Clarification from the agency

Open to Public

NONAPPROPRIATED FUND POSITION DESCRIPTION 

JOB TITLE: ADMIN SPEC                                                                                                                                                       JOB CODE: 030221 

BUSINESS TITLE: Transition Readiness Program Assistant                                                                                              FLSA STATUS: NON-EXEMPT 

JOB SERIES: 0303                                                                                                                                                                   PAY LEVEL: NF-3

SUMMARY OF DUTIES: Serves as the Transition Readiness Program (TRP) Assistant, Personal and Professional Development (P&PD) Branch; Marine and Family Programs Division; Marine Corps Community Services. The purpose of this position is to support and assist the TRP by performing a variety of administrative and clerical duties requiring judgment, tact, and attention to detail. The TRP Assistant is a member of the TRP office which conducts and executes the installation¿s TRP duties to assist military members, and their families, as they transition to civilian life and complete all congressionally mandated requirements per Congressional Public laws, Department of Defense Instructions (DoDI), Marine Corps Orders and other directives. 

DUTIES AND RESPONSIBILITIES: 

Serves as the initial point of contact for the program; greets and receives clients and assists in identifying the immediacy of need, screens calls, and provides warm handoffs to appropriate service providers. Assists clients with scheduling transition assistance activities, counseling, and classes and provides reminder/follow-up communication to clients. Arranges and maintains appointment calendars for the TRP office as directed. Ensures clients¿ service needs are met by making scheduling adjustments to support attendance and by providing follow up support to ensure communication is provided in a timely manner through approved or preferred communication channels. Accommodates clients based on needs. Assists military members transition into the civilian sector by determining the type of support and/or assistance needed or requested, assessing if more intensive service is needed, and making appropriate referrals as needed. 

Drafts and proofreads complex correspondence per applicable guidelines and Naval correspondence manuals. Produces spreadsheets, graphs, charts, and reports; and collects data and compiles administrative reports. Supports all administrative-related duties associated with conducting unit-level inspections through the Commanding General¿s Inspection Program (CGIP) and Marine Corps Family Program (MCFP) Certification; participates in MCFP certification interviews and observations as requested. Maintains program literature, materials, social media, and all other marketing materials and resources. Coordinates marketing requests with the TRP leadership and the marketing department as needed. Participates in program outreach events as directed. Attends professional meetings, education conferences, training workshops, HQMC conference calls, and annual trainings as required, to maintain and improve professional competence. 

Assists in the scheduling and coordination of all seminars, workshops, courses, and events such as career/job fairs, Pre-Separation Counseling Briefs, Unit Transition Coordinator (UTC)/Commander/Designee training, Transition Readiness Seminar (TRS) courses, and all other as directed. Maintains classroom schedules and takes attendance. Follows up with clients and reschedules appointments to ensure mandated hours of instruction are met. Ensures the necessary audio-visual equipment is available and operational. Assists in classroom setups to include seating, training aids, flip charts, whiteboards, and podiums to maximize training effectiveness. Arranges and coordinates meetings and conferences and takes and prepares meeting notes. Arranges and assists with the preparation of travel and transportation requests and documents as directed. Maintains adequate supplies to support TRP¿s NF-0303-03, TRP Assistant MFS1726 programs and events. Coordinates maintenance requests, and installation visit requests for visiting guests and facilitators. Maintains continuous communication throughout the installation, other TRP offices, HQMC, external agencies, schools and nonprofits to successfully market the program, provide outreach to eligible service members, communicate local career and education fair opportunities, TRP events and provide updates to literature as needed. 

Provides World Class Customer Service with an emphasis on courtesy. Assists clients and communicates positively in a friendly manner. Takes action to solve problems quickly. Alerts the supervisor, or proper point of contact for help when problems arise. Adheres to safety regulations and standards. 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. 

Performs other related duties as assigned. This is a white-collar position where occasional lifting up to 20 lbs. may be required.

Conditions of employment

• See Duties and Qualifications

EVALUATIONS:

Qualifications

MINIMUM QUALIFICATIONS: Three years¿ experience that demonstrates a broad knowledge of administrative practices and principles in the performance of clerical duties such as typing, filing, record keeping, multi-line phone coverage, etc. Must be able to operate a personal computer, printer, etc., and have current knowledge of various office computer programs and software applications. Proficient knowledge of Microsoft Office software suites. Skill to prepare documentation and presentations in proper format in accordance with naval correspondence rules of grammar and punctuation. Relevant education may be substituted for experience. 

In-depth knowledge and understanding of benefits for service members. Ability to ascertain the needs of clients and provide appropriate guidance. Must be able to incorporate and rapidly adapt to changing facets, priorities, and procedures. 

Basic knowledge of 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. Ability to collect, evaluate, and disseminate information. 

Demonstrated ability to manage and prioritize a multitude of tasks, often under strict timelines, while continuing to provide support to a variety of personnel. Skills to organize and coordinate multiple projects simultaneously. 

Excellent oral and written communication skills. Experience that reflects the ability to communicate effectively and professionally both orally and in writing. Skill in establishing and maintaining effective working relationships using tact, diplomacy, emotional intelligence, and overall professionalism. Knowledge of customer service practices and principles. 

Must be able to obtain and maintain a Secret Clearance.

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.