Clarification from the agency

Open to Public

NON APPROPRIATED FUNDS POSITION DESCRIPTION

JOB TITLE:      Administrative Assistant
BUSINESS TITLE:    Administrative Assistant (Aquatics)
SERIES:    0303                                                       PAY LEVEL: NF -02 

INTRODUCTION:
This position is located in the Aquatics Section, Semper Fit Branch, Marine Corps Community Services (MCCS), Camp S.D. Butler, Okinawa, Japan.  The primary purpose of this position is to perform a variety of general administrative functions in support of the Aquatic Program.

DUTIES AND RESPONSIBILITIES: 
Performs all of the following duties requiring the understanding of work procedures, instructions and regulations pertaining to the operations of the Aquatics Program. Receives incoming telephone calls and email messages, determines the identity of the caller, the nature of the inquiry and directs it accordingly or upon comprehensive knowledge of the request will provide an answer.

Assists/greets incoming customers, responding independently to non-technical, questions and/or requests. Acts as the central source of information on the activities of the Aquatics Program. Assists in maintaining the overall appearance and cleanliness of the office.

Completes time cards biweekly; this includes recording annual leave, sick leave, overtime, and compensatory time. Reviews time cards for accuracy and completeness and submits them to appropriate facilities.

Assists in typing Naval Correspondence forms, including but not limited to; Memorandums, Standard Operating Procedure's (SOP), Letter of Instruction's (LOI), Base Order's (BO), Marine Corps Base order's (MCBO), Policy Memorandum's, Director's Policy Memorandums, Action Briefs, Point Papers, Staff Routings, letters, etc.  Reviews outgoing correspondence for accuracy in format, grammar, punctuation, and spelling ensuring that all necessary supporting document or enclosures are attached.  Maintains files, ensures correspondence is stored in proper SSIC sequence; ensures correspondence is maintained per current directives on how to mark outside of file cabinets; removes files from cabinets at end of prescribed maintenance period; establishes new file folders at beginning of calendar year; provides expert technical advice and training to MCCS Branch Heads on establishment and maintenance of branch files.  

Uses office machines such as computers, typewriter, XEROX machine, facsimile, calculator, multi-line phones, and Dictaphone. Ensures all tenets of EEO and Safety Regulations are followed. 
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.

This is a white collar position and occasional lifting of up to 20 pounds may be required.

Performs other related duties as assigned.
 

Conditions of employment

• See Duties and Qualifications

EVALUATIONS:

Qualifications

BASIC REQUIREMENTS:    

1. Must be at least 18 years old AND have graduated from high school or been awarded a certificate equivalent to graduating from high school;
   (Valid documentation will be required upon hire.)
2.  A minimum of one year experience in responsible clerical support work, which demonstrates ability to perform the work of the position.

QUALIFICATION REQUIREMENTS:

1. Ability to learn organization's functions and procedures sufficient to receive visitors or telephone calls, distribute mail, and maintain files, etc. 
2. Ability to read and interpret specific procedural guides such as instructions, manuals, established policies and procedures for assigned tasks such as filing, distributing mail, or ordering supplies, which are directly applicable to the work. 
3. Ability to possess knowledge of the Naval Correspondence Manual.
4. Ability to type 40+ wpm and must have knowledge of the following computer programs: Windows, Outlook Express, Microsoft Word, Excel, and PowerPoint 
5. Have a strong command of the English language to include written and oral skills.
6. Possess excellent customer service, interpersonal skills, tact, and problem-solving abilities, a team player and actively looking for a way to help people.
7. Must be able to obtain and maintain a National Agency Check with Inquiries and State Criminal History Repository Check (Tier 1) with Childcare background checks which are required for positions that involve working with children under the age of 18.
8. Must be able to obtain certifications in standard first aid, CPR, and AED.
9. Employees hired into this position are required to complete the Blood and Body Fluids (BBF) medical certification within 60 days of their start date. This post-hire certification ensures compliance with Occupational Health guidelines and supports safe operational readiness for duties involving potential exposure risks.

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.

Certification:  I understand the scope and nature of the above duties.

                  ___________________________________                                                                                                                         __________________________________
                         Print name of employee                                                                                                                                                         Signature of employee & Date
 

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.