Navy Region Mid-Atlantic Fleet and Family Readiness (FFR) ยท 3 days ago
OFFICE AUTOMATION ASSISTANT
Chesapeake, VA
Full-time
Onsite
New Grad, Entry LevelNavy Region Mid-Atlantic Fleet and Family Readiness (FFR) is seeking an Office Automation Assistant to provide administrative and program support within the Fleet & Family Support Center. The role involves a variety of administrative duties, including managing office operations, assisting clients, and maintaining program documentation.
Military
No H1B
Security Clearance RequiredU.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
Screens intake calls appropriately (does not conduct intake), schedules routine appointments for clients and conveys information to clients
Uses diplomacy and tact in dealing with internal and external leadership, staff, and all other individuals
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
Schedules appointments and arranges for time, participants, and location of meetings and assembling background material in accordance with instructions from the supervisor for a variety of meetings
Records, types, and distributes minutes from these meetings
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
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
Ensures files include all required documents that are properly signed
Carries out confidentiality/PH 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
Responds to routine and non-technical requests for information
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 for Temporary Additional Duty (TAD) orders
Makes necessary arrangements for travel, arranging schedules or visits, making reservations, notifying organizations and officials to be visited, and submitting travel vouchers and reports, as needed
Serves as Total Workforce Management Systems (TWMS) training coordinator and inputs training certificates completed by FFSP staff
Maintains service logs on all maintenance issues within the FFSP complex
Conducts special projects 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
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
Performs other management support duties as assigned
Qualification
Required
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
Must successfully pass the E-Verify employment verification check. Any discrepancies must be resolved as a condition of employment
Must have or be able to obtain and maintain a secret security clearance
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
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 FFSC 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 cardholder
Knowledge of procedures involved in automated appointment system management
Benefits
Direct Deposit/Electronic Fund Transfer program
Comprehensive benefits package
Company
Navy Region Mid-Atlantic Fleet and Family Readiness (FFR)
OUR VISION Deliver dynamic, innovative, and integrated programs and services that inspire Sailors and Navy families to thrive throughout their military life cycle.
1001-5000 employees
Funding
Current Stage
Late StageCompany data provided by crunchbase