Fleet and Family Support Center Administrative Support Assistant

Job Title

General Office Administrative Support and Office Management

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).
• Makes routine contacts with officials of other agencies in the community. Maintains the necessary documents, records, files and referral information, and similar program work.
• Provides information to clients about the program services, requirements, and procedures.
• Provides referral information on community resources to clients. Assists clients in the use of office equipment and takes responsibility to handle 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.
• Checks on availability and confirms appointments. Reschedules appointments upon requests of the supervisor/program site manager or staff member.
• Schedules appointments and arranges for time, participants, and location of meetings and assembling background material.
• Uses various functions of other software types such as calendars, electronic mail, spreadsheets, or graphics. The employee plans and carries out assignments with considerable independence. Uses multiple function office equipment and automated software to produce a wide-range of documents, reports, spreadsheets, briefs and tables.
• Maintains referral directories, information of community resources, and similar office work pertaining to programs of the FFSP.

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.
• Responds to routine and non-technical requests for information.
• Using a personal computer, types of narratives and tabular material, such as memoranda, evaluations, correspondence, reports, travel/training documents, etc., from rough draft or revised typed draft. Types in accordance with Navy Correspondence Manual and other applicable guidance.
• Coordinates the ordering and receiving of all FFSP supplies, materials, and equipment.
• Initiates preparation of requisitions for submission to the appropriate processing centers. Maintains status journals of received and outstanding materials. 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.
• Reports, tracks, and finalizes all building maintenance work requests.
• Conducts special projects and assignments as assigned by the supervisor/site manager. 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 that require review and approval in accordance with Installation and Navy Correspondence Guidelines. Product expectations include preparation of charts, narrative information of program analysis, and written reports.
• Performs timekeeping functions and advises management and staff on procedures and regulations for completing and certifying time and attendance records. Prepares/inputs time and attendance records. Prepares/inputs time and attendance data into applicable timekeeping programs for assigned staff and follows-up with appropriate staff to obtain required information/documents, i.e., leave request, etc.
• Maintains documents in electronic files for easy retrieval. Creates and/or maintains a database for program statistical tracking. Makes backup copies of stored data, as appropriate.
• May be assigned as Building Manager to submit and track maintenance work requests and liaison with installation departments to coordinate work requests, trouble calls, telephone or IT issues.
• Performs other management support duties as assigned.