Clarification from the agency

Open to Public

NONAPPROPRIATED FUND POSITION DESCRIPTION 
 

JOB TITLE:      Administrative Specialist 
BUSINESS TITLE: Administrative Specialist (SACC) 
FLSA  :  Nonexempt 
JOB SERIES: 0303                                     PAY LEVEL:  NF03 

INTRODUCTION: 

This position is located in the Substance Assessment Counseling Center 
(SACC) section under the Marine and Family Programs Branch, Marine Corps Community Services Division, MCB Camp S.D. Butler, Okinawa Japan. The purpose of this position is to provide direct administrative support to the SACC Director and Clinical Program Manager of the Substance Assessment Counseling Center and leadership support to subordinate administrative staff. 

DUTIES AND RESPONSIBILITIES: 
Performs a variety of secretarial duties and responsibilities, which provide continuity, and efficiency of administrative office operations and procedures. Performs work related to the practical and technical aspects of office administration, including issues related to personnel administration, data processing, and files management. Serves as the secretary and personal assistant to the SACC Director by performing a variety of clerical and administrative duties and aids in the solution of procedural and management problems. Work requires an in-depth understanding of the SACC and how the various functional areas interrelate along with a broad understanding and procedural knowledge of budgeting, purchasing, personnel and information processing. Collects data for several office operations, analyzes data, sets up controls to monitor data, and independently troubleshoots data as needed. Assists in maintaining multiple databases for the SACC ensuring appropriate security mechanisms are in place at all times.  

Independently identifies and resolves routine matters that do not require the attention of superiors; determines what office or individual can be contacted for handling technical problems when superiors are not available. Responds to requests for information concerning organization functions and actions, and in the absence of the SACC Director, ensures that requests for action or information are made known to responsible personnel who can satisfy the request. Maintains positive working relationships with all organizational customers and stakeholders to assist the SACC Director in carrying out delegated responsibilities. Provides administrative guidance to subordinate clerical staff.  

Performs support work such as the following: Establishes and maintains office technical and administrative files in accordance with applicable regulations. Takes initiative or following a general idea, verbal instruction, or rough note, composes written correspondence in accordance with applicable regulations and guidance. Reviews outgoing correspondence and reports, ensuring compliance with Naval Correspondence requirements and general compliance with established policies and procedures. Receives and reviews incoming correspondence, determines those which can be acted upon personally, and takes the necessary action. If required, forwards these items to appropriate personnel. Assists personnel in interpreting instructions and completing actions and directives that may affect the organization. Establishes suspense files of action correspondence, monitors progress of outstanding suspense, obtains extensions of suspense dates, as required, and informs supervisor of suspense status. Operates computer terminal and other automated office equipment to type correspondence, reports, etc., in a variety of formats and to perform other office support functions.  

Conditions of employment

• See Duties and Qualifications

EVALUATIONS:

Qualifications

BASIC REQUIREMENTS: 

Three years experience that demonstrates a broad knowledge of administrative practices and principles, OR  experience that demonstrates the ability to perform duties in this Position description. Relevant education may be used as substitute for experience. 

QUALIFICATION REQUIREMENTS:  

1. Skill to organize and coordinate multiple high visibility projects simultaneously. 

2. Skill to prepare documentation and presentations in proper format in accordance with Naval Correspondence rules of grammar and punctuation.

3. Knowledge of a variety of support functions such as gathering statistical data, monitoring and reporting on support budgets, assisting in developing financial plans; obligating funds, liquidating travel claims. 

4. Skill to deal with employees at various levels in the organization and to represent the division with customers external to the organization. 

5. Knowledge of administrative and management concepts, policies and procedures sufficient to enable the incumbent to analyze administrative policies and ramifications, devise and install procedures and office practices, and foresee administrative problems and requirements. 

6. Ability to express oneself orally and in writing in a highly professional manner to meet and interact with diversified groups and organizations and to compose written reports and materials clearly, concisely and effectively.   

7. Knowledge of computer software applications such as Microsoft Office, email and maintenance of databases. 

This position is designated as a Position of Trust, and the incumbent must be eligible for a background check.  Appointment and continued employment is subject to a favorable National Agency Check (Tier-I) Background Security Investigation.

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.