NON APPROPRIATED FUNDS
ANNOUNCEMENT NUMBER #21-439
LOCATION OF POSITION: Morale Welfare and Recreation (MWR), Fleet & Family Support Center, NAS Pensacola FL
OPENING DATE: 11/05/2021 CLOSING DATE: 11/10/2021
POSITION: Administrative Assistant/NF-0326-03 SALARY RANGE: $18.00-$21.00/PH
EMPLOYMENT CATEGORY: Full Time (Scheduled to work 35-40 hours weekly. May be required to work weekends, holidays, and rotating shifts. Eligible for ALL group benefits.)
AREA OF CONSIDERATION: Applications will ONLY be accepted from CURRENT Federal employees within the local commuting area.
DUTIES: Incumbent may perform some or all of the following duties as assigned: 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 FFSP Site, which may include, but is not limited to, the following tasks: 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). Screens intake calls appropriately (does not conduct intake), schedules routine appointments for clients and conveys information to clients. 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 operation of copier, fax machine, and computer equipment/software available for official use, as assigned. Submits appropriate repair requests, service request, and supply requests; and schedules routine maintenance, as necessary. Conducts follow-up with clients answering any question and providing assistance, as needed. Maintains referral directories, information of community resources, and similar office work pertaining to programs of the FFSP. Provides program information to Information and Referral and marketing staff for publications. Reviews, revises and maintains FFSP local standard operating procedures (SOP) FOR grammar, punctuation, and administrative content. Provides clerical /administrative assistance/support, as assigned, which may include, but is not limited to, the following tasks: 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/PII 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. 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. 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. Responds to routine and non-technical requests for information. This may involve determining whether or not to release the information and the requestor’s authority to receive the information; requesting guidance from the Supervisor/Site Manager when in doubt. Occasionally, makes special trips to local offices, inside or outside the building, to pick up or deliver special mail, correspondence or materials. Schedules appointments and makes arrangements for time, participants, and location of meetings that include, but are not limited to the Family Advocacy Committee (FAC), Incident Determination Committee (IDC) and Sexual Assault Case Management Group (SACMG) meetings. Records, types, and distributes minutes from these meetings. 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. 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. Coordinates the ordering and receiving of all FFSP supplies, materials, and equipment. Initiates preparation of requisitions for submission to the appropriate processing centers. Maintains status journals of received and outstanding material. Reconciles monthly purchase card guidelines. Establishes and maintains files to control l receipt of follow-up actions, stock records changes, requisition files etc. Monitors ongoing status of active requisition and keeps supervisor and other staff aware of status of orders. Monitors and tracks print/reproduction jobs for receipt of items and or the actual cost. Screens lists of special program requirements for availability of supplies. Develops and installs local procedures and techniques to achieve and maintain smooth and efficient supply acquisitions. The incumbent is also responsible for the management of minor property assigned to the property. Verifies accurate description, condition and quantity of all non-Automatic Data Processing (ADP) survey reports, when non-expendable property is lost, damaged, or destroyed. Reviews reports of excess property submitted by other FFSP installations or agencies for items that have potential for utilization. Prepares requisitions for items to be transferred. Reports, tracks and finalizes all building maintenance work requests. Maintains service logs on all maintenance issues within the FFSP complex. Serves as a centralized point of contact for a variety of group referrals. Tracks and maintains scheduling and completion dates of group participants to compile appropriate rosters for distribution. Conducts special projects and assignments as assigned by the Supervisor/Site manager. May be provided material to research, develop and/or formalize its papers; Power Point formatted briefings/presentations; instructions and Standard Operating Procedures (SOPs); official Navy messages; Memoranda or Agreements (MOAs); and other documents that require review and approval in accordance with Installation and Navy Correspondence Guidelines. Product expectations include preparation of charts, narrative information of program analysis, and written reports. 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. Typing is required. Performs timekeeping functions and advises management and staff on procedures and regulations for completing and certifying time and attendance record. Prepares/inputs time in applicable timekeeping programs for assigned staff and follows-up with appropriate staff to obtain required information .documents, i.e., leave request, etc. Maintains documents in electronic files for easy retrieval. Creates and/or maintains database for program statistical tracking. Makes backup copies of stored data, as appropriate. Performs other management support duties as assigned.
PHYSICAL EFFORT AND WORKING CONDITIONS: Work is primarily sedentary. Some walking, standing, bending and carrying of light items such as papers and files is required. Work is performed in a typical office setting that is adequately lighted, heated and ventilated.
MINIMUM QUALIFICATIONS: Must have 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. Must have skill in communicating with clients, management and leadership obtain information and explain regulation and agency procedures. This includes skill in drawing out and organizing relevant information form 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 condition that gave rise to the situation. Uses diplomacy and tact in dealing with other agency staff and when responding to class form clients tin 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 FFSP programs and the mission, functions and organizational structure of the FFSP, in general. Must have knowledge of procedures for travel and training requests. Must have 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. Must have knowledge of procedures for use of the DOD Government Purchase Card Program, and the ability to attain appointment as a purchase card holder. Knowledge of procedures involved in automated appointment system management.
NOTE: As a condition of employment, selectee(s) will be required to participate in the Direct Deposit/Electronic Funds Transfer within the first 60 days of employment. This is the DOD standard method of payment of personnel. Employees will be subject to administrative action for failure to enroll unless a waiver has been obtained.
As required by Executive Order 14043, Federal employees are required to be fully vaccinated against COVID-19 regardless of the employee’s duty location or work arrangement (e.g., telework, remote work, etc.), subject to such exceptions as required by law. If selected, you will be required to be fully vaccinated against COVID-19 and submit documentation of proof of vaccination by November 22, 2021 or before appointment or onboarding with CNIC, if after November 22. CNIC will provide additional information regarding what information or documentation will be needed and how you can request of CNIC a legally required exception from this requirement.
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