Office Automation Assistant

Full Job Description

The incumbent serves as an FFSC Administrative Support Assistant within Commander Navy Installations Command (CNIC), Fleet and Family Readiness Department (N9), Fleet and Family Support Program (FFSP).

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 FFSC Site Director.

Additionally, the incumbent performs a variety of other administrative/office automation duties in support of the Program.

Major Duties Continued 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 materials. Reconciles monthly purchase card accounts. Maintains records to ensure compliance with purchase card guidelines.

Establishes and maintains files to control receipt of follow-up actions, stock records changes, requisition files etc.

Monitors ongoing status of active requisitions and keeps supervisor and other staff aware of status of orders. Monitors and tracks print/reproduction jobs for receipt of items and for 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) property. Develops and prepares excess property lists.

Prepares 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.

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 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.

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.

Prepares/inputs time and attendance data into 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 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 and liaison with installation departments to coordinate work requests, trouble calls, telephone or IT issues.

Performs other management support duties as assigned.

QUALIFICATIONS: Resumes must include information which demonstrates experience and knowledge, skills, and ability (KSAs) as they relate to this position.

Applicants are encouraged to be clear and specific when describing their experience level and KSAs.

A qualified candidate possesses the following: Knowledge of the policies, regulations, procedures, and 1 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 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. Knowledge of procedures for time and attendance reporting, record keeping. Major Duties:

MAJOR DUTIES: 1.

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. 2.

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.

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. Work is primarily sedentary.

However, some walking, standing and lifting of boxes weighing up to 15 pounds may be required. Major Duties Continued under Qualifications.