Administrative Specialist, Nf-03/Rft, Mccs Internal Control, Camp Foster

NONAPPROPRIATED FUND POSITION DESCRIPTION

JOB TITLE:           Administrative Specialist

JOB SERIES: 0303                                PAY LEVEL: NF-03 

DUTIES AND RESPONSIBILITIES:

Performs a variety of administrative, clerical and secretarial functions, including the preparation and assembly of recurring reports, drafting of correspondence, editing and reviewing correspondence for proper format, conformance with procedural instructions, grammar, and typographical accuracy.  Ensures that necessary supporting documentation is attached to all outgoing correspondence.

Assists in the development of appropriate revisions of existing policies.  Drafts all documents necessary for the operation of the Internal Control Branch (ICB) and maintains files.  Ensures that all requisite policies, regulations, and directives are kept current and readily available.

Prepares and maintains schedules for various ICB functions.  Coordinates scheduling of office meetings/ events.  Receives telephone calls and visitors, responding to all questions or requests and referring matters to the appropriate personnel or function.  Determines the distribution of all incoming mail.

Serves as training coordinator for approximately 16 employees.  Develops and maintains Individual Development Plans for all employees. Initiates any necessary paperwork for TAD training.  Assists Security Manager with internal safety requirements when needed. Completes and forwards monthly operator's inspection reports.

Assists the ICB Director with budget monitoring and preparation.  Maintains and replenishes all office supplies and equipment. Makes all DSSC purchases.  Processes Personnel Action Request forms for ICB employees.  Participates in the evaluation of applications for potential hires. Schedules interviews for prospective employees.  Orients new employees to the office.  Is the point of contact for all facilities management and MIS work order requests.

Works independently to complete special projects as assigned to support the ICB Director and other personnel.  

Provides World Class Customer Service with an emphasis on courtesy.  Assists customers and communicates positively in a friendly manner.  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.  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.

OR

        2. 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.

QUAIFICATION REQUIREMENTS:

1. Knowledge and ability in operating Microsoft Office applications such as Outlook, Word, PowerPoint, and Excel to perform data entry and data gathering; create various forms of charts and statistical reports.
2. Knowledge and experience in administrative procedures such as managing files and records, designing forms, and other office procedures and terminology.
3. Must possess excellent customer service, interpersonal skills, tact, and problem-solving abilities, a team player and actively look for ways to help people.
4. Ability to work independently and efficiently in handling multi-task assignments and prioritizing work in a fast-paced, changing work environment.

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.