Human Resource Assistant

Duties

• Performs administrative and technical support work in a variety of personnel functions to support the Regional Non-Appropriated Funds Human Resources Office, Navy Region Japan in Fleet Activities Yokosuka.
• Processes employee personnel actions, verifies all entries by performing a procedural and technical review of proposed actions to assure correctness of entries and cited authority.
• Interviews employees to obtain data to complete appointments forms, or instructs individual in completing forms such as health benefits registration, life insurance, designation of beneficiary, tax certificates, clearance, and investigation data.
• Computes and flags due dates for various types of personnel actions, i.e., within grade increase, conversions, performance appraisals, expiration date of temporary appointment, salary retention period, etc.
• Provides assistance to customers on applicable procedures, instructions, and regulations.
• Monitors status on pending actions and retrieves data for reports.
• Provides information on status of personnel actions to operating officials.
• Determines necessary documents needed to support transactions and ensures they are included in the action and Official Personnel Folder (OPF).
• Establishes and/or maintains OPFs, including consolidation with prior service records and Obtains original OPF from records center or other activity as required.
• Conducts new employee orientation.
• Provides benefits and explains retirement provisions, hours of work, leave accrual, health and life insurance options, local facilities, standards of conduct, Equal Employment Opportunity (EEO), etc.
• Ensures benefit enrollments are completed timely and accurately and contain necessary certifications.
• Assists employees in preparing documents necessary for background investigations. Assists new employees in completing required appointment forms.
• Assists in special projects by gathering data from files and automated systems and extracting information from OPFs. Compiles in prescribed format and forwards to supervisor for consolidation.
• Makes recommendation of necessary action based on research.
• Expedites flow of information and communications. Utilizes an in-depth knowledge of regulations, policies, and procedures to answer employee questions on a variety of personnel issues.
• Determines benefit eligibility, creditable service, and follows up on suspense actions, (e.g., probationary and trial periods, etc).
• Ensures necessary signatures and documents needed are present, complete and arranged in proper sequence, and those necessary steps are taken for subsequent routing and filing.
• Inputs information into the Human Resource Information System, in a timely manner and ensures accuracy of all salary and pay adjustments.
• Provides information on vacancy announcements to employees and outside applicants.
• Prepares and distributes offer letters and non-selection letters and Coordinates release/report dates of new employees.
• Drafts vacancy announcements for distribution within are of consideration.
• Maintains recrutiment case files for each vacancy announcements.
• Receives visitors and telephone calls; tactfully obtains information about purpose of call or visit, determines if matter can be handled personally, referred to another individual or office, or if it requires supervisor's attention.
• Exercises discretion in determining whether visitor or caller is entitled to receive requested information.
• Types a variety of material using computer from rough draft or clean copy with responsibility for format, spelling, punctuation, arrangement, and spacing of material.
• Sets up and maintains database, spreadsheets and centralized files.
• Prepares TDY and PCS travel orders for both APF and NAF; arranges travel schedule, itineraries, and makes reservations.
• Determines and computes per diem rates, Temporary Living Quarters Allowance (TQSE), miscellaneous expenses, etc. Coordinates with moving company on new employee's movement of household goods in connection with PCS moves.
• Performs other duties as assigned.

Requirements

Conditions of employment

• Physical Demands: Work is primarily sedentary. Some walking, standing, bending and carrying of light items such as papers and files is required.
• Work Environment: Work is performed in a typical office setting that is adequately lighted, heated and ventilated.

Qualifications

Resumes must include information which demonstrates experience and knowledge, skills, and ability (KSAs) as they relate to this position. Applicants are encouraged to be clear and specific when describing their experience level and KSAs.A qualified candidate possesses the following:

• Incumbent must be a qualified typist and have at least one year of work experience or higher level education that demonstrates the ability to perform the duties of the position.
• Knowledge of an extensive body of personnel processing rules, procedures, or operations.
• Skills in oral expression to explain processes and procedural matters and provide basic program information.
• Knowledge of office file arrangement and the purpose and content of documents in file, including OPFs; the ability to file and retrieve information and maintain suspense records in accordance with office filing procedures.
• Knowledge of steps and procedure used to process personnel documents.
• Skill in fact finding and researching files to find relevant information and to logically organize and report on collected information.
• Ability to make decisions, resolve problems or discrepancies based on knowledge of personnel processing rules, regulations, and procedures.
• Ability to understand and provide basic program information.
• Knowledge of personnel processing language, procedures, and options to process a full range of recurring types of official personnel actions.
• Knowledge of office file arrangement and the purpose and content of documents in the file, and ability to file including OPFs; and retrieve information and maintain suspense records in accordance with office filing procedures.
• Familiarity with and ability to type and use a computer including an automated personnel system, Word, Excel, Spreadsheet, Database, etc.
• Knowledge of personnel and staffing standardized rules, procedures terminology, or requirements related to personnel action processing activities and skill in applying this knowledge to work situations.
• Knowledge of formats, punctuation, grammar, and clerical steps to process and prepare correspondence and documents in an accurate manner.
• Ability to make decisions, resolve problems or discrepancies based on knowledge of personnel processing rules, regulations, and procedures.
• Basic knowledge of local personnel activities to perform routine clerical tasks.
• Work is primarily sedentary. Some walking, standing, bending, and carrying of light items such as papers and files is required.

Education

This position does not have an education qualification requirement.

Additional information

• Direct Deposit of Pay is required.
• Employees (and family members) who require medical or dental care in the overseas location will be responsible for obtaining and paying for such care. Access for civilian employees and their families to military medical and dental treatment facilities is on a space-available and reimbursable basis only.
• All candidates must reside within the commuting area.
• Public Trust positions (sensitive positions) require U.S. Citizenship.
• Must be able to obtain and maintain a background investigation equivalent to a secret clearance investigation (T3).