Office Automation Assistant

Summary

Serve as an FFSC Administrative Support Assistant within Commander Navy Installations Command (CNIC)Fleet and Family Readiness Department (N9) Family Readiness Division (N91) Fleet and Family Support Program (FFSP). The primary purpose of this position is to provide a wide range of administrative and program support and assistance that is in direct support of the Fleet & Family Support Center Site Director. The incumbent performs a other administrative/office duties in support of the Program.

Duties

General Office Administrative Support (50%)

Provides support through a wide array of assignments to include general front office administrative services in direct support of all programs that fall under the Fleet and Family Support Centers (FFSC). Interacts with other service programs to ensure receipt of referral and documents; works with the Freedom of Information Act Office (FOIA) regarding requests for records and researching information in the record(s). Makes routine contacts with officials of other agencies in the community. Maintains the necessary documents records files and referral information and similar program work. Provides information to clients about the program services requirements and procedures. Provides referral information on community resources to clients. Assists clients in the use of office equipment and take responsibility to handle maintenance of equipment. Conducts follow-up with clients answering any questions and aiding as needed.

Receives visitors and telephone calls to the office determines the nature of requests and directs visitors and/or callers to appropriate staff or personally provides the information desired when routine or procedural matters of the office are involved. Screens intake calls appropriately (does not conduct intake) schedules routine appointments for clients and conveys information to clients. Uses diplomacy and tact in dealing with internal and external leadership staff and all other individuals. Receives/manages requests for appointments with the supervisor/program site manager as needed. Checks on availability and confirms appointments. Reschedules appointments upon requests of the supervisor/program site manager or staff member.

Schedules appointments and arranges for time participants and location of meetings and assembling background material in accordance with instructions from the supervisor for a variety of meetings. Records types and distributes minutes from these meetings.

The employee uses the full range of functions including advanced processes of one or more word processing software and/or desktop publishing applications to produce a variety of documents. Uses various functions of other software types such as calendars electronic mail spreadsheets or graphics.

Office Management (50%)

Reviews revises and maintains FFSP local standard operating procedures (SOPs) for grammar punctuation and administrative content.

Establishes and maintains subject matter files and records that relate to the programs of the FFSP.

Sets up and maintains logs showing the status of actions and correspondence both internally and externally to the program. Ensures files include all required documents that are properly signed. Carries out confidentiality/PH guidelines and other essential procedures regarding personnel/client files/information. Composes non- technical correspondence ensures proper formatting; locates and/or assembles information for reports briefs etc.

Responds to routine and non-technical requests for information. This may involve determining whether to release the information and the requestors authority to receive the information requesting guidance from the supervisor/site manager when in doubt.

Serves as a point of contact for all travel and training for the FFSP staff. Prepares and tracks travel/training documents for the department and processes accounting data for Temporary Additional Duty (TAD) orders. Makes necessary arrangements for travel arranging schedules or visits making reservations notifying organizations and officials to be visited and submitting travel vouchers and reports as needed. Serves as Total Workforce Management Systems (TWMS) training coordinator and inputs training certificates completed by FFSP staff.

Maintains service logs on all maintenance issues within the FFSP complex.

Conducts special projects and assignments as assigned by the supervisor/site man ager. May be provided material to research develop and/or formalize issue papers; Power Point formatted briefings/presentations; instructions and Standard Operating Procedures (SOPs); official Navy messages; Memoranda or Agreements (MOAs); and other documents that require review and approval in accordance with Installation and Navy Correspondence Guidelines. Product expectations include preparation of charts narrative information of program analysis and written reports.

Performs timekeeping functions and advises management and staff on procedures and regulations for completing and certifying time and attendance records. Prepares/inputs time and attendance records. Prepares/inputs time and attendance data into applicable timekeeping programs for assigned staff and follows-up with appropriate staff to obtain required information/documents i.e. leave request etc.

Maintains documents in electronic files for easy retrieval.

Performs other management support duties as assigned.

Requirements

Conditions of employment

• Must pass all applicable records and background check.
• Must successfully pass the E-Verify employment verification check. Any discrepancies must be resolved as a condition of employment.
• This is a non-critical sensitive position requiring access to IT II system and/or PII. Access to the computer network is required to maintain information and data. Position requires employee to obtain/maintain eligibility for a secret clearance.
• Must possess and maintain a current state drivers license as travel may be required in the performance of duty.
• May be required to make special trips to local offices (up to 20%) inside or outside the building to pick-up or deliver special mail or materials or to other local sites as a short-term fill-in when directed.
• Starting May 7 2025 non-affiliated individuals requesting access will need a REAL ID-compliant drivers license or another acceptable form of identification to access CNRMA Installations. (review required documents section for more information.)

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 must possess:

Knowledge Required by the Position.

Knowledge of the policies regulations procedures and reporting requirements governing the programs of the FFSP; and broad knowledge of the various elements of all other FFSP.

Skill in communicating with clients management and leadership to obtain information and explain regulations and agency procedures. This includes skill in drawing out and organizing relevant information from persons who are often unaware of legal and procedural requirements which may apply to a presenting problem and are angry and distressed due to the conditions that gave rise to the situation . Uses diplo ma cy and tact in dealing with other agency staff and when responding to calls from clients in stressful and emotional situations.

Knowledge of English grammar and usage format and procedural requirements. Skills in writing and oral communication to write/type letters memoranda and reports and clearly explain complicated regulations procedures and concepts to persons outside the agency.

Knowledge of the organization of office files and the purpose and content of documents in the files.

Knowledge of the clerical steps in processing files and retrieving information in files to prepare reports and maintain suspense records.

Skill in operating a personal computer and software packages u sed by the FFSP. A fully qualified typist is required. Skill in text insertion deletion retrieval manipulation copying printing and editing functions on word processing systems.

Knowledge of techniques to develop briefings for specific FFSC programs and the mission functions and organizational structure of theFFSP in general.

Knowledge of procedures for travel and training requests.

Knowledge of procedures for time and attendance reporting record of the duties priorities commitments policies and program goals of the supervisor in order to perform non-routine assignments.

Knowledge of procedures for use of the DOD Government Purchase Card Program and the ability to attain appointment as a purchase cardholder.

Knowledge of procedures involved in automated appointment system management.

Education

This position does not have a positive education requirement.

Additional information

Salary is dependent on experience and/or education.

Executive Order 12564 requires a Federal workplace free of illegal drugs. According to the Executive Order all Federal employees are required to remain drug free throughout their employment. Commander Navy Installations Command is a Drug-Free Federal Workplace. The use of illegal drugs will not be tolerated and use of or intoxication by illegal drugs will result in penalties up to and including removal from Federal Service.

Some positions have special requirements. Selection may be tentative pending the completion of these requirements. Applicants may be required to submit proof of education participate in medical screening drug testing etc. All selections are contingent upon satisfactory employment reference checks. Employment is subject to successful National Agency Background Check. Occupants of this position must maintain the privacy of official work information and data and demonstrate the highest level of ethical conduct.

Candidates should be committed to improving the efficiency of the Federal government passionate about the ideals of our American republic and committed to upholding the rule of law and the United States Constitution.

Required Experience:

Junior IC