Clarification from the agency

Open to Public

NONAPPROPRIATED FUND POSITION DESCRIPTION

JOB TITLE:   Administrative Specialist 

JOB SERIES: 0303                                                                                       PAY LEVEL: NF-03

INTRODUCTION:

This position is located in the Athletics Section, Semper Fit Branch, Marine Corps Community Services (MCCS), Camp S.D. Butler, Okinawa, Japan. The primary purpose of this position is to perform duties in support of the Semper Fit Branch which includes Athletics, Aquatics, Single Marine Program, and Health Promotion sections. This position performs a variety of responsible administrative functions and reports directly to the Chief of Semper Fit and the Athletic Program Manager.

DUTIES AND RESPONSIBILITIES:

As an office manager and administrative liaison for the Semper Fit Program Office, this position performs a variety of responsible administrative and clerical duties requiring a substantial level of judgment, experience, and attention to detail.

Organizes workflow into and out of the Semper Fit Program Office which supports multi-mission fitness centers, an Adult Sports Program, Youth Sports program, Aquatics, Health Promotion and the Single Marine Program. Will be the primary administrative contact for the Athletic program. Establishes status of actions for program administrative operations.   

Develops internal policies, procedures and work methods affecting administrative management operations. Ensures compliance by managers and supervisors by reviewing and revising studies, reports, correspondence for accuracy and proper format and determines the next action required and its priority. Establishes suspense dates to collect responses and submits information as required by requestor.   

Collects and compiles administrative reports on a daily, weekly, monthly, quarterly, semi-annual and annual basis; maintain files and directives database. Manages contract labor and service request databases. Gathers, collates and maintains program statistical data for the Athletic program.  Maintains official files. Arranges and maintains appointment calendars for the Chief of Semper Fit and Athletic Program Manager.                                                                                     

Uses a personal computer and various office technologies to transmit correspondence, create reports, briefs, databases, spreadsheets, graphics, slide shows and presentations; manipulates data to meet presentation and report requirements. Updates website and social media to keep patrons informed of program operations and events. Generates and reviews correspondence in naval correspondence format; enforces and trains employees on proper naval correspondence rules and correct grammar, spelling, capitalization and punctuation. Facilitates methods for automating reports and correspondence. 

Receives phone calls, visitors, complaints from internal and external entities and delivers messages; collects and reviews section timecards for supervisor's signature; schedules and conducts training sessions; monitors and distributes personnel paperwork such as selection and recruitment requests, personnel actions, training notices, performance reviews, position descriptions, and purchase requests. Maintains stock of office supplies. Makes arrangements for special events. Assists the Athletic Program Manager with facility inspections.                                                             

Conditions of employment

• See Duties and Qualifications

EVALUATIONS:

Qualifications

QUALIFICATION REQUIREMENTS:

1. Knowledge of basic administrative policies, principles, concepts, and procedures, and the ability to apply such knowledge in performing work within established procedures and systems, including the ability to maintain confidentiality and professionalism.
2. Demonstrated ability to manage and to prioritize a multitude of tasks, often under strict timelines, while continuing to provide support to a variety of personnel.
3. Ability to type 40+ wpm and must have knowledge of the following Microsoft programs: Windows, Outlook Express, Word, Excel, and PowerPoint.
4. Ability to read and interpret specific procedural guides such as instructions, manuals, established policies and procedures for assigned tasks such as maintaining files, distributing mail, receiving visitors or telephone calls, or ordering supplies, all of which are directly applicable to the work.
5. Ability to gain knowledge in SharePoint and Naval Correspondence Manual.
6. Experience that reflects the ability to communicate effectively in English both orally and in writing with co-workers, MCCS employees, managers, and extended contacts using proper tact and diplomacy.
7. Demonstrated ability to follow verbal instructions and possess computer and office technology skills necessary to transform said instructions into cohesive, written documents reflecting appropriate grammar, spelling, and punctuation.
8. Must possess excellent customer service, interpersonal skills, tact, and problem-solving abilities, a team player, and proactively identifying opportunities for continuous improvement. 
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.
10. Must be able to obtain CPR/First Aid/AED certification.

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.