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STATE OF
OHIO
AGOH-HRO-TN-S 15 May 2006
MEMORANDUM FOR SEE DISTRIBUTION SUBJECT: Memorandum of Instruction – Advertisement of Federal Technician Positions on The USA Jobs Website and New Application Procedures
1. Policy and Scope. Congress has mandated that all federal agencies adopt an automated staffing and job application system. The Technician Branch of the National Guard Bureau has chosen to implement programs from the Office of Personnel Management (OPM); more specifically, USA Staffing (USAS) as the staffing tool and USA Jobs as the vacancy publication environment. The policy herein outlines the new Technician Vacancy Announcement format, the Human Resources Office’s (HRO) implementation plan and procedures for locating and applying for Ohio National Guard Technician vacancies. 2. This memorandum serves as an informational guide for the implementation of USA Jobs for the Ohio National Guard Technician Program. HRO will field questions and concerns from all Army and Air National Guard Units for four weeks before beginning the implementation process. We request that you submit your questions and concerns via email to SGT Scott at daryl.scott@oh.ngb.army.mil. Please send your questions and concerns in regards to USA Jobs implementation and this memorandum to us by close of business on 14 June 2006. 3. The implementation of USA Jobs will be conducted one organization at a time to facilitate a smooth, phased transition. The first organization to begin using USA Jobs for its job announcements will be the Surface Maintenance Office (SMO). Subsequent organizations will be selected for the implementation by the HRO based on workload requirements, organizational needs and other variables. 4. USA Jobs Overview. USA Jobs is a web-based, automated, job announcement system. The purpose of USA Jobs is to streamline the collection of applications, centralize the location of job announcements and provide a more uniform appearance of those announcements. Applications will be collected in an All-Electronic format via facsimile or as an uploaded document. The Human Resources Office will not accept the old hardcopy applications for a job announcement published on USA Jobs. We will be available to assist applicants through the process should there be any questions. 5. Job announcement request procedures. The current procedure for requesting a job announcement will not be changed. The selecting official must submit an SF-52 Request for Fill and an AGOH Form 690-52 Merit Announcement Request to HRO. The Staffing section of HRO will need to coordinate with selecting officials and subject area experts to create applicant assessment questionnaires that accurately reflect the duties of the vacant position. 6. Application Procedures. USA Jobs offers four (4) options to apply for positions: · Option 1 - The applicant completes an online questionnaire and uploads their resume and supporting documents electronically. · Option 2 - The applicant completes an online questionnaire and faxes all or part of their resume and supporting documentation to the Office of Personnel Management (OPM) fax number located on the job announcement using the OPM supplied fax coversheet. · Option 3 - The applicant submits the questionnaire, resume and supporting documentation in hard copy via the OPM fax number using the supplied coversheet and OPM Form 1203-FX. · Option 4 - The applicant creates a resume that is stored online with USA Jobs and this resume is attached to the vacancy announcement at application. Detailed application instructions can be found at the Ohio National Guard public domain, http://ong.ohio.gov/jobs/jobs.asp , and on the HRO page on Tagnet. All forms required for application are available at the USA Jobs website and will be made readily available to applicants in electronic and hardcopy versions. 7. Posting of job announcements. The primary location for finding job announcements will be on the USA Jobs website www.usajobs.gov . Email notification of job announcements will continue to be sent to the units via ^A^ Distribution for the Army Guard and through the Air Guard Remotes. Hard copies of the vacancies will also be posted to the bulletin board outside of the Human Resources Office. Detailed instructions for finding a specific job announcement can be found in Enclosure 1. 8. Review of job announcements. HRO will continue its process of reviewing job announcements with selecting officials and the Union by sending those officials an electronic copy of the announcement before it is published. 9. Qualification of applicants. Though USA Jobs is an automated system it does not automatically qualify or disqualify applicants. Applicants will be asked to answer a certain number of questions that are designed to determine whether or not they are within the area of consideration and assess their ability to perform the job to which they are applying. If an applicant answers a question in a manner which would exclude him or her from the area of consideration the applicant will be referred to HRO by USA Jobs on the list of applicants as being Not Qualified (e.g. Are you a Current Permanent Excepted Federal Employee of the Ohio National Guard? If the answer is “No” then the applicant is Not Qualified). Staffing personnel in HRO will, however, verify all the information supplied by the applicant in the questionnaire by reviewing the applicant’s resume. Therefore, it is imperative that applicants provide documentation to support their claims submitted in the questionnaire. If applicants fail to support their claims on the questionnaire the Staffing personnel reserve the right to adjust the applicant’s answers accordingly which may result in the applicant being found not qualified for the position in question. Human Resources will review ALL applications and resumes. 10. Referral of qualified applicants. Selecting officials will receive the certificate of qualified applicants and the applicant resumes via an Agency Document Viewer (ADV). These documents will be available to the selecting officials in an all-electronic format. Notification of an available selection certificate will be sent to those officials with ADV access. Selecting officials in Army Guard units and the Air Guard HR Remotes will have ADV access. It will be the responsibility of the Air Guard Remotes to provide selection package materials to the respective Air Guard selecting officials. The Staffing section of HRO will conduct one-on-one training with selecting officials when they receive their first certificate. A simple instruction manual will be provided in advance of receiving the certificate. 11. The POC for Ohio National Guard Job Announcements on USA Jobs is SGT Daryl Scott, AGOH-HRO-TN-S, (614-336-7049 and DSN 346-7049).
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