Fleet & Family Services Administrative Assistant

Full Job Description

Serves as an FFSC Administrative Support Assistant within Commander Navy Installations Command (CNIC), Fleet & Family Readiness Department (N9), Family Readiness Division (N91), Fleet & Family Support Program (FFSP).

The primary purpose of this position is to provide a wide range of administrative and program support in direct support of the Fleet & Family Support Center Site Director.

Performs a variety of administrative/office automation duties in supporting Program.

Naval Base Kitsap N91 At least two years' experience providing effective customer service in a social service setting, to include demonstrated experience in handling a high volume of requests preferred 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.

Knowledge of the operations, regulations, and guidelines of the FFSC Programs sufficient to perform the duties of the position.

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 military organization, missions, lifestyles, and situations, which can contribute to family stress, problems, and crisis-situations. Knowledge of and skill in English grammar and usage.

Knowledge of the Navy and DOD information systems used to document and account for non-medical counseling requirements and services provided.

Knowledge of and skill in the use of web-based applications to facilitate completion of work assignments. Knowledge of procedures for travel and training requests.

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

Skill in the use a personal computer and a variety of software programs to facilitate work assignments.

Skill in preparing reports, letters, and memoranda detailing findings and recommendations from the FAP.

Skill in oral and written communication in order to prepare administrative forms and letters related to the FAP/IDC/CCSM and information to Commanders.

Skill in the use of Microsoft Office Programs (e.g. Word, Excel, Point, Outlook). Ability to enter data accurately.

Ability to perform concurrent tasks, set priorities, coordinate completion within required deadlines and formulate plans of action and milestones for task accomplishments.

Ability to adapt to changing work conditions, frequent interruptions, and pressures of short deadlines. Major Duties:

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 take 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.

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.

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.

Serves as Total Workforce Management Systems (TWMS) training coordinator and inputs training certificates completed by FFSP staff.

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. Reconciles monthly purchase card accounts. Maintains records to ensure compliance with purchase card guidelines.

Conducts special projects and assignments as assigned by the supervisor/site manager.

May be provided material to research, develop and/or formalize issue papers; Power Point formatted briefings/presentations, instructions and Standard Operating Procedures (SOPs); official Navy messages; Memoranda or Agreements (MOAs); and other documents.

Performs timekeeping functions and advises management and staff on procedures and regulations for completing and certifying time and attendance records. Prepares/inputs time and attendance records.

Creates and/or maintains a database for program statistical tracking. Makes backup copies of stored data, as appropriate.

May be assigned as Building Manager to submit and track maintenance work requests to coordinate work requests, trouble calls, telephone or IT issues.

Performs other management support duties as assigned.