The incumbent serves as an FFSC Administrative Support Assistant within Commander Navy Installations Command (CNIC), Fleet and Family Readiness Department (N9), 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 FFSC Site Director. Additionally, the incumbent performs a variety of other administrative/office automation duties in support of the Program.
The incumbent serves as an FFSC Administrative Support Assistant within Commander Navy Installations Command (CNIC), Fleet and Family Readiness Department (N9), 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 FFSC Site Director. Additionally, the incumbent performs a variety of other administrative/office automation duties in support of the Program.
This position is open to the public, Oahu Wide.
MAJOR DUTIES:
1. 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. The employee plans and carries out assignments with considerable independence. 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.
2. 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. Prepares monthly TWMS reports of pending training requirements, as requested.
Using a personal computer, types narratives and tabular material, such as memoranda, evaluations, correspondence, reports, travel/training documents, etc., from rough draft or revised typed draft. Types in accordance with Navy Correspondence Manual and other applicable guidance for review by originator and supervisory chain.
Work is primarily sedentary. However, some walking, standing and lifting of boxes weighing up to 15 pounds may be required.
Major Duties Continued under Qualifications.
Major Duties Continued
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. Verifies accurate description, condition and quantity of all non-Automatic Data Processing (ADP) property. Develops and prepares excess property lists. Prepares Survey reports, when non-expendable
property is lost, damaged, or destroyed. Reviews reports of excess property submitted by other FFSP installations or agencies for items that have potential for utilization. Prepares requisitions for items to be transferred.
Reports, tracks, and finalizes all building maintenance work requests. Maintains service logs on all maintenance issues within the FFSP complex.
Conducts special projects and assignments as assigned by the supervisor/site manager. 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. Creates and/or maintains a database for program statistical tracking. 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.
QUALIFICATIONS:
Resumes must include information which demonstrates experience and knowledge, skills, and ability (KSAs) as they relate to this position. Applicants are encouraged to be clear and specific when describing their experience level and KSAs.
A qualified candidate possesses the following:
Associates degree or higher in business administration or business management is desired but not required.
OR Combination of Education and Experience: A combination of education and experience performing a full scope of administrative/clerical duties.
OR Experience: Two years of appropriate experience that demonstrated that the applicant has acquired knowledge needed for the position.
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.
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.
This position is open to the public, Oahu Wide.
The following documents are required at the time of application:
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 02/25/2026 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. To preview the Application Questionnaire, please click the following link: https://apply.usastaffing.gov/ViewQuestionnaire/12885195It 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. Additional information on how to complete the online application process and submit your online application may be found on the https://help.usastaffing.gov/Apply/index.php?title=Applicant 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/statusDON 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.
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.
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