ADMINISTRATIVE SPECIALIST NF3

Administrative Assistant

Coordinates and performs a wide variety of responsible administrative functions in support of upper-level management functions. Organizes flow of operational program processes in an office environment. Establishes status of actions on numerous projects and program operations. May serve on a variety of advisory committees. May be delegated signatory authority for selected administrative matters.

Reviews and interprets directives and regulations. Maintains official files. Advises staff on development and implementation of local administrative directives and procedures. Develops internal policies, procedures and work methods affecting administrative management operations. Ensures compliance by managers and supervisors by reviewing and revising studies, reports, correspondence for accuracy and format. Collects, compiles and organizes information and data to meet administrative requirements. Prepares correspondence and drafts instructions. Facilitates methods for automating reports and correspondence. Uses a personal computer to transmit correspondence, create reports, databases, spreadsheets, graphics, slide shows and presentations. Manipulates data to meet presentation and report requirements.

Enforces and trains employees on proper naval correspondence rules and correct grammar, spelling, capitalization and punctuation. Receives telephone callers, visitors, complaints and outside contracts and directs them to appropriate contacts when necessary. Receives and delivers messages to staff members. Arranges and maintains appointment calendars for staff. Routes incoming mail to staff and work sections. Establishes suspense dates to collect responses and submits information as required by requests.

May perform support functions such as gathering statistical data; monitoring and reporting on support budgets; assisting in developing financial plans, obligating funds, liquidating travel claims; maintaining stock of office supplies, making arrangements for special events; collecting and reviewing section timecards for supervisor’s signature, preparing and conducting briefs, presentations and training sessions; monitoring and distributing personnel paperwork such as selection and recruitment requests, personnel actions, training notices, performances reviews, position descriptions, individual development plans.

May handle sensitive information that is proprietary, privileged, confidential or otherwise legally exempt from disclosure. Safeguards sensitive information and prevents unauthorized reading, printing, retaining, copying or dissemination of information, messages, or correspondence in accordance with rules and regulations such as those covered by the Privacy Act, 5 USC 552(a), Health Insurance Portability and Accountability Act, Public Law 104-191, and DoD Directive 6025.18. Notifies the high-level supervisor and senders immediately when proprietary information has been released and advises on how to properly recover, and/or protect information.

Provides World Class Customer Services with an emphasis on courtesy. Assists customers and communicates positively in a friendly manner. Asks questions to determine, verify and solve problems. Alerts higher-level supervisor or proper point of contact for help when problems arise.

Adheres to safety regulations and standards. Uses any required safety equipment and observes safe work procedures. Promptly reports any observed workplace hazards, and any injury, occupational illness, and/or property damage resulting from workplace mishaps to the immediate supervisor.

Adheres to established standards of actively supporting the principles of the EEO program and presentation of sexual harassment.

Performs other related duties as assigned.

This is a white-collar position where occasional lifting up to 20 lbs. may be required.