16155 - Administrative Support Assistant NF-0303-03

ANNOUNCEMENT NO:                 16155

POSITION TITLE:                           Administrative Support Assistant NF-0303-03

TYPE OF APPOINTMENT:           (1) Regular Full Time

SALARY:                                          $19.50-25.40 (Includes locality pay)       

LOCATION:                                     JBPHH - Military Family Support Center

AREA OF CONSIDERATION:      All Sources

RELOCATION EXPENSES:         Not Applicable

OPENING DATE:  02/11/2016                

CLOSING DATE:  02/18/2016

                                                                                                      

This position is located in the Military and Family Support Center (MFSC), Joint Base Pearl Harbor – Hickam, Navy Region Hawaii.  The Military and Family Support Program (FFSP) is the Navy's primary agency for the delivery of human services intended to enhance the stability and self-sufficiency of individuals and families, resulting in increased operational readiness.  All FFSP direct services are provided by the regional storefronts, and they fall into three main categories:  Career/Retention, Deployment/Readiness, and Crisis Response.  Diverse methods for delivering services include providing information and referral, educational instruction or training and professional counseling. The primary purpose of this position is to provide a wide range of support and assistance that is in direct support of programs, administrative and management functions within the MFSC. Additionally, the employee delivers information and referral services to clients visiting or calling the MFSC.

 

MAJOR DUTIES AND RESPONSIBILITIES:   

Reception and Information and Referral (I&R) Services                                    

• Serves as MFSC Customer Service Desk Representative.
• Greets visitors, receives telephone calls, and ascertains the nature of the visit or calls in a professional, respectful manner. 
• Refers telephone calls and visitors to appropriate staff or office based upon knowledge of the organization and its programs and operations. 
• Answers substantive requests for information, which can be provided based on information from records and files or personal knowledge of services available. 
• Locates and selects appropriate references and procedures for application to specific questions.  When unable to locate information or cannot answer questions, refers caller/visitor to a staff member. 
• Provides follow-up on requests for information. 
• Greets walk-in clients and provides assistance with completing necessary paperwork prior to meeting with counselors and other MFSC staff.
• Schedules and confirms appointments as needed and registers personnel for MFSC classes, confirms class roster and provides final roster to class facilitator.
• Checks in personnel to the Client Resource Center (CRC) and provides assistance on available computer programs located within the CRC. 
• Coordinates with appropriate IT resource to resolve any CRC equipment issues.
• Maintains database with walk-ins, call-in client statistics and provides data for monthly, quarterly, etc., reports.
• Maintains and inputs a statistical record of contacts into required data systems in a timely manner.
• Maintains an updated and detailed information database of programs, services and activities available on installation and in the local community (including both State and federal) which support and enrich the quality of life for individuals and families.
• Responds to inquiries by clarifying needs through appropriate questions and comments designed to develop necessary facts and by developing responses/solutions based on employee’s knowledge and experience in problem solving.  
• Determines appropriate organization and program resources to assist clients when additional assistance is required.  Employee contacts offices/agencies to discuss inquiries and to obtain pertinent information from reference materials. 
• Locates appropriate experts in other offices/agencies to whom inquirers may be referred for supplemental assistance when all personal resources have been exhausted. 
• Advises inquirers of the applicability, responsibility, and operation of assistance program of their interest. 
• Responds appropriately to inquiries whether by telephone, fax, and e-mail, personal visit, or in writing.
• Conducts follow-up to ensure inquirer’s needs are met, either by the employee and/or other offices/agencies to whom the inquirer was referred. 
• Maintains detailed records regarding feedback received in order to evaluate the effectiveness of referrals and assistance provided.

