Clarification from the agency

Open to Public

NONAPPROPRIATED FUND POSITION DESCRIPTION

JOB TITLE:  Administrative Specialist
BUSINESS TITLE: Administrative Specialist(SACC)
FLSA    :  Nonexempt
JOB SERIES: 0303                 PAY LEVEL:  NF03

INTRODUCTION:
This position is located within Substance Abuse Counseling Center (SACC), Behavioral Health Program (BH) Marine and Family Programs Branch, Marine Corps Community Services (MCCS) Division, Camp Smedley D Butler, Okinawa Japan. The purpose of the position is to provide a variety of administrative support and program management assistance duties crucial to the operation of the BH-SACC. The incumbent will assist the  Director by performing a wide range of program support work designed to relieve the Director and staff of a myriad of crucial administrative tasks and ensure an efficient office operation.

DUTIES AND RESPONSIBILITIES:
Plans, coordinates and carries out operational/administrative duties pertinent to the BH-SACC program. Develops and coordinates all support requirements for the administrative operation of the program. Assists with ensuring the program is compliant with HQMC and CARF requirements and standards. Works with the staff to ensure procedures required by the Director are carried out within the expected time frames.

Provides first level support and service to visitors. Personally answers routine, non- technical questions regarding BH-SACC operations and functions, and refers telephone callers and visitors to appropriate staff or office. Takes and delivers messages for staff members.

Reviews and analyzes administrative policies and procedures, makes recommendations to the Director on program issues and problem areas. Reviews, improves and documents internal operating procedures. Researches regulations and directives, ensures appropriate document flow and communications and the use of correct Naval Correspondence format, grammar, spelling, of work prepared by self and others.

Collects, sorts, and classifies organizational records, mission and function statements, program resources and availability. Continuously reviews the effectiveness of administrative processes and develops recommendations for improvements.                
Coordinates with the BH Lead Administrative Specialist as the SACC personnel records manager. Maintains and monitors credentialing paperwork and deadlines. Advises the Director on relevant issues pertaining to employee credentials and certification requirements. Coordinates new employee orientation and acts as a liaison for personnel issues such as recruitment and resignation actions.              
Monitors resources and supply inventory, initiates purchase requests for supplies, publications and services for the BH-SACC program. Maintains accurate records of all purchases and deliveries in accordance with applicable regulations. Assists with travel vouchers and travel regulations. Serves as the property control liaison.               
Acts as maintenance and safety liaison for the program. Ensures all applicable regulations are followed and any maintenance of safety issues are coordinated through the appropriate channels.              
Coordinates with the BH Lead Administrative Specialist as the information systems coordinator (ICS).  Maintains accountability for internal office computer networks and systems, monitors training on those systems for office personnel. Ensures proper security and confidentiality of program files, personnel and client records and correspondences.                  
Performs other additional/incidental duties as assigned.

Provides World Class Customer Service with an emphasis on courtesy.  Assists customers and communicates positively in a friendly manner.  Acknowledges customers, smiles and makes eye contact.  Asks questions to determine, verify and solve problems.  Checks for satisfaction on the quality of goods and services.  Takes action to solve problems quickly.  Alerts the higher-level supervisor, or proper point of contact for help when problems arise.  

Adheres to safety regulations and standards.  Uses required safety equipment, and observes safe work procedures.  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 or incidental duties as assigned.        

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

Conditions of employment

• See Duties and Qualifications

EVALUATIONS:

Qualifications

BASIC REQUIREMENTS:
A 2-year degree from an accredited college or vocational school in fields related to duties of the position being filled AND three years' experience that demonstrates a broad knowledge of 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. Skill to operate a personal computer and associated peripheral equipment and software. Knowledge of a variety of support functions such as gathering statistical data, monitoring and reporting on support budgets, assisting in developing financial plans; obligating funds, liquidating travel claims; maintaining stock of office supplies. Skill to deal with employees at various levels in the organization and to represent the division with customers external to the organization.

QUALIFICATION REQUIREMENTS:

1. Knowledge of the programs, goals, missions, objectives and requirements of the BH Branch and BH-SACC.
2. Knowledge of administrative and management concepts, policies and procedures sufficient to enable the incumbent to analyze administrative policies and ramifications, devise and install procedures and office practices, and foresee administrative problems and requirements.
3. Knowledge of administrative functions allowing for the management and instruction of personnel concerning such matters as directives, reports, correspondence and records management.
4. Knowledge of policies affecting confidentiality of client contacts and records.
5. Knowledge of Marine Corps Base (MCB), Marine Corps Installations Pacific (MCIPAC) military and civilian personnel, US Navy (Commander Fleet Activities, Okinawa), EEO/EO programs and regulations relating to personnel administration, training program management, and position management to monitor, advise, and support the BH-SACC Program Director in meeting all related regulatory and reporting requirements.  
6. Knowledge of pertinent laws, regulations, policies and precedents that affect the use of program resources (funds, equipment and manpower). Knowledge of the Non-Appropriated Fund system regulations.
7. Ability to express oneself orally and in writing in a highly professional manner to meet and interact with diversified groups and organizations and to compose written reports and materials clearly, concisely and effectively.  Experience/knowledge of Naval Correspondence standards.
8. Skill in establishing and maintaining effective and positive working relations with personnel at all levels.
9. Knowledge of computer software applications such as Microsoft Office, email and maintenance of databases.
10. Basic knowledge of statistical and mathematical concepts and processes to develop or evaluate statistical data.
11. Ability to maintain and monitor budget by preparing periodic reports that compare budgeted costs to actual costs.  
12. Knowledge of the Defense Travel System and Department of Defense Travel regulations.

This position is designated as a Position of Trust, and the incumbent must be eligible for a background check.  Appointment and continued employment is subject to a favorable National Agency Check (NAC) Background Security Investigation.

This activity is a Drug-free workplace.  The use of illegal drugs by NAF employees, whether on or off duty, cannot and will not be tolerated.  Federal employees have a right to a safe and secure workplace, and Marines, sailors, and their family members have a right to a reliable and productive Federal workforce.
 

How you will be evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

Your application/resume and supporting documentation will be used to determine whether you meet the job qualifications listed on this announcement. This vacancy will be filled by the best qualified applicant as determined by the selecting official.