

EXTERNAL Local National Applicants, who reside in Germany.

Hauptaufgaben

Serves as an Administrative Support Assistant to the Deputy Director, FMWR, Garmisch. The incumbent actively participates in the management of an organization by performing administrative and miscellaneous clerical work. Exercises proper safeguards to assure confidentiality of correspondence, reports and verbal communication within the office. Serves as a source of information on internal organization, organizational procedures, policies, and precedents. Uses judgment and tact to obtain information on specialized matters and precedents not readily available. In accordance with governing regulations, establishes and maintains files, records, regulations, etc. Sets up and maintains reading files for non-action items. Locates and summarizes information from various sources, develops materials and prepares outlines for supervisor's briefings and meetings. Prepares charts, graphs and other materials, based on brief information on subject matter and anticipated objectives and results. Reads directives and instructional material pertaining to administrative practices and clerical procedures in order to be aware of new, revised, or amended procedures for such matters as: preparation; and processing of correspondence, filing, mail procedures, preparation of travel orders/vouchers, and security procedures. Applies sophisticated office automation skills and associated enhanced office automation equipment/software features/applications (Excel, Access, Word, Powerpoint) in ensuring and developing efficient administrative processes in/for the organization.
Receives calls, greets visitors and directs to staff members to those contacts needing their attention or action. Takes care of routing matters and, on the basis of knowledge of the programs or operations, refers other inquiries to appropriate personnel. Incumbent personally responds to routine and non-technical requests for information such as status of reports, suspense date for matters requiring compliance and similar information readily available from the files. Manages and updates Deputy Director's and FMWR Garmisch calendar; schedules appointments and enters additions, changes, and deletions on calendar without prior approval; resolves scheduling conflicts; monitors the deputy director's daily schedule; and arranges meetings to include informing people of dates, times and locations and scheduling conference rooms; publishes daily calendar; relays messages and instructions from the Deputy Director to subordinates; and provides advice and guidance within the Activity. Composes routine correspondence on other subjects as outlined in regulations, procedures or specially requested by the Deputy Director. Determines which items should be brought to the attention of the Deputy Director as opposed to those that should be sent directly to other appropriate personnel for action. Reviews outgoing mail for attachments, dates, signatures, complete addresses and destination. Maintains suspense record on all correspondence and action documents and follows up to ensure timely reply or action. Reads directives and instructional materiel pertaining to administrative practices and clerical procedures in order to be aware of new, revised or amended procedures for such matters as preparation and processing of correspondence and forms, filing, mail procedures, preparations of travel vouchers and security procedures, preparation and forwarding of accident reports and requests for the Works Council. The position requires knowledge of TVAL and Tariff Agreements. The incumbent takes messages for the Deputy Director during absence. Must be able to work independently, using good judgment in establishing priorities according to workload.
Prepares time cards for Local National employees and DA civilian personnel for the Garmisch FMWR. Records and submits time cards for civilian employees. Requests, maintains and reports the daily attendance of assigned employees, records annual leave, sick absences, special leave, handicap leave, special leave awards, doctor appointments etc., into Time & Attendance Program and schedules. Reviews, controls and ensures that T&A Reports are correct and ready for Deputy Director to certify. Responsible for final review and signature of confirmation of T&A. Advises supervisors of procedural changes, regulatory guidance, tariff interpretations and internal leave policies. Assists personnel in resolving related problems with the ADD. Interprets and implements T&A related directives and regulations emanating from higher authority. Serves as an authority on interpretation of such directives as they pertain to administrative matters of the activity. Updates and files leave requests to the control cards, to maintain accurate leave records on each assigned employee. Maintains and controls remaining leave entitlements to prevent misuse. Uses established programs to check productive hours and statistical data, and forwards to higher Headquarters. Informs the Deputy Director of absences.
Manages the organizations filing system. Revises and disposes of files in accordance with Army Records Information Management System (ARIMS) and other governing regulatory procedures. Maintains ready reference files, frequently consulted regulations, policies, directives, and other material. Reviews files and disposes of obsolete or outdated material. Establishes and maintains lists and registers by various categories of personnel and/or organizations frequently contacted. Knowledge of correspondence regulations and DA pamphlet indexes.
On actions of an administrative nature, personally takes appropriate action including preparation of written replies. Maintains comprehensive suspense system. Reviews and ensures adequacy of outgoing correspondence prepared for supervisor's signature. Prepares a variety of documents. Makes travel arrangements for Supervisor and staff to include preparing travel orders, coordinating transportation, hotel/government quarters and reservations in a timely manner, government vehicle/rental car reservations, preparing itineraries; effectively deals with security issues / country clearances; maintains contact with travelers; submitting travel vouchers for payment; maintains records and files of travel performed and related costs. Reserves rooms for presentations; notifies invitees of topics, dates and locations; gathers background material for supervisor; creates and operates presentations; and observes proceedings, taking notes and follows-up on tasking or commitments. Serves as point of contact for organizational events and administrative matters such as congratulations, appreciation, condolence, luncheons, Christmas Party and collections.
Translates from German into English and vice versa such technical and administrative material as project specifications, in several disciplines to include review of translations, procurement documents, technical review comments, inspection reports, and correspondence (e.g. with contractors or German authorities) requiring knowledge of subject matter fields and familiarity with related terminology. Transactions must be factually, grammatically and syntactically correct and idiomatically fluent, since they serve as basis for decisions about changes to organizational maintenance processes. Material on file of same or related nature and specialized dictionaries are used as reference material.
Provides tax relief services to customers to include implementation and processing of the Utility Tax Avoidance Program. Checks applicant's ID card for entitlement eligibility. Explains procedure to authorized applicants and vendors. Prepares and issues tax relief forms and checks to acquire goods or services from the German economy. Examines various documents (invoices, purchase orders, etc) to determine mathematical correctness, validity and completeness. Maintains required logs with back-up documentation. Maintains suspense file on customers.

Performs other duties as assigned.

Qualifikationsanforderungen

Explanations to the E&T Levels (Education and Training Levels) can be found at the below link "Description of the Education & Training Levels".

C-5a:
E&T Level I: 2 years of creditable experience as defined in A below PLUS 2 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 2 years of experience as defined in B below.
E&T Level III: 1 year of experience as defined in B below.
E&T Level IV: 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. The amount of the higher level experience must be in a reasonable relation to the required total number of years.


• Applicants must be in possession of a German driver's license class B.

• Office Automation skills are required.


LANGUAGE PROFICIENCY LEVEL:

English AND German Language Proficiency Level C2 required.

Description of the Education & Training Levels:
https://portal.chra.army.mil/mnrs?sys_id=0a86e971cd2d2d10aaffb5ebb50f5ac9&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

• The incumbent of this position is occasionally required to perform TDY (Temporary Duty Travel).

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.