This position provides office clerical & administrative support to navy Region Southwest (NRSW) Fleet & Family Support Centers (FFSC's). Services provided may cover the FFSC operations at more than one location . The incumbent reports to the FFSC Director for guidance and supervision but interacts extensively with staff in the performance of duties. The incumbent must be able to instantly assess and respond appropriately and conscientiously to crisis situations.
Summary
This position provides office clerical & administrative support to navy Region Southwest (NRSW) Fleet & Family Support Centers (FFSC's). Services provided may cover the FFSC operations at more than one location . The incumbent reports to the FFSC Director for guidance and supervision but interacts extensively with staff in the performance of duties. The incumbent must be able to instantly assess and respond appropriately and conscientiously to crisis situations.
Assists in facilitation and delivery of FFSC programs and services within the scope of responsibilities.
Performs full range of administrative support functions to include front desk coverage for customer service.
Provides customer support and direction to coordinate gate passes and identification badges, coordinates and documents classroom reservations/assignments using the front-desk calendar, provide audio-visual equipment support; offers and records video use for children in customer waiting area, and maintains customer service areas to include stocking of marketing materials.
Provides administrative support to the FFSC Director and staff in the following areas: clinical calendar management; updates and maintains task tickler addressing on-going report requirements, new tasks and action-item tracking; provides VTC/web conference reminders; routes incoming correspondence, and coordinates key FFSC meetings-maintaining up-to-date attendee lists, and sending out notification reminders and agendas for meetings and trainings.
Completes correspondence using word processing, excel, PowerPoint, and other approved computer programs as required.
Maintains automated and accessible correspondence templates and maintains central filing system in accordance with FFSC and Program requirements.
Creates/maintains databases (logs) for tracking supplies, print orders, and training and travel requests, and inputs data into other established spreadsheets, databases, and programs (budget, manpower, training, FFSMIS, TWMS, ESAMS, etc.).
Updates, disseminates, and/or ensures staff awareness of Standard Operating Procedures addressing administrative/personnel issues.
Provides administrative support for facilities and equipment management: completes NMCI trouble calls; processes and tracks facilities/Public Works (Maximo) Requests; maintains FFSC key-log and inventory; checks Fire Extinguishers; updates marketing venues to include marquees, posters, and other marketing tools; coordinates maintenance service for copiers and printers, maintains and/or reports facilities issues for immediate resolution.
Provides clerical support to FFSC Director with personnel matters: gathers and/or inputs timecard information in accordance with time requirements; updates and maintains staff recall lists, telephone trees, and volunteer information; inputs personnel information in accordance with strict guidance in authorized personnel programs; completes training and travel requests/orders.
Maintains centralized personnel and training records for the FFSC staff; provides assistance as needed for tracking status of background checks, privileging/credentialing requests and other personnel requirements.
Provides support to clinical and educator staff regarding workshops and briefings, e.g., arranges for location, arranges for the necessary equipment, prepares equipment set-up, and types and prepares materials as necessary.
Collects and submits supply requirements across both sites, assists in procurements ensuring strict adherence to authorization, receipt, and verification requirements for purchases and training requests in accordance with formal guidance.
Must meet federal suitability requirements including successful completion of background investigation and obtain/maintain a Secret Security Clearance (T3).
Must successfully pass the E-Verify employment verification check. Any discrepancies must be resolved as a condition of employment.
A tentative offer of employment will be rescinded if the selectee fails to meet the pre-employment requirements, including failure to report to any scheduled appointments.
Qualifications
Knowledge of business and military correspondence.
Knowledge of administrative procedures to including record keeping, management of office facilities, resources, and materials.
Ability to communicate effectively orally and in writing.
Ability to work well with others.
Education
N/A
Additional information
To ensure compliance with an applicable preliminary nationwide injunction, which may be supplemented, modified, or vacated, depending on the course of ongoing litigation, the Federal Government will take no action to implement or enforce the COVID-19 vaccination requirement pursuant to Executive Order 14043 on Requiring Coronavirus Disease 2019 Vaccination for Federal Employees. Therefore, to the extent a Federal job announcement includes the requirement that applicants must be fully vaccinated against COVID-19 pursuant to Executive Order 14043, that requirement does not currently apply. Federal agencies may request information regarding the vaccination status of selected applicants for the purposes of implementing other workplace safety protocols, such as protocols related to masking, physical distancing, testing, travel, and quarantine.
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.
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.
A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits.
Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.
How you will be evaluated
You will be evaluated for this job based on how well you meet the qualifications above.
All resumes will be reviewed to determine if they meet the hiring eligibility and qualification requirements listed in this announcement. Resumes will be rated based on the information provided to determine the level of knowledge, skills and abilities (KSAs) related to the job requirements.
A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits.
Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.
The following documents are required at the time of application:
Résumé
Proof of education/training/licensure: provide a copy of your awarded/conferred college transcript(s) and licensure as applicable
If claiming Department of Defense (DOD) Non-appropriated Fund (NAF) Business Based Action (BBA) priority consideration: provide a copy of the notice of separation
If claiming Military Spouse Preference: provide a copy of the sponsor's Permanent Change of Station (PCS) orders and a marriage certificate at the time of application
If claiming Veteran's Preference: provide a copy of your DD-214, Member-4 page and any supporting documentation (SF-15, V.A. disability letter, proof of service, etc.)
If a current or former Federal Employee: provide a copy of your most recent Personnel Action Report (PAR) or SF-50
NRSW Region NAF HR Office
750 Pacific Coast Highway
San Diego, CA 92132-0058
US
Next steps
Applicants who do not meet the above requirements or submit all required forms may not be considered. Due to volume of applications received, applicants may not be notified of non-selection.
The Federal hiring process is set up to be fair and transparent. Please read the following guidance.
The following documents are required at the time of application:
Résumé
Proof of education/training/licensure: provide a copy of your awarded/conferred college transcript(s) and licensure as applicable
If claiming Department of Defense (DOD) Non-appropriated Fund (NAF) Business Based Action (BBA) priority consideration: provide a copy of the notice of separation
If claiming Military Spouse Preference: provide a copy of the sponsor's Permanent Change of Station (PCS) orders and a marriage certificate at the time of application
If claiming Veteran's Preference: provide a copy of your DD-214, Member-4 page and any supporting documentation (SF-15, V.A. disability letter, proof of service, etc.)
If a current or former Federal Employee: provide a copy of your most recent Personnel Action Report (PAR) or SF-50
NRSW Region NAF HR Office
750 Pacific Coast Highway
San Diego, CA 92132-0058
US
Next steps
Applicants who do not meet the above requirements or submit all required forms may not be considered. Due to volume of applications received, applicants may not be notified of non-selection.
Fair and transparent
The Federal hiring process is set up to be fair and transparent. Please read the following guidance.
