Administrative Support Assistant, Fleet and Family Support Cente Jobs

Job Title

General Office Administrative Support and Office Management

Job Description

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).
• 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

Requirements

• 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 possess and maintain a current state driver's license as travel may be required in the performance of duty.
• May require the employee to occasionally travel away from the normal duty station. This position required the employee to occasionally drive a motor vehicle. A valid driver's license is required.
• 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.

Qualifications

• At least two years experience providing effective customer service in a social service setting to include demonstrated experience in handling a high volume of requests.
• 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 faced by service members and their families and the array of services available to address these issues.
• Knowledge of the field of human services including military and community-based human service agencies, services, programs, etc. Knowledge of federal, state, and community social service agencies or organizations and their human service programs, policies, practices, and interrelationships.
• Skill in communicating with clients to obtain factual information and explain regulations and agency procedure and other organizations involved. Skill in drawing out and organizing relevant information from persons who are often unaware of legal and procedural requirements.
• Understanding duties, priorities, commitments, policies, and program goals of the organizations sufficient to perform non-routine assignments.
• Proficiency in grammar, spelling, punctuation, and format to prepare and edit written correspondence and reports. Knowledge of extensive rules, procedure, operations, functions, and commitments applied to administrative assignments to screen calls and visitors; maintain multiple calendars; prepare, review, and edit documents; locate and assemble information for various reports; maintain files/records, and to plan and prepare travel arrangements.
• Knowledge of various office automation software to produce a wide range of documents that often require complete formats.

Education No educational 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 selectee's 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.