           Administrative Support                                                                                                      

• Prepares a wide range of recurring and non-recurring correspondence, reports, statistical data, briefs, forms and other documents using a variety of office automation software and equipment.
• Proofreads and edits materials prepared by self and other MFSC staff to ensure correct spelling, grammar, punctuation, capitalization, and compliance with the Navy Correspondence Manual and Command policy. 
• Establishes and/or monitors suspense dates, updates correspondence log, prepares routing sheets, tracks items through the routing process, and upon signature, makes appropriate distribution.
• Composes basic correspondence of a routine or non-technical nature.
• Researches, collects and consolidates information for various reports in accordance with established procedures or as directed by the supervisor. 
• Retrieves data and generates statistical reports for in-house use or as required by higher authority.
• Verifies report information to ensure data is accurate, complete and current. 
• Provides advice and guidance to other MFSC staff on administrative policies and procedural requirements, and assists in solving problems where existing guidelines can be applied. 
• Makes recommendations for implementing or revising office procedures to enhance operations of the MFSC and/or Business Support Division.
• Assists in organizing, preparing, editing, proofreading and distributing a variety of MFSC marketing materials including but not limited to news articles, flyers, brochures and the monthly class calendar. 
• Duplicates and assembles informational and educational materials in support of MFSC programs.
• Picks up, delivers and distributes mail including but not limited to incoming and outgoing correspondence, publications, regulations, and directives. 
• Independently screens and routes materials, bringing only unusual items to the attention of the supervisor. 
• Assists with bulk mail preparation as needed. 
• Assists MFSC staff with coordination of meetings. 
• Reserves and sets up meeting room, contacts participants, ensures all required materials and services are provided as directed, and takes minutes and requested. 
• Establishes, maintains, purges, and disposes of files and client records in accordance with existing regulations and procedures. 
• Assists MFSC staff and External Customers with reserving classrooms using the MFSC master class calendar.
• Uses multiple office automation software with varied functions to produce a wide range of documents that often require complex formats, such as graphics or tables within text, editing and reformatting electronic drafts, and updating or revising existing databases or spreadsheets.
• Independently plans and performs complex office automation duties requiring different approaches and methods from one assignment to another, such as using different packages to:  edit lengthy and complicated reports; collect, select, organize, and provide information; track the status of a number of projects assigned to the organization; and resolve incompatibility problems in transferring text from software package to another when menu options and specific software instructions are not available. 
• Develops methods and procedures for office automation tasks, and identifies and solves problems in existing methods or procedures. 
• Uses word processing software to create, copy, edit, store, retrieve, and print forms, memos, and letters; uses database or spreadsheet software to create, enter, revise, sort or calculate, and retrieve data for reports; and uses graphic software to provide graphs and charts for reports and presentations.
• Prepares supply requisitions, monitors status of active requests, coordinates delivery and distribution of materials, and follows up on discrepancies. 
• Establishes and maintains files of requisitions and supporting documentation to ensure that all requested items are properly received and accounted for, and that all required follow-up actions are completed. 
• Monitors inventory levels of office supplies, requisitions supplies and replenishes items as needed. 
• Keeps supervisor informed of order status and possible conflicts.
• Functions as MFSC purchase card holder, if appointed.
• Performs other miscellaneous duties as assigned

QUALIFICATIONS:  

• Knowledge of the MFSC mission, functions, and programs, and of the policies, regulations, procedures, and reporting requirements governing those programs.
• Knowledge of the military lifestyle, the unique challenges faced by service members and their families, and the array of services available to address those issues. 
• Knowledge of social service programs and agencies in the military and civilian sector, including policies, practices and interrelationships.
• Skill in communicating with clients to obtain factual information and explain regulations and agency procedures and other organizations involved. 
• Skill in drawing out and organizing relevant information from persons who are often unaware of legal and procedural requirements.
• Proficiency in grammar, spelling, punctuation, capitalization, and professional correspondence format to prepare and edit written correspondence and reports.
• Knowledge of administrative practices and procedures common to organizations such as those pertaining to areas of responsibility; channels of communication; delegation of authority; preparation and routing of correspondence; mail distribution; filing systems; and requisition/receipt of supplies and services.
• Knowledge of various office automation software (word processing, spreadsheet, database, graphics, etc.) to produce a wide range of documents that often involve complex formats or extensive editing, or to perform data entry, manipulation and retrieval. 
• Knowledge of the nature and capability of different software packages and the integration compatibilities among different software types. 
• Performs other duties as assigned.

OTHER REQUIREMENTS:

 

Must have or be able to obtain and maintain a secret security clearance.

 

Must possess a valid driver’s license in order to drive a government vehicle or a privately owned vehicle (POV).

 

Must be a qualified typist.  (Able to type 40 words per minute on a five minute timed writing with three or fewer errors.)

 

Occasional travel of less than 10% may be required.

