15119 - Administrative & Support Services Officer, NF-0301-05

ANNOUNCEMENT NO:  15119

POSITION TITLE: Administrative & Support Services Officer NF-0301-05       (pending classification)

TYPE OF APPOINTMENT: (1) Regular Full Time

SALARY: $39.00 - $68.00 per hour (includes locality pay)

LOCATION: JBPHH – Region Fleet & Family Readiness (N9)

AREA OF CONSIDERATION: Current CNIC N9 APF and NAF Employees, Worldwide

RELOCATION EXPENSES: Negotiable

OPENING DATE:  1/23/2015                  

CLOSING DATE:  2/22/2015

First Cut Off:         2/12/2015

MAJOR DUTIES AND RESPONSIBILITIES:

This position is located in the Fleet and Family Readiness Program (FFRP), Navy Region Hawaii (CNRH), JBPHH, Oahu, Hawaii.  The FFRP develops, plans, operates, maintains and controls appropriated and non-appropriated assets, personnel and facilities to insure that activities are provided in the areas of Family Support (FFSP), Fleet Readiness, Morale, Welfare & Recreation (MWR), Galley & Food Services, Bachelor & Family Housing, Lodging, and Child and Youth Programs for Navy Region Hawaii. The QOL (Quality of Life) Support Service Office (QOLSO) provides financial, administrative, personnel, training, marketing, procurement, facility planning and maintenance, and information technology services to all FFRP activities. The primary goal is to support the operations with the tools they need in order to deliver the highest level of customer service in the most efficient manner to the end users of the programs. The position directly supports the Regional FFR Program Director (Region N9) in planning, organizational development, administrative management and staff supervision of region-wide support services.  Additionally, assists in ensuring the effective accomplishment of overall program goals for each functional activity.

Provides supervision and direction to and review of functional and operational management aspects of support branches composed of but not limited to: Administrative Support, Facilities & Maintenance, NAF Business Office (Personnel, Accounting, Procurement, Information Technology), Marketing, Employee Development and Central Warehouse.  Assures the managers of these opera­tions carry out generally accepted practic­es and methods; and that effective controls have been established to account for appropri­ated and non-appropriated assets and that prescribed accounting, personnel, administrative and procurement procedures are followed.  Pro­vides input for and directs the preparation of reviews for appropriat­ed / non-appropriated fund budgets and assures that facilities, grounds and equipment are properly maintained.

Directly supervises two NF-5, one NF-4, one GS-11 and one NF-3.  Indirectly, through subordinate supervisors, oversees a total civil service and non-appropriated fund staff of 60+ employees, region wide that includes professional, technical, skilled and unskilled employees.  Incumbent is responsible for affecting good position management principles throughout the regional organization. Plans to meet substantial changes in workload and recommends and justifies revisions in staffing levels, work priorities and deadlines. Directly or through subordinate staff, reviews and analyzes records and reports of work production, costs, equipment and staff resource utilization to evaluate progress and to control or reduce costs.  Position provides oversight to all operations within his / her span of control.  He / she develops operating guidelines, in accordance with Navy policy, to implement procedures, methods and other work related changes in efforts to create efficiencies, or standards throughout the region.  Resolves technical work problems not covered by precedents or established policies.  Selects or participates with supervisors in selection of applicants for new or vacant positions; initiates position classifications actions.  He / she prepares formal performance evaluation of supervisory personnel and reviews evaluations prepared by subordinate supervisors.  Prepare and provides input on individual development plans in support of the commitment of deploying a fully prepared and trained workforce.  Approves and disapproves leave, resolves grievances; takes disciplinary action involving suspensions and letters of reprimand. Implements provision of government, agency and local programs in area of equal employment opportunity and employee management relations to assure equal treatment of all employees. Keeps staff informed of all aspects of personnel programs in the department and answers their questions on such matters or obtains technical information from specialists as warranted.

Incumbent is responsible for managing and monitoring the execution of appropriated funds (APF) received from CNIC via the CNRH Comptroller’s office for all N9 SICs and programs.  Works with the comptroller’s office to insure funding controls are received and utilized to the fullest extent possible.  Position provides financial and budget services to operations managers in monitoring and reporting of performance including non-appropriated, uniform funding management and appropriated funds.  Guides and assists managers in budget development, submission and execution involving a variety of program functions with several resource sponsors, associated execution, and projecting strategies to maintain variances and insure financial integrity. Provides training and technical guidance regarding complex fiscal partnerships, develops standard methods of tracking expenses and avoids co-mingling of funding streams using sound fiscal practices. Position provides supporting documentation for executive level briefings, charts and communications supporting budget requests and financial overview.  Incumbent provides review of periodic financial statements to insure accuracy and to identify potential problems or errors and provides direction and guidance to managers for the implementation of action plans, operational adjustments and assessments.       

Incumbent provides services and guidance to the region non-appropriated fund (NAF) organization staff in regards to financial management, NAF procurements and contract oversight.

