Clarification from the agency

Open to Public

JOB TITLE:        Administrative Specialist
BUSINESS TITLE:    Administrative Specialist
                                                                                                                            FLSA:   Nonexempt 
JOB SERIES:                 0303                         PAY LEVEL:   NF-03

INTRODUCTION: 
This position is located within various Club operations assigned to MCB Camp S.D. Butler, Marine Corps Community Service (MCCS) Division, Business Operations Branch, Food & Beverage Section.  The position serves as the Secretary/Administrative Office Manager for their assigned club and will provide both administrative support and general operational assistance to their appointed club manager/supervisor.

The primary function of the position is to assist the club manager in ensuring the overall operational efficiency of club operations, to include both:  (1) back office administrative support (primary function), as well as (2) front-of-house operational support (secondary function), which may include oversight of all areas of food & beverage preparation and customer service in absence of their appointed Club Manager or other club management staff.  

Performs daily responsibilities independently, to include a variety of administrative duties requiring a substantial level of judgment, experience and discretion.  Screens calls and visitors, personally handles a good majority of requests for information and refers others, as appropriate.  Types correspondence, reports and other materials in final smooth format.  Prepares and maintains various files, operational records and financial reports related to club operations.  Reviews all incoming correspondence, determining proper action and/or distribution.  Reviews outgoing correspondence and reports ensuring proper format and concurrence with established policies/directives.  Maintains appointment calendar, schedules meetings, and tracks report suspense for assigned club manager/supervisor according to workload and current issues of importance.  Assists in the administrative management of assigned club¿s operating budget, to include developing spending projections/predictions, as may be required to provide club manager/supervisor with the best information from which to make informed operational management decisions.  May serve as a Petty Cash custodian.

Assists in ordering and purchasing supplies, equipment and other items necessary for club operations; submitting maintenance work requests; and ensuring the accuracy of time & attendance records for both NAF and GOJ staff.  Administratively assists the club manager in developing the assignment of duties and work schedules for all employees, in order to maximize productivity and ensure financial stability.  May perform cashier duties and serve as deposit verifier.  Helps to ensure that detailed receipts and records are kept and reconciled with daily/weekly/monthly statements or reports, in accordance with established policies and directives.  May oversee stock controls and assist in preparing and submitting requests for all supplies and equipment to the appropriate source.  Ensures that the receipt of said supplies and equipment is done correctly.  Maintains inventory workbooks for assigned facilities.  Creates transfer documents as needed.  Assists with monthly physical inventory counts and data entry.

Administratively tracks all facility-based contracts and Blanket Purchase Agreements (BPA) to ensure that the facility remains within agreed upon spending limits and that contracts and BPAs are still valid before committing assets against them.  Administratively tracks contract labor usage ensuring that any needed modifications are bought to the prompt attention of the club manager. Reconciles order sheets regularly for submission to the appropriate authority.  

Conditions of employment

• See Duties and Qualifications

EVALUATIONS:

Qualifications

BASIC REQUIREMENTS:

1.  A 2-year degree from an accredited college or vocational school in fields related to duties of the position being filled and one year of specialized and progressively more responsible clerical/administrative/secretarial work experience, which demonstrates the ability to perform the work of the position; OR three years of specialized and progressively more responsible clerical/administrative/secretarial experience, which demonstrates the ability to perform the work of the position;  OR an equivalent level of education and experience equivalent to that gained in the above.
2. Experience in a food, club or hospitality-related operation is highly desired.
3. Experience managing inventories is highly desired.
4. Must be able to accommodate a flexible work schedule that may include occasional weekend, holiday, and evening shifts.

QUALIFICATION REQUIREMENTS:

1. Must possess an outgoing, sociable and friendly demeanor, in order to interact positively with customers on a daily basis.
2. Must complete Cash Handling Training before handling funds, as well as complete a Refresher Course once per year.
3. Must be able to complete Controlling Alcohol Risks Effectively (C.A.R.E) Instructor training to assure the responsible serving of alcohol.
4. Must have a demonstrated ability to lead and direct staff, and to resolve problems or disputes responsibly.
5. Advance knowledge of Microsoft Office software and applications including Microsoft Word, Excel, Access, and PowerPoint.
6. Must be able to favorably complete USNH PIC (Person In Charge) and or Serve Safe Food Manager training.

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.