FFSP Admin Support Specialist

Fleet and Family Support Center Lemoore; Lemoore (CA); On-site; USD 42,000 - 64,000; Full time

Job summary

Fleet and Family Support Center Lemoore seeks a detail‑oriented Administrative Specialist to provide comprehensive office support to the Site Director and FFSC programs. You will handle front-desk tasks, correspondence, scheduling, and data entry with accuracy and discretion.

Responsibilities include managing calendars, coordinating meetings and classroom reservations, preparing reports, maintaining files, and assisting with procurement and personnel records while ensuring compliance with

Qualifications

• Knowledge of business and military correspondence.
• Knowledge of administrative procedures including record keeping and office facilities management.
• Ability to communicate effectively orally and in writing.
• Ability to work well with others.

Responsibilities

• Assists in facilitation and delivery of FFSC programs and services; provides full range of administrative support including front desk coverage.
• Coordinates calendars, room reservations, and meetings; tracks attendance and agendas.
• Maintains filing systems and templates; supports data entry in databases and spreadsheets.
• Supports procurement, travel, and personnel recordkeeping; assists with training and staff scheduling.
• Ensures compliance with security requirements and government policies.

Skills

Administrative procedures

Effective communication

Team collaboration

Military correspondence

Job description

Summary

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 and Family Support Center Site Director. Additionally, the incumbent performs a variety of other administrative/office automation duties in support of the Program.

Summary

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 and Family Support Center Site Director. Additionally, the incumbent performs a variety of other administrative/office automation duties in support of the Program.

Duties

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Assists in facilitation and delivery of FFSC programs and services within the scope of responsibilities. Performs full range of administrative support functions to include front desk coverage for customer service.

Provides customer support and direction to coordinate gate passes and identification badges, coordinates and documents classroom reservations/assignments using the front-desk calendar, provide audio-visual equipment support; offers and records video use for children in customer waiting area, and maintains customer service areas to include stocking of marketing materials.

Provides administrative support to the FFSC Director and staff in the following areas: clinical calendar management; updates and maintains task tickler addressing on-going report requirements, new tasks and action-item tracking; provides VTC/web conference reminders; routes incoming correspondence, and coordinates key FFSC meetings-maintaining up-to-date attendee lists, and sending out notification reminders and agendas for meetings and trainings.

Completes correspondence using word processing, excel, PowerPoint, and other approved computer programs as required.

Maintains automated and accessible correspondence templates and maintains central filing system in accordance with FFSC and Program requirements.

Creates/maintains databases (logs) for tracking supplies, print orders, and training and travel requests, and inputs data into other established spreadsheets, databases, and programs (budget, manpower, training, FFSMIS, TWMS, ESAMS, etc.).

Updates, disseminates, and/or ensures staff awareness of Standard Operating Procedures addressing administrative/personnel issues.

Provides administrative support for facilities and equipment management: completes NMCI trouble calls; processes and tracks facilities/Public Works (Maximo) Requests; maintains FFSC key-log and inventory; checks Fire Extinguishers; updates marketing venues to include marquees, posters, and other marketing tools; coordinates maintenance service for copiers and printers, maintains and/or reports facilities issues for immediate resolution.

Provides clerical support to FFSC Director with personnel matters: gathers and/or inputs timecard information in accordance with time requirements; updates and maintains staff recall lists, telephone trees, and volunteer information; inputs personnel information in accordance with strict guidance in authorized personnel programs; completes training and travel requests/orders.

Maintains centralized personnel and training records for the FFSC staff; provides assistance as needed for tracking status of background checks, privileging/credentialing requests and other personnel requirements.

Provides support to clinical and educator staff regarding workshops and briefings, e.g., arranges for location, arranges for the necessary equipment, prepares equipment set-up, and types and prepares materials as necessary.

Collects and submits supply requirements across both sites, assists in procurements ensuring strict adherence to authorization, receipt, and verification requirements for purchases and training requests in accordance with formal guidance.

Requirements

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Conditions of employment

• Must successfully pass the E-Verify employment verification check. Any discrepancies must be resolved as a condition of employment.
• Must meet federal suitability requirements including successful completion of background investigation and obtain/maintain a Secret Security Clearance (T3).
• Must meet federal suitability requirements including successful completion of background investigation.

Qualifications

• Knowledge of business and military correspondence.
• Knowledge of administrative procedures to including record keeping, management of office facilities, resources, and materials.
• Ability to communicate effectively orally and in writing.
• Ability to work well with others.

Education

This position does not possess a positive education requirement.

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 Installations 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.

Non-U.S. citizens with fewer than three years of recent residential history in the U.S. may be determined ineligible for employment.

Some positions have special requirements. Selectee may be required to complete a one (1) year probationary period. Participation in Direct Deposit/Electronic Fund Transfer within the first 30 days of employment is required.

In accordance with the Real ID Act of 2005, if a candidate or new hire requires access to a military installation and does not have a REAL ID, identity will need to be established. Identity is established by presenting either one (1) Acceptable Credential or by presenting an acceptable combination of Source Identify Documents. Acceptable Credentials are listed in List A and Acceptable Source Identity Documents are listed in Lists B and C in the link below (page 3). If using an Acceptable Credential, only one (1) from List A is required and if using Acceptable Source Identity Documents, one (1) from List B and one (1) from List C is required. https://www.oni.navy.mil/Portals/12/Vistors/Base%20Access%20Form.pdf?ver=2017-08-28-065204-693

Candidates should be committed to improving the efficiency of the Federal government, passionate about the ideals of our American republic, and committed to upholding the rule of law and the United States Constitution.

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