Human Resources Assistant (Information Systems)

Navy Region Northwest Fleet and Family Readiness (FFR); Keyport (WA); On-site; USD 52,000 - 76,000; Full time

Job summary

Navy Region Northwest Fleet and Family Readiness (FFR) is seeking an Administrative/HR Support role within the Human Resources Branch. The position provides administrative, analytical, and management support to the NAF HR Office and involves handling sensitive personnel information, maintaining official files, and coordinating with payroll and program managers.

Responsibilities include data entry, document review, HR system administration, and preparing reports.

Qualifications

• One year of general administrative experience with at least six months specialized experience in HR or a similar field.
• Knowledge of basic HR operations principles, procedures, concepts, standards, and regulations.
• Proficiency with Microsoft Office Programs (Word, Excel, PowerPoint, Outlook).
• Ability to file and maintain records per standard office and record management procedures.
• Excellent customer service skills.
• Ability to perform routine fact-finding and data analysis.
• Ability to learn new systems and processes quickly.
• Strong oral and written communication skills.

Responsibilities

• Maintains accuracy and efficiency in managing large volumes of sensitive employee information.
• Prioritizes and completes administrative tasks in compliance with HR policies and deadlines.
• Maintains centralized Official Personnel Files for the region.
• Verifies documents for required information and corrects discrepancies.
• Inputs and maintains data using automated personnel systems and Microsoft Office tools.
• Tracks Personnel Action Reports to identify and resolve errors.
• Distributes copies of personnel actions to payroll and employees.
• Develops and maintains databases and trackers for reports and metrics.
• Processes annual performance appraisals and tracks incentive awards.
• Collaborates with program analysts to ensure data completeness and timeliness.
• Greets visitors and directs them to appropriate personnel.
• Assists potential applicants with questions about job openings and application procedures.
• Calculates service dates for employees with prior federal service to ensure pay and benefit accruals.
• Manages length-of-service awards program and related certificates.

Skills

MS Office

Data analysis

Customer service

Records management

Problem solving

Communication

Attention to detail

Adaptability

Tools

SAP

Job description

Summary

This position is assigned to the Human Resources Branch, Non-Appropriated Fund (NAF) Fleet and Family Readiness Support Services department of Fleet and Family Readiness Program (FFR), Commander, Navy Region Northwest. The purpose of this position is to perform Administrative, Analytical and Management Support to the NAF Human Resources Office.

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Duties

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Duties may include, but are not limited to:

• Supports Human Resources team by maintaining accuracy and efficiency in managing and processing large volumes of sensitive employee information.
• Utilizes advanced organizational skills to prioritize and complete miscellaneous administrative tasks, ensuring compliance with HR policies and deadlines.
• Maintains centralized Official Personnel Files for the region, ensuring record integrity by consolidating previous federal employment files, merging and organizing data, and documenting all new personnel actions.
• Reviews documents for required information, e.g. proper signatures, time periods, required elements and justification or remarks. Refers questionable items and discrepancies to responsible personnel assistant or manager for correction.
• Uses automated personnel system and Microsoft Office products to input, organize, and maintain data for purpose of easy retrieval or extracting reports and metrics.
• Inspects and tracks Personnel Action Reports to identify and resolve errors, such as duplicate actions and incorrect SAP-generated employee data, requesting missing documentation for personnel files
• Distributes copies of personnel actions to payroll for processing, and to employees for their personal records.
• Sustains multiple databases and spreadsheet trackers, compiling information and reviewing data for potential errors or deficiencies.
• Processes annual performance appraisals and tracks employee incentive awards, communicating directly with supervisors and managers to maintain compliance with program guidelines.
• Collaborates with program analyst to ensure all recorded data is complete, accurate, and ready for timely distribution to program managers, administrative personnel, and training and performance specialists.
• Greets visitors, ascertains nature of business, and directs them to appropriate personnel, exercising tact, good manners and courtesy when assisting visitors.
• Monitors the personnel group email folder, assisting potential applicants with information about job openings, procedures for applying, and general questions regarding employment
• Analyzes service date discrepancies, evaluating personnel files and calculating service dates for employees with prior federal service to ensure accuracy in pay and benefit accruals.
• Manages length-of-service awards program, ordering and distributing award certificates, pins, and time-off awards.
• Runs mass pay change reports from the automated and creates spreadsheet for evaluating financial impact on program budgets.
• Assists HR Management Analyst in processing Appropriated Fund (APF) personnel transactions in the manpower and APF automated personnel systems.
• Performs other related duties as assigned.

Requirements

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Conditions of employment

Must meet Federal Employment suitability requirements and successful completion of background investigation.

Valid Washington State driver's license is required.

Qualifications

• One year of general administrative experience with at least six months specialized experience in the area of human resources or similar field.
• Knowledge of basic principles, procedures, concepts, standards, and regulations related to personnel operations.
• Skill in the use of Microsoft Office Programs (e.g., Word, Excel, PowerPoint, Outlook)
• Skill in operating a personal computer with high degree of accuracy.
• Skill in providing excellent customer service.
• Skill in routine fact-finding and analyzing data.
• Ability to file and maintain records in accordance with standard office and record management procedures.
• Ability to maintain, retrieve, compile and organize data for reports.
• Ability to learn new systems and processes quickly.
• Ability to communicate effectively both orally and in writing.

Additional information

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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A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits.

Review our benefits

Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.