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USAJOBS · 4 weeks ago

Fleet and Family Support Center Administrative Support Assistant

Naval Air Station Jacksonville, Florida, USA

Full-time

Onsite

Entry Level

$45K/yr - $48K/yr

2+ years exp

USAJOBS is seeking an Administrative Support Assistant for the Fleet and Family Support Center. The role involves providing a wide range of administrative and program support to the Site Director and performing various administrative duties to assist the program.

ConsultingGovernmentHuman ResourcesInformation TechnologyInternetStaffing Agency

No H1B

Security Clearance Required

U.S. Citizen Only

Responsibilities

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

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

Administrative SupportOffice ManagementClient CommunicationFFSP ProgramsTimekeeping ProceduresTyping SkillsSoftware ProficiencyDiplomacyTactEnglish Grammar

Required

Must meet Federal Employment suitability requirements and successful completion of background investigation

Must successfully pass the E-verify employment verification check

You must go through a Personal Identity Verification (PIV) process that requires two forms of identification from the Form I-9

May be required to pass pre-employment examinations

Must provide proof of U.S. Citizenship or U.S. National

A valid State driver's license is required to operate motor vehicles

Must have your salary sent to a financial institution of your choice by Direct Deposit/Electronic Funds Transfer

Selective Service Registration is required for males born after 12/31/1959

Incumbent is required to hold a secret security clearance

May be required to make special trips to local offices (up to 20%), inside or outside the building, to pick-up or deliver special mail or materials or to other local sites as a short-term fill-in when directed

This is a non-critical sensitive position requiring access to IT II system and/or PII

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

Knowledge of English grammar and usage, format, and procedural requirements

Knowledge of the organization of office files and the purpose and content of documents in the files

Skill in operating a personal computer and software packages used by the FFSP

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

Two years of specialized experience directly related to the duties described below

Benefits

Comprehensive benefits package (medical, dental, life insurance, spouse & dependent life insurance, long-term disability, retirement, and 401(k) savings plan, annual and sick leave, tuition reimbursement, etc.)

Stability of Federal Civilian Service

People with passion for doing work that matters

Quality of Work Life Balance