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Fleet and Family Support Center Administrative Support Assistant

Fleet and Family Support Center Administrative Support Assistant

Clearance JobsGulfport, MS, US
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Secret Unspecified Business - Support

Gulfport, MS (On-Site / Office)

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 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.
  • 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.
  • 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.
  • Responds to routine and non-technical requests for information.
  • 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 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.
  • 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.
  • Conditions of Employment

  • Must meet Federal Employment suitability requirements and successful completion of background investigation. Background investigations are conducted using fingerprint identification and completion of background inquiry forms.
  • Must successfully pass the E-verify employment verification check. Any discrepancies must be resolved as a condition of employment.
  • You must go through a Personal Identity Verification (PIV) process that requires two forms of identification from the Form I-9.
  • May be required to pass pre-employment examinations.
  • Must provide proof of U.S. Citizenship or U.S. National.
  • A valid State driver's license is required to operate motor vehicles.
  • Must have your salary sent to a financial institution of your choice by Direct Deposit / Electronic Funds Transfer.
  • Selective Service Registration is required for males born after 12 / 31 / 1959.
  • Incumbent is required to hold a secret security clearance.
  • May be required to make special trips to local offices (up to 20%), inside or outside the building, to pick-up or deliver special mail or materials or to other local sites as a short-term fill-in when directed.
  • This is a non-critical sensitive position requiring access to IT II system and / or PII. Access to the computer network is required to maintain information and data.
  • Qualifications

    In order to qualify for this position, your resume must provide sufficient experience and / or education, knowledge, skills, and abilities to perform the duties of the specific position for which you are being considered. Your resume is the key means we have for evaluating your skills, knowledge, and abilities, as they relate to this position. Therefore, we encourage you to be clear and specific when describing your experience. All non-government positions identified on your resume must include complete address and to and from dates. Government positions must include pay plan, series, grade, to and from dates and address of the agency / organization.

  • Two years of specialized experience directly related to the duties described below.
  • Qualifying experience must have been equivalent to the next lower level in the normal line of progression.
  • Specialized experience must demonstrate the following :
  • 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.
  • 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 FFSP 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 to perform nonroutine assignments.
  • Knowledge of procedures for use of the DOD Government Purchase Card Program, and the
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