Job summary

Serve as an Administrative Support Assistant within Commander Navy Installations Command (CNIC), Fleet and Family Readiness Department, Family Readiness Division (N91), Fleet & Family Support Program. The primary purpose of this position is to provide a wide range of administrative and program support and assistance that is in direct support of the Fleet & Family Support Center Site Director. Additionally the incumbent performs a variety of other administrative duties in support of the Program.

Major duties

MAJOR DUTIES: 1. 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). 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 take responsibility to handle maintenance of equipment. Conducts follow-up with clients answering any questions and aiding, as needed. 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. 2. 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. En sures files include all required documents that are properly signed. . Responds to routine and non-technical requests for information. Using a personal computer, types 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 for review by originator and supervisory chain. 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. Maintains service logs on all maintenance issues within the FFSP complex. Conducts special pro jects 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.

Qualification

In order to qualify for this position, your resume must provide sufficient experience and/or education, knowledge, skills, and abilities, to perform the duties of the specific position for which you are being considered. Your resume is the key means we have for evaluating your skills, knowledge, and abilities, as they relate to this position. Therefore, we encourage you to be clear and specific when describing your experience. All non-government positions identified on your resume must include complete address and to and from dates. Government positions must include pay plan, series, grade, to and from dates and address of the agency/organization. Two years of specialized experience directly related to the duties described below. Qualifying experience must have been equivalent to the next lower level in the normal line of progression. Specialized experience must demonstrate the following: Knowledge of the policies, regulations, procedures, and reporting requirements governing the programs of the FFSP; and broad knowledge of the various elements of all other FFSP. Skill in communicating with clients, management, and leadership to obtain information and explain regulations and agency procedures. This includes skill in drawing out and organizing relevant information from persons who are often unaware of legal and procedural requirements, which may apply to a presenting problem and are angry and distressed due to the conditions that gave rise to the situation. Uses diplomacy and tact in dealing with other agency staff and when responding to calls from clients in stressful and emotional situations. Knowledge of English grammar and usage, format, and procedural requirements. Skills in writing and oral communication to write/type letters, memoranda, and reports, and clearly explain complicated regulations, procedures, and concepts to persons outside the agency. Knowledge of the organization of office files and the purpose and content of documents in the files. Knowledge of the clerical steps in processing files and retrieving information in files to prepare reports and maintain suspense records. Skill in operating a personal computer and software packages used by the FFSP. A fully qualified typist is required. Skill in text insertion, deletion, retrieval, manipulation, copying, printing, and editing functions on word processing systems. Knowledge of techniques to develop briefings for specific FFSP programs and the mission, functions, and organizational structure of the FFSP, in general. Knowledge of procedures for travel and training requests. Knowledge of procedures for time and attendance reporting, record keeping. Knowledge of the duties, priorities, commitments, policies, and program goals of the supervisor to perform non­routine assignments. Knowledge of procedures for use of the DOD Government Purchase Card Program, and the ability to attain appointment as a purchase card holder. Knowledge of procedures involved in automated appointment system management. You will receive credit for all qualifying experience, including volunteer and part time experience. You must clearly identify the duties and responsibilities in each position held and the total number of hours per week. Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., professional, philanthropic, religious, spiritual, community, student, social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. As part of the application process, you must complete and submit an occupational questionnaire and your RESUME MUST SUPPORT AND VALIDATE YOUR ANSWERS or you may be removed from consideration. ONLY THE MOST HIGHLY QUALIFIED CANDIDATES WILL BE REFERRED. IF MANAGEMENT DOES NOT WISH TO SELECT A HIGHLY QUALIFIED CANDIDATE, THEY MAY REQUEST A REFERRAL LIST INCLUDING WELL OR QUALIFIED APPLICANTS. Please follow all instructions carefully. Errors or omissions may affect your rating and/or appointment eligibility. PLEASE READ THIS VACANCY ANNOUNCEMENT IN ITS ENTIRETY TO ENSURE ALL REQUIREMENTS ARE ADDRESSED IN YOUR APPLICATION PACKAGE. RELOCATION AUTHORIZED NO Payment of Permanent Change of Station (PCS) is authorized, based on a determination that a PCS move is not in the Government interest KEY REQUIREMENTS/CONDITIONS OF EMPLOYMENT You must be a US Citizen. Males must be registered or exempt from Selective Service. https://www.sss.gov/register/ Selectee must be determined suitable for federal employment. Selectee may be required to successfully complete a probationary period. Selectee is required to participate in the direct deposit pay program. Social Security Card is required. Satisfactorily complete an employment verification (E-VERIFY) check. A favorable background is a requirement of this position. Failure to obtain and maintain a favorable background may result in the withdrawal of the position offer or removal. NOTE: Applicants have the ability to perform an E-Verify Self Check to confirm employment eligibility at http://www.uscis.gov/mye-verify/self-check. Although a Self-Check is not mandatory, it can be a useful tool for applicants to find out if there is a problem with their employment eligibility records and resolve any issues before taking a job.

Education

This position does not have a positive education requirement.

Evaluations

Your experience is subject to evaluation and verification against the information in your resume. The numeric rating you receive is a self-assessment only and is based on your responses to the questionnaire. Do not overstate or understate your level of experience and capability. If a determination is made that you rated yourself higher than is supported by your resume, or if your resume lacks sufficient information, you will be rated accordingly or may be considered ineligible. All resumes will be reviewed to determine if they meet the hiring eligibility and qualification requirements listed in this announcement, and will be rated based on the information provided in the resume to determine the level of knowledge, skill, and ability, related to the job requirements. Using the qualifications of the position, a predetermined rating criterion of knowledge, skills, and abilities will be used for each resume. Best qualified applicants will be referred to the hiring manager. The selecting official may choose to conduct interviews.