 

Hours of duty may vary and some evening or weekend work may be required.

 

In cases of emergency situations involving military families, incumbent may be put on a twenty – four hour, seven day a week on-call status.   (Situations will be determined by higher authority as to determination of an emergency but in most cases would be natural disaster or disaster at sea to ships and/or planes home-ported in Hawaii.)

HOW TO APPLY     

Obtain posted NAF Application from www.greatlifehawaii.com./Jobs.  Application and required documents MUST be submitted no later than 11:59pm HST on closing date reflected in the vacancy announcement to: CNRH FFR, Attn: NAF Human Resources, Bldg. 3456, 600 Main Street, Honolulu, HI 96818; or e-mail to: nafhr@greatlifehawaii.com, or by fax to (808) 422-3782.

REQUIRED DOCUMENTS:

• NAF Application

• Completed OF 306 - Declaration for Federal Employment

• Proof of Education (transcripts if qualifying based on education)

• If claiming Veteran’s Preference, page 4 of DD214 is required, showing reason for discharge and re-entry codes

• Military Spousal Preference (MSP) Form and Military Orders Including Page 2.

• Last Personnel Action Report (PAR) or SF-50, if applicable

****PLEASE DO NOT SUBMIT DOCUMENTS OTHER THAN THOSE LISTED ABOVE***

DOCUMENTS SUBMITTED MUST BE PDF OR MICROSOFT WORD.  NO OTHER DOCUMENTS WILL BE ACCEPTED

 

HOW YOU WILL BE EVALUATED

Using the qualifications of the positions, a predetermined Ranking and Rating Criteria of knowledge, skills and abilities will be used for each application.  Applicants who do not meet the qualifications required will not be interviewed and interviews may be limited to best qualified applicants.

Management reserves the right to consider and make additional hiring selections, for this specific position, from the certified list of eligible candidates within 90 days of the closing date of this job announcement.

BENEFITS

We offer a competitive benefit package for regular employees.  All benefits offered (medical, dental, life insurance, spouse & dependent life insurance, long-term disability, retirement, and 401(k) savings plan.)  You can review our benefits at https://www.navymwr.org/resources/hr

OTHER INFORMATION

A selection may be made from the resumes/applications received at the first cut-off date.  Some positions have special requirements.  Selection may be tentative pending the completion of the satisfactory employment reference checks and receipt of proof of education (where applicable).  Selectee may be required to complete a one (1) year probationary period.  Salary is commensurate with experience and/or education.

Reasonable accommodations are provided to applicants with disabilities. If reasonable accommodation is needed for any part of the application and hiring process, please contact the Human Resources Manager at 422-3784. The decision on granting reasonable accommodation will be on a case by case basis.

Military Spousal Preference (MSP): 1. The MSP Certification Form must be completed and attached to application at time of submission.  2. Military Spousal Preference applies to all positions in pay bands NF 1-3, CY positions, and equivalent Crafts and Trades position for which qualified.

 

Veterans Preference (VET):  You must request for preference at the time you submit your application and attach a copy of your DD214 member page four to certify eligibility.

 

All required documents submitted for this position must indicate the announcement number, position title and full name of the applicant on each document.

Condition of employment: selectee will be required to participate in the Direct Deposit/Electronic Funds Transfer within the first 30 days of employment. This is the DoD standard methods of payment of personnel.

All positions require a satisfactory completion of a National Agency Check (NAC) or equivalent background check.

We are an E-Verify participant.

EQUAL EMPLOYMENT OPPORTUNITY STATEMENT

The Department of the Navy is an Equal Employment Opportunity Employer. All qualified candidates will receive consideration without regard to race, color, religion, sex, national origin, age, disability, marital status, political affiliation, sexual orientation or any other non-merit factor.

AGENCY CONTACT INFORMATION

Commander, Navy Region Hawaii

Joint Base Pearl Harbor Hickam

NAF Human Resources Office

600 Main St.

Honolulu HI 96818

808-422-3784

 

WHAT TO EXPECT NEXT

Your application will be reviewed after the closing date of the announcement in which you have applied.  The recruitment process takes an average of 2-3 weeks from closing date.  Due to the volume of applications received, applicants may not be notified of non-selection. Management also reserves the right to cancel the vacancy announcement at any time during the recruitment process.