Position is responsible to the Regional FFR Program Director (Region N9) for maintaining standard operating procedures for all financial functions, APF and NAF, including cash control, payroll, procurement, auditing and general financial practices throughout the region.  Reviews and edits procedures in order to adhere to Navy policy governing non-appropriated and appropriated fund management.

Incumbent, directly and through subordinate employees, is responsible for institutionalizing a “learning-best practices-performance focused” organization.  Assists key regional program and operations managers in development of business-like management styles through training, use of structured business tools and facilitation. Business tools and management processes include strategic planning, business plans, process improvement, functionality assessment; cost analysis, metrics / standards identification, performance management, workload analysis, process analysis, customer and employee feedback, and change management.  Plans, coordinates and conducts improvement studies which are extensive in scope and cover a variety of Navy FFR Programs and concentrate on the customers’ needs and the most efficient way to deliver the desired products.  Serves as a primary performance analyst in assisting the FFR programs’ improvement teams in their decision making and prioritizing customer based actions and provides oversight to insure that actions are followed through with a timely fashion.

Incumbent integrates information technology (IT), marketing plans and needs assessments into proposals for process improvement and process analysis in order to come to consensus on the best solutions. Position provides input to and insures that the IT and marketing plans are in alignment with the goals of the department and region. Position initiates, drafts, reviews and updates regional policy instructions, standard operating procedures, directives and notices needed to establish operating criteria, procedures and techniques for effective and efficient task completion and adherence to Navy policy. Position supports administrative needs of the region through preparing and maintaining of records and correspondence, tracking of requested action items and general clerical support.

Responsible for Region training and employee development. Incumbent insures that sufficient resources are provided to support the training needs of the entire region staff based on individual development plan requirements, future initiatives and Navy requirements.  Resources include, but are not limited to CNIC training products, commercial products, functional experts, professional trainers, and multi-media pieces. Training needs must be aligned with CNIC, region and installation goals and objectives.

Incumbent is responsible for facility management & maintenance programs and special projects.  Develops and manages a region-wide facilities management program responsible for efficiently and effectively planning for and maintaining a large and diverse FFR facility portfolio.  Responsibilities include both immediate maintenance and intermediate and longer term maintenance, renovation planning and replacement.  He / she is responsible for managing Region N9 MILCON, NAFCOM and special facility programs and submissions.  Position provides detailed input and expertise gathered from personal experience, business contacts, trade shows and seminars on facility design, renovation and furniture, fixtures and equipment in order to keep F&FR facilities up to date and desirable to our customers. Input must address operational efficiency, cost savings and all other Navy procurement initiatives.

Provides continuing administrative and management supervisory responsibility under the Regional FFR Program Director (Region N9) and may assume authority and responsibility for department activities and operations in his / her absence.
 

QUALIFICATIONS:

Incumbent must possess superior personnel management skills in order to effectively deploy and utilize the skills of a diversified work force who in many instances have not worked in an integrated environment of the magnitude of the QOLSO.  Recognizing, encouraging, and channeling individual efforts to produce at a maximum level are critical for the concept of a regional support staff to succeed. Negotiation, consensus building, interest based bargaining are essential skills required by this position. Incumbent must be able to communicate effectively verbally and in writing new unique concepts to higher authority (Installation CO’s, Regional Commanders, Echelon and Department of the Navy levels). Briefings for senior management on the QOLSO role in the FFRP arena as it pertains to meeting the financial challenges of today’s Navy are an integral component of the position. Must possess knowledge of and ability to utilize principles, methods, techniques and systems of management in order to apply experimental theories and new developments to problems which are not responsive to resolution by ordinary methods. Knowledge of the application of high level, sound, independent judgment in the solution of financial problems and the administration of management functions. Knowledge of military FFR programs to the extent that the incumbent has the ability to direct and coordinate difficult and complex functions and adjust plans and policies to attain objectives.

Must possess the ability to assist the Regional FFR Program Director (Region N9) in the selection, development and supervision of a large subordinate staff and make decisions or make recommendations to the N9 which will have a significant impact on FFRP regional policy. A four-year undergraduate degree or equivalent experience in the area of business, recreation management or other related fields is required.

Special Requirements

The incumbent of this position is required to execute an annual Confidential

Financial Disclosure Report (SF 450) per DOD 5500.7R.

Position requires incumbent to possess the ability to obtain and maintain a SECRET security clearance.

HOW TO APPLY: 

Obtain posted NAF Application from www.greatlifehawaii.com/Jobs.  Application and required documents MUST BE submitted no later than close of business on closing date 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.

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.

Applicants who do not meet the above qualifications required will not be interviewed and interviews may be limited to best qualified applicants. Due to the volume of applications received, applicants may not be notified of non-selection. Management reserves the right to cancel the vacancy announcement at any time during the recruitment process.

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.

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 have to 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.

We offer a competitive benefit package for regular employees.
 

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.