Administrative Assistant

Summary

The Administrative Assistant serves as the principal office support to a Regional Program Manager/Director performing administrative duties in support of the work of a multi-faceted organization where there is a system of internal procedures and administrative controls. The immediate supervisor directs work through subordinate supervisors who have varying functions relationships and customer responsibilities which places significant demands on the Administrative Assistant position.
N94 CNRNW

Duties

MAJOR DUTIES

• Prepares correspondence reports and other documents ensuring correct grammar spelling capitalization punctuation and appropriate format in work prepared by self and others.
• Returns material needing correction to the originator when necessary.
• Maintains tickler system.
• Screens and priorities correspondence electronic mail and material prior to distribution for suspense dates established controls and follows up on responses.
• Ensures that correspondence is properly routed in a timely manner.
• Ensures that requirements for handling sensitive and/or classified material are accurately followed where applicable.
• Schedules meetings appointments and conferences in accordance with instructions from supervisor.
• Prepares and distributes agenda and takes notes when directed.
• Sets up conference calls staff functions video conferencing and functions as the point of contact for conference calls using the bridge.
• Maintains supervisors calendar and verifies schedule of others to minimize conflicts when scheduling meetings or conferences.
• Provides reminders of scheduled events and contacts other personnel to attend meetings in lieu of supervisor when necessary.
• Receives visitors and phone calls. Accurately determines nature of request and refers callers or visitors to appropriate staff.
• Personally answers routine questions in a timely and accurate manner and provides accurate information when routine procedural matters are involved.
• Assists supervisor and staff with travel arrangements and travel vouchers.
• Uses a variety of office automation software in support of the organization and mission requirements including but not limited to:
• Completes backup of files and database systems
• Uses database or spreadsheet software to accurately enter revise sort or calculate and retrieve data for standard reports.
• Uses graphics software to provide briefs charts and graphs for viewgraphs or paper presentations.
• May be assigned to enter or report time and attendance data for non-appropriated fund or appropriated fund employees.
• Maintains an accurate file system of online and hard copy documents to enable quick and efficient retrieval of information.

This is not an exhaustive list of duties

Requirements

Conditions of employment

• Must successfully pass the E-Verify employment verification check. Any discrepancies must be resolved as a condition of employment to include passing all applicable records and background check.
• Must enroll in Electronic/Direct Deposit 30 days after start of first day.

Qualifications

• Knowledge of the policies regulations procedures and reporting requirements governing the programs of the FFSP. Knowledge of the FFSP mission functions and programs.
• Knowledge of the military lifestyle the unique challenges face by service members/families and the array of services available to address these issues.
• Skill in communicating with clients to obtain factual information and explain regulations and agency procedures and other organizations involved. Still in drawing out and organizing relevant information from persons who are often unaware of legal or procedural requirements.
• Knowledge of the duties priorities commitments policies and programs goals of the organization sufficient to perform non-routine assignments.
• Proficiency in both verbal and written communication to include grammar punctuation capitalization and format to prepare and edit written correspondence and reports.
• Ability to use various office automation software (e.g. Word Excel Outlook etc.)

Education

This job does not have an education qualification requirement.

Additional information

Salary is dependent on experience and/or education.

Some positions have special requirements. Selectee may be required to complete a one (1) year probationary period. Participation in Direct Deposit/Electronic Fund Transfer within the first 30 days of employment is required. We utilize E-Verify to confirm selectees eligibility to work in the United States. Salary is dependent on experience and/or education.

This announcement may be used to fill additional vacancies within 60 days of issuance of selection certificate. For positions requiring travel more than twice per year selectee may be required to obtain and maintain in good standing a Government-issued Travel Card for official government travel purposes.

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 Region Mid-Atlantic 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.

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