MWR Administrative Assistant

Navy Region Southwest Fleet and Family Readiness (FFR); Coronado (CA); On-site; USD 70,000 - 95,000; Full time

Job summary

Navy Region Southwest Fleet and Family Readiness (FFR) seeks a Staff Administrative Assistant to maintain records, process administrative actions, draft department correspondence, and support the director and staff with clerical duties.

The role requires handling sensitive information, ensuring policy compliance, and coordinating payroll liaison activities for civilian personnel, with emphasis on accuracy and efficiency in a federal setting.

Qualifications

• Extensive knowledge of military personnel regulations, policies, and directives.
• Skill in fact finding surveys to determine appropriate actions.
• Skill in writing to delineate higher HQ directives.
• Knowledge of information management regulations for correspondence, mail, publications, and filing.

Responsibilities

• Correspondence management: Review and distribute incoming administrative/military personnel correspondence.
• Policy implementation: Assess impact of directives and draft guidance for distribution.
• Quality & compliance control: Edit outgoing correspondence to ensure accuracy and policy conformance.
• Official authentication: Authenticate communications, orders, and records or obtain supervisor signatures.
• Suspense tracking: Maintain suspense files to ensure timely submission of reports.
• Information management: Update regulations, publication distribution accounts, and shared drives.
• Library maintenance: Manage regulatory library and distribute official publications and forms.
• Technical guidance: Provide interpretations of governing regulations for daily admin operations.
• Unit assistance & auditing: Conduct site visits to provide admin guidance to units.

Skills

Administrative support

Policy interpretation

Records management

Payroll liaison

Regulatory compliance

Job description

Summary

Serves as a Staff Administrative Assistant for Fleet & Family Readiness Programs. Incumbent maintains/reviews official records, processing/reviewing a variety of administrative actions, preparing department correspondence, maintaining correspondence files, records disposition, travel authorization, mail distribution, reporting requirements, word processing support, assisting in updating of database, suspense controls, library maintenance, and clerical assistance to the director and staff.

Duties

• Correspondence Management: Receive, review, and distribute incoming administrative and military personnel correspondence, directives, regulations, and instructions to appropriate staff elements.
• Policy Implementation: Determine the impact of new directives on current policy and work procedures; plan, recommend, and develop written guidance for authorized distribution.
• Quality & Compliance Control: Review and edit outgoing correspondence, directives, and publications to ensure absolute completeness, accuracy, and strict conformance to format and policy.
• Official Authentication: Authenticate official communications, orders, records, and reports under delegated authority, or secure the authorized supervisor's signature.
• Suspense Tracking: Maintain a rigorous administrative and personnel action suspense file to guarantee the timely submission of all recurring and special reports.
• Information Management: Establish, update, and maintain organizational regulations, publication distribution accounts, and the FFR Community shared drive.
• Library Maintenance: Manage the regulatory library and coordinate the supply, review, approval, and distribution of official publications and blank forms to subordinate units.
• Technical Guidance: Provide authoritative advice and interpretation of governing regulations regarding day-to-day administrative operations (including FFR operational requirements).
• Unit Assistance & Auditing: Conduct regular telephone consultations and periodic site visits to lateral and subordinate units to provide direct administrative and office management guidance.
• Pre-Inspection Readiness: Pre-inspect subordinate units prior to higher headquarters inspections, identify deficiencies, recommend corrective actions, and follow up on inspection reports.
• Quality Assurance: Detect operational problem areas by identifying recurring errors in actions routed through the headquarters, ensuring immediate correction.
• Inquiry Investigation: Investigate facts and circumstances surrounding congressional and other sensitive inquiries, drafting official response correspondence for leadership.
• Staff Instruction: Instruct and train subordinate clerical and administrative personnel on office operations, systems, and functional administrative procedures.
• Civilian Payroll Liaison: Provide dedicated payroll liaison services to over 400 civilian employees, resolving overtime and COMP time discrepancies using the Kronos system.
• NAF Personnel Processing: Initiate and process a wide variety of routine and complex civilian personnel actions utilizing in-depth knowledge of Non-Appropriated Fund (NAF) regulations.
• Roster & Training Tracking: Maintain civilian personnel rosters, updated organizational charts, and track all mandatory personnel training to provide supervisors with status reports.
• Secure Mail Operations: Serve as the appointed agency mail orderly, ensuring the highly secure pickup, transport, and delivery of official mail in compliance with command directives.
• Base Access Coordination: Process installation access documentation, securely handling sensitive vetting data, coordinating background checks, and maintaining strict Privacy Act procedures.

Requirements

• 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.

Qualifications

• Extensive knowledge of military personnel regulations, policies, and directives.
• Skill in fact finding surveys to determine appropriate actions necessary to accomplish task.
• Skill in writing is necessary to delineate higher headquarters directives to subordinate commands.
• Knowledge of information management regulations such as those related to correspondence, mail, publications, and filing.

Education

This position is not in a positive education series.

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.