Serve as an FFSC Administrative Support Assistant within Commander Navy Installations Command (CNIC),Fleet and Family Readiness Department (N9), Family Readiness Division (N91), Fleet and Family Support Program (FFSP). The primary purpose of this position is to provide a wide range of administrative and program support and assistance that is in direct support of the Fleet & Family Support Center Site Director. The incumbent performs a other administrative/office duties in support of the Program.
Summary
Serve as an FFSC Administrative Support Assistant within Commander Navy Installations Command (CNIC),Fleet and Family Readiness Department (N9), Family Readiness Division (N91), Fleet and Family Support Program (FFSP). The primary purpose of this position is to provide a wide range of administrative and program support and assistance that is in direct support of the Fleet & Family Support Center Site Director. The incumbent performs a other administrative/office duties in support of the Program.
General Office Administrative Support (50%)
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. Office Management (50%)
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. This may involve determining whether to release the information and the requestor's authority to receive the information requesting guidance from the supervisor/site manager when in doubt. 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 man ager. 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. Product expectations include preparation of charts, narrative information of program analysis, and written reports. 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.
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.
Must be a qualified typist (Able to type 40 words per minute on a five-minute time writing with three or fewer errors).
In cases of emergency involving military families, incumbent may be put on a 24 hour/7 day per week on-call status.
Starting May 7, 2025, non-affiliated individuals requesting access will need a REAL ID-compliant driver's license or another acceptable form of identification to access CNRMA Installations. (review required documents section for more information.)
Qualifications
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. This includes skill in drawing out and organizing relevant information from persons who are often unaware of legal and procedural requirements, which may
apply to a presenting problem and are angry and distressed due to the conditions that gave rise to the situation . Uses diplo ma cy 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 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.
S kill in opera ting 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.
Education
This position does not have a positive education requirement.
Additional information
As a condition of employment, the selected individual will be required to participate in the Direct Deposit/Electronic Fund Transfer program.
Salary is dependent on experience and/or education.
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. Salary is dependent on experience and/or education.
This announcement may be used to fill additional vacancies within 60 days of issuance of selection certificate. For positions requiring travel more than twice per year, selectee may be required to obtain and maintain in good standing a Government-issued Travel Card for official government travel purposes.
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 Region Mid-Atlantic 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.
Candidates should be committed to improving the efficiency of the Federal government, passionate about the ideals of our American republic, and committed to upholding the rule of law and the United States Constitution.
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, 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.
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:
Resume
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
NOTE: Failure to provide the required documents may impact eligibility, qualifications determination.
Starting May 7, 2025, non-affiliated individuals requesting access will need a REAL ID-compliant driver's license or another acceptable form of identification to access CNRMA Installations. This applies to everyone, including the following: but not all inclusive:
Vendors
Dependents aged 18 and older
Service Providers
Veterans with service-connected disabilities
Contractors
Visitors (includes visitors in same vehicle with CAC holder)
Transportation services (taxi, limo, ride share)
Agent, Assist, Aid, Care Giver Letters
Au Pairs, Child Care Providers
What are acceptable alternative forms of identification for base access? If you don't have a REAL ID-compliant driver's license, you can use one of the following:
U.S. passport or passport card
Military ID card (Common Access Card or CAC, DoD retired ID card)
Other forms of identification accepted by the Department of Homeland Security
How can I obtain a REAL ID-compliant license? To obtain a REAL ID-compliant license, you'll need to visit your state's driver's license agency with the following documents:
Proof of identity (e.g., birth certificate, passport)
Proof of Social Security number (e.g., Social Security card)
Two proofs of residency (e.g., utility bills, bank statements)
Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.
To be considered for this vacancy you must apply and complete the online questionnaire and submit the documentation specified in the Required Documents section above.
The complete application package must be submitted by 11:59 PM (EST) on 07/28/2025 to receive consideration.
To begin, click Apply to access the online application. You will need to be logged into your USAJOBS account to apply. If you do not have a USAJOBS account, you will need to create one before beginning the application.
It is your responsibility to ensure your application package (resume, supporting documents, and responses to the questionnaire) is complete, accurate, and submitted by the closing date.
