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Administrative Support Assistant

Pacific Air Forces | Kadena Air Base, Japan

Posted Date 6/26/2025
Description About the position: This position is Non-appropriated Fund (NAF) and is located at the ???18 Force Support Squadron Command Section, Kadena Air Base Okinawa, Japan.
This position resides in the 18 Force Support Squadron (FSS) Command Section and reports directly to the 18 FSS Director.
Serves as the principal office administrative information manager for the 18 FSS. Performs a wide range of administrative clerical work and office automation support functions for the 18 FSS Director and serves as the subject matter expert for administrative matters. Uses applicable regulations and directives to recommend appropriate action. Uses a variety of word/data processing software. Plans and schedules meetings, appointments, calendars, and required training; and manages related databases. Drafts and composes a wide variety of recurring and non-recurring correspondence, reports, spreadsheets, publications, and other related documents and personnel action requests; performs a wide variety of record keeping. Reviews and finalizes correspondence for approval/signature by proofreading and/or editing to ensure documents are in proper format in accordance with the Tongue and Quill as well as ensuring documents have the correct grammar, spelling, capitalization, and punctuation; updates all office instructions as necessary; tracker logs, screens, and tracks incoming correspondence for higher level attention using MS Outlook Task management software, review, or action; routes and/or maintains necessary suspense controls; initiates, reviews, and proofreads Marketing and Publicity correspondence and promotional items; transmits and receives documents and messages electronically, suspense tracking; and consolidates and finalizes information and files various reports in accordance with established reporting procedures. Gathers and summarizes information from meetings, files, documents, and other personnel for supervisors or other staff members in order to complete reports and to use in responding to inquiries. Coordinate with the Financial Officer as the liaison to be able to prepare NAF Financial programs for the FSS Director to include preparation, execution and tracking of NAF budgets, NAF Council requirements, and LOF files. Utilizes computer software programs such as Microsoft Word, Excel, Power Point, DoD and Air Force specific and locally developed programs. Aids management in resolving administrative and operation problems, reviews available guidance, regulations, recommendations in developing and instituting the overall squadron. Answers routine, non-technical requests for information such as status of reports, suspense dates, and similar readily available information. Serves as flight OPR for audits, inspections, assessments; coordinating with flight activities to assemble requirement documents, and bringing issues to the FSS Director. Serves as Chief of the Office of Record (COR) for the 18 FSS for records
management. Coordinates, evaluates, and drafts management responses to audit findings and recommendations, tracks corrective actions and recommendations, coordinates on audit non-concurrences, and tracks until closed. Maintains suspense files. Serves at the subject matter expert for Government Purchase Card, supply program, and task management system. Performs certain assigned duties in the absence of the Unit Program Coordinator. Performs other duties as assigned.

If interested in this position please preview the online application: https://apply.usastaffing.gov/ViewQuestionnaire/12755423Who May Apply: Open to those with SOFA Sponsorship only. Applicants will be categorized by preference(s) and/or priority consideration eligibilities. An applicant's eligibility will be determined based on eligibility claimed in the questionnaire and proof of eligibility MUST be provided with application by the closing date, 07/02/2025

The Area of Consideration for this vacancy announcement is US Citizens and legal US residents in Okinawa, Japan. Legal US residents must possess a social security number and be citizens of a NATO country. Must be able to provide documentation proving residence status overseas.

In order to qualify, you must meet the experience requirements described below. Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religious; spiritual; community; student; social). You will receive credit for all qualifying experience, including volunteer experience. Your resume must clearly describe your relevant experience; if qualifying based on education, your transcripts will be required as part of your application.

Qualifying Experience:
Experience in administrative or clerical work which demonstrates possession of the knowledge, skills, and abilities required to perform the duties of the position successfully. Experience must demonstrate knowledge of correspondence formats, grammar and spelling; skill in researching problems, compiling data, and preparing reports, composing correspondence and maintaining organized files and must demonstrate rigorous attention to detail. Experience in management and organization principles and theories, including standardized administrative practices and procedures common to
the organization or area of responsibility. Formal training in NAF and APF accounting, planning/analyzing and implementing NAF and APF budget requirements highly desirable. Must have the ability to make written and oral presentations to a variety of audiences. Must be able to effectively work with management officials at all levels.


Some federal jobs allow you to substitute your education for the required experience in order to qualify. This position does not allow for education substitution in order to qualify.

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