Administrative Specialist, Nf-03/Rft, Family Care, Camp Foster

NONAPPROPRIATED FUND POSITION DESCRIPTION

JOB TITLE:         Administrative Specialist 
BUSINESS TITLE:    Administrative Specialist

JOB SERIES: 0303                                                    PAY LEVEL: NF-03

INTRODUCTION:
This position is located within the Family Care Branch, Marine Corps Community Services (MCCS).  Purpose of this position is to serve as the principal office assistant, performing administrative and clerical duties in support of the work of the Family Care Branch.

DUTIES AND RESPONSIBILITIES:
Prepares correspondence, reports and other documents.  Reviews work prepared by other clerical staff.  Accurately types correspondence, reports or similar materials from handwritten or electronic drafts using word processor.  Ensures correct grammar, spelling, capitalization, punctuation, and appropriate format in work prepared by self and others. Returns material needing correction to the originator when necessary.

Reads and processes incoming correspondence and material.  Thoroughly screens material prior to distribution for suspense dates, establishes controls, and follows up on responses which are due.  Ensures that correspondence is properly routed in a timely manner.

Establishes and maintains office records of various types that may be needed or will assist in the efficient operation of the office.  Ensures files have all pertinent documents and signatures.  Maintains and accurately updates file system to enable quick and efficient retrieval of information. Accurately purges files or performs other file disposition actions in accordance with established procedures. Responsible for the accurate receipt, control, logging, safekeeping and necessary action on all correspondence material received.

Schedules meetings, appointments, and conferences in accordance with instructions from supervisor.  Reminds supervisor and others of scheduled events to ensure prompt and timely attendance. Makes calendar available to supervisor and others to minimize conflicts in scheduling.  Contacts other personnel to attend meetings in lieu of supervisor, when necessary.

Receives visitors and phone calls.  Accurately determines nature of request and refers callers or visitors to appropriate staff.  Personally answers routine questions in a timely manner and provides accurate information when routine procedural matters are involved.

Uses a variety of office automation software in support of the organization.  Effectively enhances the ability of the office to support overall mission requirements through performance of one or more of the following. Develops methods for automating administrative reports considering the interrelationships of reports and multiple uses of data.  Determines the best software type for each report (such as database or spreadsheet). Determines data categories to be established, sorting and calculating functions to be performed, and procedures for entering and retrieving data.  Inputs and retrieves data using the Child, Youth Management System (CYMS) as well as serves as the subject matter expert for CYMS.  Uses graphics software to provide graphic symbols, charts, and graphs for viewgraphs or paper presentations. Accurately and promptly transmits and receives documents and messages electronically using PCs or workstations.

Provides advice and guidance to staff on clerical and administrative matters.  Accurately advises office staff on administrative and procedural requirements and instructions. Accurately establishes and updates office procedures.

Provides World Class Customer Service with an emphasis on courtesy.  Assists customers and communicates positively in a friendly manner.  Acknowledges customers, smiles and makes eye contact.  Asks questions to determine, verify and solve problems.  Checks for satisfaction on the quality of goods and services.  Takes action to solve problems quickly.  Alerts the higher-level supervisor, or proper point of contact for help when problems arise.  

Adheres to safety regulations and standards.  Uses required safety equipment, and observes safe work procedures.  Promptly reports any observed workplace hazards, and any injury, occupational illness, and/or property damage resulting from workplace mishaps to the immediate supervisor.

Adheres to established standards of actively supporting the principles of the EEO program and prevention of sexual harassment.  

Performs other related duties as assigned.
 

BASIC REQUIREMENTS:

1. A 2-year degree from an accredited college or vocational school in fields related to duties of the position being filled and a minimum of 2 years of specialized and progressively more responsible work experience in administrative support which demonstrates analytical ability, mature judgment, discretion, and knowledge of a substantial body of administrative or program principles, concepts, policies, and objectives.
2. Must be able to type a minimum of 45 wpm, with minimal errors.
3. Must be able to obtain and maintain a health card.
4. Must be able to obtain and maintain a National Agency Check with Inquiries and State Criminal History Repository Check (Tier 1) with Childcare background checks which are required for positions that involve working with children under the age of 18.

QUALIFICATION REQUIREMENTS:

1. Knowledge of the duties, priorities, commitments, policies, and program goals of the staff sufficient to perform assignments such as reviewing directives and other materials, which affects the Branch and taking appropriate follow-up actions; and to anticipate and prepare materials the supervisor needs in order to respond to correspondence or phone calls.
2. Advanced knowledge of a variety of software functions, such as database, word processing, and spreadsheets and the knowledge to integrate different types of software into a single product to perform non-routine functions and advise other staff on methods and procedures. Knowledge of standard office equipment such as copiers, fax machines, etc., to perform routine clerical and administrative functions.
3. Experience which reflects the ability to communicate effectively both orally and in writing to a diverse audience, using proper tact and diplomacy on issues that may be controversial.

This position is designated as a Position of Trust, and the incumbent must be eligible for a background check.  Appointment and continued employment is subject to a favorable National Agency Check (NAC) Background Security Investigation and maintain updated checks to include the Child and Youth National Agency Check with Inquiries (CNACI).  
This activity is a Drug-free workplace.  The use of illegal drugs by NAF employees, whether on or off duty, cannot and will not be tolerated.  Federal employees have a right to a safe and secure workplace, and Marines, sailors, and their family members have a right to a reliable and productive Federal workforce.