MWR Administrative Assistant

Job Duties

Correspondence Management: Receive, review, and distribute incoming administrative and military personnel correspondence, directives, regulations, and instructions to appropriate staff elements.

Policy Implementation: Determine the impact of new directives on current policy and work procedures; plan, recommend, and develop written guidance for authorized distribution.

Quality & Compliance Control: Review and edit outgoing correspondence, directives, and publications to ensure absolute completeness, accuracy, and strict conformance to format and policy.

Official Authentication: Authenticate official communications, orders, records, and reports under delegated authority, or secure the authorized supervisor's signature.

Suspense Tracking: Maintain a rigorous administrative and personnel action suspense file to guarantee the timely submission of all recurring and special reports.

Information Management: Establish, update, and maintain organizational regulations, publication distribution accounts, and the FFR Community shared drive.

Library Maintenance: Manage the regulatory library and coordinate the supply, review, approval, and distribution of official publications and blank forms to subordinate units.

Technical Guidance: Provide authoritative advice and interpretation of governing regulations regarding day-to-day administrative operations (including FFR operational requirements).

Unit Assistance & Auditing: Conduct regular telephone consultations and periodic site visits to lateral and subordinate units to provide direct administrative and office management guidance.

Pre-Inspection Readiness: Pre-inspect subordinate units prior to higher headquarters inspections, identify deficiencies, recommend corrective actions, and follow up on inspection reports.

Quality Assurance: Detect operational problem areas by identifying recurring errors in actions routed through the headquarters, ensuring immediate correction.

Inquiry Investigation: Investigate facts and circumstances surrounding congressional and other sensitive inquiries, drafting official response correspondence for leadership.

Staff Instruction: Instruct and train subordinate clerical and administrative personnel on office operations, systems, and functional administrative procedures.

Civilian Payroll Liaison: Provide dedicated payroll liaison services to over 400 civilian employees, resolving overtime and COMP time discrepancies using the Kronos system.

NAF Personnel Processing: Initiate and process a wide variety of routine and complex civilian personnel actions utilizing in-depth knowledge of Non-Appropriated Fund (NAF) regulations.

Roster & Training Tracking: Maintain civilian personnel rosters, updated organizational charts, and track all mandatory personnel training to provide supervisors with status reports.

Secure Mail Operations: Serve as the appointed agency mail orderly, ensuring the highly secure pickup, transport, and delivery of official mail in compliance with command directives.

Base Access Coordination: Process installation access documentation, securely handling sensitive vetting data, coordinating background checks, and maintaining strict Privacy Act procedures.