Clarification from the agency

WHO MAY APPLY: Applicants with SOFA Sponsorship (including applicants with current military spouse preference, family member preference, and current CNIC employees) within the local commuting area (50 mile radius).

• 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.

• 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 takes 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.

• 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 meetings. Records, types, and distributes minutes from these meetings.

• 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 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 and ensures proper formatting.

• Types in accordance with Navy Correspondence Manual and other applicable guidance for review by originator and supervisory chain.

• Locates and/or assembles information for reports, briefs, etc.

• Prepares and tracks travel/training documents for the department and processes accounting data for Temporary Additional Duty 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 training coordinator and inputs training certificates completed by FFSP staff.

• Prepares monthly TWMS reports of pending training requirements, as requested

• 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.

• Monitors and tracks print/reproduction jobs for receipt of items and for the actual cost. Screens lists of special program requirements for availability of supplies.

• Develops and installs local procedures and techniques to achieve and maintain smooth and efficient supply acquisitions.

• The incumbent is also responsible for the management of minor property assigned to the property. Maintains service logs on all maintenance issues within the FFSP complex

• Conducts special projects and assignments as assigned by the supervisor/site manager

• Prepares or enters 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.

• 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.

Conditions of employment

• This is a non-critical sensitive position requiring access to IT II system and/or PII. Access to the computer network is required to maintain information and data. Position requires employee to obtain/maintain eligibility for a secret clearance.
• Must possess and maintain a current state driver's license as travel may be required in the performance of duty.
• 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.

Qualifications

Qualifications Required:

• 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 using diplomacy and tact in dealing with other agency staff and when responding to calls from clients in stressful and emotional situations.
• Knowledge of English grammar and usage, format, and procedural requirements. Skills in written and oral communication.
• 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.
• 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 inorder 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

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, and will be rated based on the information provided in the resume to determine the level of knowledge, skills and abilities (KSAs) related to the job requirements. Using the qualifications of the position, a predetermined rating criterion of KSAs will be used for each resume. Best qualified applicants will be referred to the hiring manager. The selecting official may choose to conduct interviews.