MWR Administrative Assistant

Navy Region Southwest Fleet and Family Readiness (FFR); San Diego (CA); On-site; USD 45,000 - 60,000; Full time

Job summary

Commander, Navy Installations Command in San Diego seeks an experienced administrative specialist to maintain records, process actions, and prepare correspondence for the Fleet and Family Readiness program. You will manage filing, suspense items, and support the director with timely documentation.

The ideal candidate has strong writing skills, knowledge of personnel procedures, and the ability to interpret regulations.

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.

Responsibilities

• Receives and reviews incoming administrative and military personnel related correspondence, directives, regulations, instructions, publications and other written materials.
• Distributes to appropriate staff elements, retaining administrative materials for appropriate action.
• Determines impact on current policy and/or work procedures, plans and recommends implementation methods, and, when approved, develops written guidance and distributes to appropriate personnel.
• Provides advice and guidance on technical problems that arises, to include interpretation of governing regulations.
• Continually keeps abreast of current regulatory requirements and developments related to day-to-day administrative operations in such areas as processing of FFR operational requirements, records, reports, documentation, correspondence, mail, filing systems, and other administrative actions.
• Ensures accuracy and quality of miscellaneous administrative and personnel actions forwarded to higher headquarters. Maintains suspense file on administrative/personnel actions ensuring timely submission of suspense items. Review outgoing correspondence, directives, and publications.
• Edits to assure completeness and conformance to format and policy. Authenticates correspondence, orders, records, reports, and other official communications when such authority has been delegated or obtains signature of authorized supervisor as appropriate.
• Distributes written materials ensuring dissemination to appropriate units and personnel.
• Establishes and maintains organization regulations and publications distribution account. Reviews, edits, approves or recommends approval of requests for publication prior to forwarding to distribution centers. Distributes publications and bland forms to units as required.
• Maintains internal office and management controls to ensure maximum efficiency of operations and conformance to pertinent regulations, policy statements, SOPs, etc.
• Advises lateral and/or subordinate units on those administrative and office management procedures.
• Ensures compliance with policies, procedures, and regulations.
• Assures timely accomplishment and submission of status on recurring and special reports.
• Reviews incoming correspondence and reports for compliance with regulations and format. Reviews and assures completeness and accuracy of inspection reports and takes care of related internal operations.
• Composes correspondence for signature of supervisor. Prepares various reports and assists in special projects concerning administration of the unit.
• Collect, review and compare all overtime and COMP time with Kronos Time & Attendance system and resolve any discrepancies.
• Appointed as the agency mail orderly with responsibilities for picking up mail. Pick-up and deliver official mail at specific times; deliver mail to mail orderlies as authorized by the Commanding Officer.
• Responsible for maintaining and updating the FFR Community shared drive.
• Establishes and maintains personnel files and records, statistical data, suspense system and organization chart.
• Receives and reviews incoming administrative personnel related correspondence, instructions and other written materials.
• Track all required mandatory personnel trainings and update supervisors with status reports. Initiates Civilian Personnel actions and processes a wide variety of routine and complex actions requiring an in-depth knowledge of Non-appropriated Fund (NAF) civilian personnel rules and regulations. Forward all actions to supervisor for approval and
• Maintain up to date documents such as, personnel roster, organization chart, trackers, and information folders and distribute any material ensuring dissemination to appropriate activity and personnel.
• Performs other duties as assigned.

Skills

Military regulations

Documentation

Writing skills

Information management

Job description

This position is assigned to the Non-Appropriated Fund (NAF) Fleet and Family Readiness; Commander, Navy Installations Command (CNIC); Naval Base Point Loma. The incumbent is responsible for maintaining/reviewing official records, processing/reviewing administrative actions, preparing/maintaining correspondence files, records disposition, travel authorization, mail distribution, suspense controls, and clerical assistance to the director and staff.

Duties

• Receives and reviews incoming administrative and military personnel related correspondence, directives, regulations, instructions, publications and other written materials.
• Distributes to appropriate staff elements, retaining administrative materials for appropriate action.
• Determines impact on current policy and/or work procedures, plans and recommends implementation methods, and, when approved, develops written guidance and distributes to appropriate personnel.
• Provides advice and guidance on technical problems that arises, to include interpretation of governing regulations.
• Continually keeps abreast of current regulatory requirements and developments related to day-to-day administrative operations in such areas as processing of FFR operational requirements, records, reports, documentation, correspondence, mail, filing systems, and other administrative actions.
• Ensures accuracy and quality of miscellaneous administrative and personnel actions forwarded to higher headquarters. Maintains suspense file on administrative/personnel actions ensuring timely submission of suspense items. Review outgoing correspondence, directives, and publications.
• Edits to assure completeness and conformance to format and policy. Authenticates correspondence, orders, records, reports, and other official communications when such authority has been delegated or obtains signature of authorized supervisor as appropriate.
• Distributes written materials ensuring dissemination to appropriate units and personnel.
• Establish and maintains organization regulations and publications distribution account. Reviews, edits, approves or recommends approval of requests for publication prior to forwarding to distribution centers. Distributes publications and bland forms to units as required.
• Maintains internal office and management controls to ensure maximum efficiency of operations and conformance to pertinent regulations, policy statements, SOPs, etc.
• Advises lateral and/or subordinate units on those administrative and office management procedures.
• Ensures compliance with policies, procedures, and regulations.
• Assures timely accomplishment and submission of status on recurring and special reports.
• Reviews incoming correspondence and reports for compliance with regulations and format. Reviews and assures completeness and accuracy of inspection reports and takes care of related internal operations.
• Composes correspondence for signature of supervisor. Prepares various reports and assists in special projects concerning administration of the unit.
• Collect, review and compare all overtime and COMP time with Kronos Time & Attendance system and resolve any discrepancies.
• Appointed as the agency mail orderly with responsibilities for picking up mail. Pick-up and deliver official mail at specific times; deliver mail to mail orderlies as authorized by the Commanding Officer.
• Responsible for maintaining and updating the FFR Community shared drive.
• Establishes and maintains personnel files and records, statistical data, suspense system and organization chart.
• Receives and reviews incoming administrative personnel related correspondence, instructions and other written materials.
• Track all required mandatory personnel trainings and update supervisors with status reports. Initiates Civilian Personnel actions and processes a wide variety of routine and complex actions requiring an in-depth knowledge of Non-appropriated Fund (NAF) civilian personnel rules and regulations. Forward all actions to supervisor for approval and
• Maintain up to date documents such as, personnel roster, organization chart, trackers, and information folders and distribute any material ensuring dissemination to appropriate activity and personnel.
• Performs other duties as assigned.

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.
• Must be able to satisfactorily complete background investigation. Background Investigations are conducted using fingerprint identification and completion of background inquiry forms.

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 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). 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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