Administrative Assistant, Nf-02/Rft, Chimugukuru Cdc, Camp Foster

NON APPROPRIATE FUNDS POSITION DESCRIPTION

JOB TITLE:                  Administrative Assistant
BUSINESS TITLE:      Administrative Assistant (CDC)
SERIES:  0303        PAY LEVEL:  NF-02

INTRODUCTION:
Receives supervision from the Child Development Center (CDC) Manager who assigns duties and responsibilities. Guidelines are available in the form of regulations and established procedures. Exercises initiative in resolving routine problems. Determines priorities and performs responsibilities without day-to-day guidance. Evaluation of work is based on promptness, accuracy and compliance with instructions and regulations.

MAJOR DUTIES:
Receives visitors and telephone calls; refers to supervisor, appropriate staff or other offices, or personally provides information based on own knowledge of CDC activities or information which can be located in the files. Briefs personnel/parents concerning available services.  Receives incoming mail, takes action on routine administrative matters, and routes other material to supervisor or appropriate staff. Establishes suspense controls and follows up to assure timely action.                                  

Provides clerical support for the Child Development Center Manager and CDC staff. Schedules and reminds supervisor of appointments, and makes arrangements for times, participants, and locations of meeting in accordance with guidance.  Schedules appointments for staff when required. Orally relays messages and instruction from supervisor to staff. Provides instructions and assists staff in matters of correspondence, publicity and bulletins.                                                                                                  

Reviews outgoing correspondence prepared for supervisor¿s approval, checks for spelling, typographical accuracy, conformance to format and procedural instruction. Composes correspondence of a routine and non-technical nature based on brief notes, oral instructions, precedents, or information available in the files. Types a variety of narrative and tabular material form drafts, notes, oral instructions, or own composition. Prepares material in final form utilizing a variety of correspondence and reports formats, assures accuracy of spelling, grammar, punctuation, and assembles material in proper order.                                                      

Obtains, compiles and summarizes statistical data from records and feeder reports for a variety of recurring reports such as base population profile, EEO statistics, CDC reports and Child Care Information System requirements.  

Establishes and maintains files involving classifying material into many subject heading and subheadings, and disposition of files. Searches for and withdraws requested material. Files revised regulatory publications.

Prepares projected requirements and purchase orders for both APF and NAF purchasing of supplies and equipment. Forwards receiving reports when supplies are received. Maintains budget data for Child Development Center (CDC).

Operates the organization¿s personal computer. Inputs, deletes, selects and manipulates data for Child Care Information System; Child Care Resource and Referral System; equipment and property inventory management data to include purchase dates, original costs and depreciation schedules for equipment replacement due to upgrading authority, theft or other losses of property. A qualified typing test is required for minimum competency levels.

Performs cash handling duties to include receiving fees and payments from patrons.

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. Must be at least 18 years old and have graduated from high school or been awarded a certificate equivalent to graduating from high school. 
   (Valid documentation will be required upon hire.)
2. A minimum of one year experience and knowledge in responsible clerical support work, such as managing files and records, preparing documents and correspondence, receiving visitors or telephone calls, etc.
3. Must be able to accommodate a flexible work schedule.
4. Must be able to obtain and maintain a health card.
5. 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.  Have a strong command of English language to include written and oral skills and knowledge of grammar, spelling, punctuation and required format.
2. Knowledge of the organization functions and procedures of the branch to perform such duties as refer phone calls and visitors, provide general information, obtain information for report from the staff and other post activities, and distribute and control mail.
3. Knowledge of Marine Corps installation regulatory guides, operating procedures and policies and internal procedures applicable to clerical and administrative assignments in order to carry out and coordinate many different procedures such as those required to prepare and maintain budget data, maintain office files, obtain supplies, reproduction and maintenance services, prepare and review correspondence, and prepare various recurring reports.
4. Knowledge of basic bookkeeping.
5. Knowledge and Skill in operating a personal computer, various software programs (Microsoft Word, Excel, etc.), standard office equipment (i.e. typewriters, copiers and fax machines) is essential.
6. Skill in meeting and dealing with people of diverse social, national, cultural and occupational backgrounds.
7. Must complete Cash Handling Training Course before handling fund and Refresher Course once per year.
    

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.