Job summary

Marine Corps Community Services (MCCS) is looking for the best and brightest to join our Team! MCCS is a comprehensive program that supports and enhances the quality of life for Marines, their families, and others in the Marine Corps Community. We offer a team oriented environment comprised of military personnel, civilian employees, contractors and volunteers who keep the organization functioning smoothly and effectively.

Major duties

NONAPPROPRIATED FUND POSITION DESCRIPTION JOB TITLE: Administrative Specialist JOB SERIES: 0303 PAY LEVEL: NF-03 INTRODUCTION: This position is located in the Athletics Section, Semper Fit Branch, Marine Corps Community Services (MCCS), Camp S.D. Butler, Okinawa, Japan. The primary purpose of this position is to perform duties in support of the Semper Fit Branch which includes Athletics, Aquatics, Single Marine Program, and Health Promotion sections. This position performs a variety of responsible administrative functions and reports directly to the Chief of Semper Fit and the Athletic Program Manager. DUTIES AND RESPONSIBILITIES: As an office manager and administrative liaison for the Semper Fit Program Office, this position performs a variety of responsible administrative and clerical duties requiring a substantial level of judgment, experience, and attention to detail. Organizes workflow into and out of the Semper Fit Program Office which supports multi-mission fitness centers, an Adult Sports Program, Youth Sports program, Aquatics, Health Promotion and the Single Marine Program. Will be the primary administrative contact for the Athletic program. Establishes status of actions for program administrative operations. 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 proper format and determines the next action required and its priority. Establishes suspense dates to collect responses and submits information as required by requestor. Collects and compiles administrative reports on a daily, weekly, monthly, quarterly, semi-annual and annual basis; maintain files and directives database. Manages contract labor and service request databases. Gathers, collates and maintains program statistical data for the Athletic program. Maintains official files. Arranges and maintains appointment calendars for the Chief of Semper Fit and Athletic Program Manager. Uses a personal computer and various office technologies to transmit correspondence, create reports, briefs, databases, spreadsheets, graphics, slide shows and presentations; manipulates data to meet presentation and report requirements. Updates website and social media to keep patrons informed of program operations and events. Generates and reviews correspondence in naval correspondence format; enforces and trains employees on proper naval correspondence rules and correct grammar, spelling, capitalization and punctuation. Facilitates methods for automating reports and correspondence. Receives phone calls, visitors, complaints from internal and external entities and delivers messages; collects and reviews section timecards for supervisor's signature; schedules and conducts training sessions; monitors and distributes personnel paperwork such as selection and recruitment requests, personnel actions, training notices, performance reviews, position descriptions, and purchase requests. Maintains stock of office supplies. Makes arrangements for special events. Assists the Athletic Program Manager with facility inspections. May be delegated signatory authority for selected administrative matters; reviews and interprets directives and regulations; advises staff on development and implementation of local administrative directives and procedures. Promotes EEO policies and procedures contained in local regulations, Marine Corps Orders and other appropriate sources and communicates contents of same. Ensures equal treatment of all. Provides World Class Customer Service with an emphasis on courtesy. Assists customers and communicates positively in a friendly manner. Acknowledges customers, smiles and makes eye contact. Asks questions to determine, verify and solve problems. Checks for satisfaction on the quality of goods and services. Takes action to solve problems quickly. Alerts the higher-level supervisor, or proper point of contact for help when problems arise. Adheres to safety regulations and standards. Uses 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 prevention of sexual harassment. Performs other related duties as necessary to support overall Semper Fit operations as directed by the Chief of Semper Fit and the Athletic Program Manager.

Requirements

EVALUATIONS:

Qualification

BASIC REQUIREMENT: A Bachelor's degree from an accredited college or university in fields related to duties of the position being filled. OR an appropriate combination of education and experience that demonstrates possession of knowledge and skill equivalent to that gained in the above, OR three years of practical experience that demonstrates that the applicant has acquired the knowledge, skills, and abilities equivalent to that gained in the above. QUALIFICATION REQUIREMENTS: Knowledge of basic administrative policies, principles, concepts, and procedures, and the ability to apply such knowledge in performing work within established procedures and systems, including the ability to maintain confidentiality and professionalism. Demonstrated ability to manage and to prioritize a multitude of tasks, often under strict timelines, while continuing to provide support to a variety of personnel. Ability to type 40+ wpm and must have knowledge of the following Microsoft programs: Windows, Outlook Express, Word, Excel, and PowerPoint. Ability to read and interpret specific procedural guides such as instructions, manuals, established policies and procedures for assigned tasks such as maintaining files, distributing mail, receiving visitors or telephone calls, or ordering supplies, all of which are directly applicable to the work. Ability to gain knowledge in SharePoint and Naval Correspondence Manual. Experience that reflects the ability to communicate effectively in English both orally and in writing with co-workers, MCCS employees, managers, and extended contacts using proper tact and diplomacy. Demonstrated ability to follow verbal instructions and possess computer and office technology skills necessary to transform said instructions into cohesive, written documents reflecting appropriate grammar, spelling, and punctuation. Must possess excellent customer service, interpersonal skills, tact, and problem-solving abilities, a team player, and proactively identifying opportunities for continuous improvement. Must be able to obtain and maintain a health card. Must be able to obtain CPR/First Aid/AED certification. This activity is a Drug-free workplace. The use of illegal drugs by NAF employees, whether on or off duty, cannot and will not be tolerated. Federal employees have a right to a safe and secure workplace, and Marines, sailors, and their family members have a right to a reliable and productive Federal workforce.

Evaluations

Your application/resume and supporting documentation will be used to determine whether you meet the job qualifications listed on this announcement. This vacancy will be filled by the best qualified applicant as determined by the selecting official.