Administrative Support Assistant, Fleet and Family Support Center

Job Title

General Office Administrative Support and Office Management

Duties

Help

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).
• Maintains the necessary documents, records, files and referral information, and similar program work.
• Provides information and referral services regarding the program services, requirements, and procedures as well as local community resources.
• Assists clients in the use of office equipment and ensures proper maintenance of equipment.
• 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.
• Receives/manages requests for appointments with the supervisor/program site manager, as needed.
• 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.

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.
• May serve as a back-up point of contact for 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.
• Serves as training coordinator and inputs training certificates completed by staff. Prepares monthly reports of pending training requirements, as requested. Types narratives and tabular material, such as memoranda, evaluations, correspondence, reports, travel/training documents.
• Coordinates the ordering and receiving of all FFSP supplies, materials, and equipment. Initiates preparation of requisitions for submission to the appropriate processing centers. Reconciles monthly purchase card accounts. Maintains records to ensure compliance with purchase card guidelines.
• Establishes and maintains files to control receipt of follow-up actions, stock records changes, requisition files etc. Monitors ongoing status of active requisitions and keeps supervisor and other staff aware of status of orders. Monitors and tracks print/reproduction jobs for receipt of items and for the actual cost. Screens lists of special program requirements for availability of supplies.
• Develops and installs local procedures and techniques to achieve and maintain smooth and efficient supply acquisitions. The incumbent is also responsible for the management of minor property assigned to the property. Prepares Survey reports, when non-expendable property is lost, damaged, or destroyed. Reviews reports of excess property submitted by other FFSP installations or agencies for items that have potential for utilization. Prepares requisitions for items to be transferred. Reports, tracks, and finalizes all building maintenance work requests. Maintains service logs on all maintenance issues within the FFSP complex.
• 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.
• Creates and/or maintains a database for program statistical tracking. May be assigned as Building Manager to submit and track maintenance work requests, trouble calls, telephone or IT issues.
• Performs other management support duties as assigned