FFSP Office Automation Assistant

Administrative Assistant

Serve as an Administrative Assistant within Commander, Navy Installations Command, Fleet and Family Readiness Department, Family Readiness Division, Fleet and Family Support Program. 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 Fleet & Family Support Center Site Director. Additionally, the incumbent performs a variety of other administrative / office automation duties in support of the Program.

Responsibilities :

• 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 takes 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.
• 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.
• Reports, tracks, and finalizes all building maintenance work requests.
• Maintains service logs on all maintenance issues within the FFSP complex.
• 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.
• 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.

Requirements :

Conditions of Employment :

Qualifications :

Knowledge of the policies, regulations, procedures, and reporting requirements governing the programs of the FFSP; and broad knowledge of the various elements of all other FFSP.

Skill in communicating with clients, management and leadership to obtain information and explain regulations and agency procedures.

This includes skill in drawing out and organizing relevant information from persons who are often unaware of legal and procedural requirements, which may apply to a presenting problem and are angry and distressed due to the conditions that gave rise to the situation.

Uses diplomacy and tact in dealing with other agency staff and when responding to calls from clients in stressful and emotional situations.

Knowledge of English grammar and usage, format, and procedural requirements.

Skills in writing and oral communication to write / type letters, memoranda, and reports, and clearly explain complicated regulations, procedures, and concepts to persons outside the agency.

Knowledge of the organization of office files and the purpose and content of documents in the files.

Knowledge of the clerical steps in processing files and retrieving information in files to prepare reports and maintain suspense records.

Skill in operating a personal computer and software packages used by the FFSP.

A fully qualified typist is required.

Skill in text insertion, deletion, retrieval, manipulation, copying, printing and editing functions on word processing systems.

Knowledge of techniques to develop briefings for specific FFSC programs and the mission, functions and organizational structure of the FFSP, in general.

Knowledge of procedures for travel and training requests.

Knowledge of procedures for time and attendance reporting, record keeping.

Knowledge of the duties, priorities, commitments, policies, and program goals of the supervisor in order to perform non-routine assignments.

Knowledge of procedures for use of the DOD Government Purchase Card Program, and the ability to attain appointment as a purchase cardholder.

Knowledge of procedures involved in automated appointment system management.

Education : N / A

Additional Information :

Executive Order 12564 requires a Federal workplace free of illegal drugs. According to the Executive Order, all Federal employees are required to remain drug free throughout their employment. Commander, Navy Region Mid-Atlantic Command is a Drug-Free Federal Workplace. The use of illegal drugs will not be tolerated, and use of or intoxication by illegal drugs will result in penalties up to and including removal from Federal Service.