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USAJOBS · 3 weeks ago

Exceptional Family Member Program Administrative Specialist NF3

Quantico, Virginia, USA

Full-time

Onsite

Mid Level

$42K/yr - $47K/yr

3+ years exp

Marine Corps Community Services (MCCS) is looking for the best and brightest to join our Team! This role involves coordinating and performing a variety of administrative functions in support of the Exceptional Family Member Program (EFMP), ensuring the smooth operation of program processes and compliance with directives.

ConsultingGovernmentHuman ResourcesInformation TechnologyInternetStaffing Agency

No H1B

U.S. Citizen Only

Responsibilities

Under the direction of the Exceptional Family Member Program Manager, coordinates and performs a wide variety of responsible administrative functions in support of the Exceptional Family Member Program (EFMP)

Organizes flow of operational program processes in an office environment

Establishes status of actions on numerous projects and program operations

May serve on a variety of advisory committees

Provides administrative support to Program Manager and staff

Reviews and interprets directives and regulations

Maintains official files

Advises staff on development and implementation of local administrative directives and procedures

Collaborates with the EFMP Manager to develop internal procedures and work methods affecting administrative management operations

Ensures compliance by managers and supervisors by reviewing and revising studies, reports, correspondence for accuracy and format

Collects, compiles and organizes information and data to meet administrative requirements

Prepares correspondence and drafts instructions

Facilitates methods for automating reports and correspondence

Uses a government issued computer to transmit correspondence, create reports, databases, spreadsheets, graphics, slide shows and presentations

Manipulates data to meet presentation and report requirements

Enforces and trains employees on proper naval correspondence rules and correct grammar, spelling, capitalization and punctuation

Receives telephone calls, visitors, complaints and outside contacts and directs them to appropriate contacts when necessary

Receives and delivers messages to staff members

May arrange and maintain program operational calendar and appointment calendars for staff

Routes all incoming correspondence to staff and work sections

Establishes suspense dates to collect responses and submits information as required by requests

Monitors and conducts inbound and outbound case transfers

May perform support functions such as gathering statistical data; drafting reports; submitting work tickets and addressing safety concerns; submitting marketing requests, as needed; maintaining stock of office supplies; making arrangements for special events; Handles sensitive information that is proprietary, privileged, confidential or otherwise legally exempt from disclosure

Safeguards sensitive information and prevents unauthorized reading, printing, retaining, copying or dissemination of information, messages, or correspondence in accordance with rules and regulations such as those covered by the Privacy Act, 5 USC 552(a), Health Insurance Portability and Accountability Act, Public Law 104-191, and DoD Directive 6025.18

Notifies the higher level supervisor and senders immediately when proprietary information has been released and advises on how to properly recover, and/or protect information

Delivers exceptional customer service with a focus on understanding and meeting customer needs, ensuring professional and courteous experience

Assists customers, communicating clearly and in a friendly manner

Takes action to solve problems quickly

Alerts the higher-level supervisor, or proper point of contact for help when issues arise

Adheres to safety regulations and standards

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 assigned

This is a white-collar position where occasional lifting up to 20 lbs. may be required

Qualification

Administrative practicesProject coordinationDocumentation preparationComputer software proficiencyInterpersonal skills

Required

Three years experience demonstrating broad knowledge of related administrative practices and principles

Skill to organize and coordinate multiple high visibility projects simultaneously

Skill to prepare documentation and presentations in proper format in accordance with naval correspondence rules of grammar and punctuation

Inter-personal skills to relate to all segments of the military and civilian community using persuasiveness, poise, tact and objectivity

Proficiency with computer software, associated peripheral equipment and applications involving word processing, email communication, database management desktop publishing, and internet navigation

Skill to deal with employees at various levels in the organization and to represent the division with customers external to the organization