ADMINISTRATIVE ASSISTANT

Summary This position is located within Fleet and Family Readiness Program, Mid-Atlantic Fleet and Family Support Program (FFSP). This position is that of an Administrative Assistant. The Fleet and Family Support Program (FFSP) is the Navy's primary agency for the delivery of an array of human services programs intended to enhance the stability and self­ sufficiency of individuals and families, resulting in increased operational readiness. Responsibilities Incumbent may perform some or all of the following duties as assigned: 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. Reviews, revises, and maintains FFSP local standard operating procedures (SOPs) for grammar, punctuation, and administrative content. 45% 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/PII 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. Receives/manages requests for appointments with the Supervisor/Program Site Manager, as needed. Checks on availability and confirms appointments. Reschedules appointments upon requests of the Supervisor/Program Site Manager or staff member. Responds to routine and non-technical requests for information. This may involve determining whether or not to release the information and the requester's authority to receive the information; requesting guidance from the Supervisor/Site Manager when in doubt. Schedules appointments and makes arrangements for time, participants, and location of meetings and assembling background material in accordance with instructions from the supervisor for a variety of meetings. Serves as a point of contact for all travel and training for the FFSP staff. Prepares and tracks travel/training documents for the department and processes accounting data. Serves as Total Workforce Management Systems (TWMS) training coordinator and inputs training certificates completed by FFSP staff. Using a computer, type's narratives and tabular material, such as memoranda, evaluations, correspondence, reports, travel/training documents, etc. 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 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. Monitors ongoing status of active requisitions and keeps supervisor and other staff aware of status of orders. 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. Verifies accurate description, condition and quantity of all non-Automatic Data Processing (ADP) property. Develops and prepares excess property lists. Reports, tracks, and finalizes all maintenance work requests and maintains service logs. Conducts special projects and assignments as assigned by the Supervisor/Site Manager. 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. Product expectations include preparation of charts, program analysis, and reports. 30% 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, 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. Typing is required. Performs timekeeping functions and advises management/staff on procedures/regulations for completing and certifying time/attendance. Prepares/inputs time and records, and collects/tracks required information/documents, i.e., leave request, etc. Maintains documents in electronic files and creates and/or maintains a database for program statistical tracking. Performs other management support duties as assigned. Requirements Conditions of Employment Qualifications Resumes must include information which demonstrates experience and knowledge, skills, and ability (KSAs) as they relate to this position. Applicants are encouraged to be clear and specific when describing their experience level and KSAs. A qualified candidate possess the following: 1. 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 in order to perform non-routine 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. Education This position does not have a positive education 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 Installations 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.