To verify or check the status of your application, log into your USAJOBS account. Once logged in, the Welcome screen lists your applications, your application status and the date it was last updated. For information on what each Application Status means, visit: https://www.usajobs.gov/Help/how-to/application/status
DON is an Equal Employment Opportunity Employer. All qualified candidates will receive consideration without regard to race, color, national origin, religion, sex, age, mental or physical disability, genetic information, reprisal, marital status, political affiliation, sexual orientation, or any other non-merit factor. The DON provides reasonable accommodations to applicants with disabilities. Applicants with disabilities who believe they may require reasonable accommodation(s) should email their request to MILL_HQ_NAF_HR.FCT@navy.mil to ensure proper consideration is given.
NSA Hampton Roads VA
1682 Piersey Street Bldg KN
Norfolk, VA 23511
US
Next steps
Using the required qualifications of the position, a standardized rating and ranking criteria of knowledge, skills, and abilities will be used to screen and assess each application.
If you provided an email address, you will receive an email message acknowledging receipt of your application. Times may vary during the hiring process, as your application status updates/changes you will be notified with a notification letter via email.
Please notify us if your contact information changes after the closing date of the announcement. Also, note that if you provide an email address that is inaccurate or if your mailbox is full or blocked (e.g., Spam Blocker, etc.), you may not receive important communication that could affect your consideration for this position.
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:
Resume
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
NOTE: Failure to provide the required documents may impact eligibility, qualifications determination.
Starting May 7, 2025, non-affiliated individuals requesting access will need a REAL ID-compliant driver's license or another acceptable form of identification to access CNRMA Installations. This applies to everyone, including the following: but not all inclusive:
Vendors
Dependents aged 18 and older
Service Providers
Veterans with service-connected disabilities
Contractors
Visitors (includes visitors in same vehicle with CAC holder)
Transportation services (taxi, limo, ride share)
Agent, Assist, Aid, Care Giver Letters
Au Pairs, Child Care Providers
What are acceptable alternative forms of identification for base access? If you don't have a REAL ID-compliant driver's license, you can use one of the following:
U.S. passport or passport card
Military ID card (Common Access Card or CAC, DoD retired ID card)
Other forms of identification accepted by the Department of Homeland Security
How can I obtain a REAL ID-compliant license? To obtain a REAL ID-compliant license, you'll need to visit your state's driver's license agency with the following documents:
Proof of identity (e.g., birth certificate, passport)
Proof of Social Security number (e.g., Social Security card)
Two proofs of residency (e.g., utility bills, bank statements)
Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.
To be considered for this vacancy you must apply and complete the online questionnaire and submit the documentation specified in the Required Documents section above.
The complete application package must be submitted by 11:59 PM (EST) on 07/28/2025 to receive consideration.
To begin, click Apply to access the online application. You will need to be logged into your USAJOBS account to apply. If you do not have a USAJOBS account, you will need to create one before beginning the application.
It is your responsibility to ensure your application package (resume, supporting documents, and responses to the questionnaire) is complete, accurate, and submitted by the closing date.
To verify or check the status of your application, log into your USAJOBS account. Once logged in, the Welcome screen lists your applications, your application status and the date it was last updated. For information on what each Application Status means, visit: https://www.usajobs.gov/Help/how-to/application/status
DON is an Equal Employment Opportunity Employer. All qualified candidates will receive consideration without regard to race, color, national origin, religion, sex, age, mental or physical disability, genetic information, reprisal, marital status, political affiliation, sexual orientation, or any other non-merit factor. The DON provides reasonable accommodations to applicants with disabilities. Applicants with disabilities who believe they may require reasonable accommodation(s) should email their request to MILL_HQ_NAF_HR.FCT@navy.mil to ensure proper consideration is given.
NSA Hampton Roads VA
1682 Piersey Street Bldg KN
Norfolk, VA 23511
US
Next steps
Using the required qualifications of the position, a standardized rating and ranking criteria of knowledge, skills, and abilities will be used to screen and assess each application.
If you provided an email address, you will receive an email message acknowledging receipt of your application. Times may vary during the hiring process, as your application status updates/changes you will be notified with a notification letter via email.
Please notify us if your contact information changes after the closing date of the announcement. Also, note that if you provide an email address that is inaccurate or if your mailbox is full or blocked (e.g., Spam Blocker, etc.), you may not receive important communication that could affect your consideration for this position.
Fair and transparent
The Federal hiring process is set up to be fair and transparent. Please read the following guidance.
