Job Summary

Marine Corps Community Services (MCCS)is looking for the best and brightest to join our Team! MCCSis a comprehensive program that supports and enhances the quality of life for Marines, their families, and others in the Marine Corps Community.Weoffer a team oriented environment comprised of military personnel, civilian employees, contractors and volunteers who keep the organization functioning smoothly and effectively.As a service-oriented organization, we never waver in our commitment to our Corps.

This position is located atCAMP FOSTER.Candidates selected for this position will serve as a ADMINISTRATIVE OFFICE MANAGER.

This vacancy is also eligible for the following Employee Benefits.

• 401(k) Retirement Plan with up to a 5% employer match for RFT/RPT.
• NAF Pension Plan that is portable to other qualified government agencies. (May be eligible to buy back military service time).
• International medical and dental insurance (on/off base).
• Inexpensive life insurance covers up to 3x your annual salary.
• Short Term Disability Insurance up to 60% of your salary.
• Tuition Assistance Program (up to $10,000 per year) for certifications, licenses, and college degrees.
• Leave Donation Program for life's emergencies.
• Professional training and development curriculum in technology and leadership.

Major Duties

NON-APPROPRIATED FUND POSITION DESCRIPTION

JOB TITLE: Administrative Specialist
BUSINESS TITLE: Administrative Office Manager (MCFTB)
FLSA ASTATUS : Nonexempt
SERIES: 0303 GADE: NF- 03

INTRODUCTION: The position is located within Marine Corps Family Team Building, Marine Corps Community Services (MCCS), Okinawa, Japan. The primary purpose of this position is to provide administrative, logistical and technical support to the MCFTB Director and MCFTB staff, in addition to being the MCFTB Office Manager. This position also assists in preparing requisitions or other procurement documents, preparing documentation for organizational reports, gathering and reporting monthly statistical information and other administrative duties, under the MCFTB Director. This position is responsible for NAF-PC purchases, marketing/publicity submissions, Naval Correspondence documents, and assisting the MCFTB Director with projects related to the MCFTB Program. This is position will be the MCFTB Program Non- Appropriated Fund Purchase Card (NAFPC) cardholder.

SUMMARY OF DUTIES AND RESPONSIBILTIES:
Serves as the Administrative Specialist for the MCFTB Director, responsible for maintaining and updating the MCFTB SharePoint site, website, and social media pages, Responsible for the MCFTB OMB inbox. Assist with special projects, and events with MCFTB staff with MCFTB Director guidance. Performs a variety of functions in support of MCFTB to include scheduling classes, classroom reservations, drafting, and reviewing all outgoing correspondence, and maintaining files. Routes incoming mail to staff and work sections. Establishes suspense dates to collect responses and submits information as required by requests.

Prepares Naval Correspondence reports, review accuracy, and ensures correct grammar, spelling, capitalization, punctuation, and appropriate format of all outgoing correspondence, and assisting with all taskers, reports and special projects. Receives telephone calls and assists external customers as needed. Responds to all questions and requests in a timely manner. Must have working knowledge of all MCFTB functions. Provides information based on individual judgment and refers matters as appropriate.

Uses a variety of office automation software in support of the organization. Effectively enhances the ability of the office to support overall mission requirements by frequent utilization of spreadsheets, Sharepoint, MS Word, Excel, Outlook Calendar, Canva and other pertinent software. Uses graphic software to produce brochures, social media posts, templates, marketing materials in support of the MCFTB Program.

Works with MCFTB Director to deliver monthly, daily statics reports, and other monthly and yearly pertinent information. Maintains records for and ensures accuracy of mileage reimbursement claims, and other important documents.

Responsible for updating and submitting monthly III MEF/MCIPAC Family Readiness Officer and MCFTB staff organizational charts.

Responsible for providing program data points upon request to MCCS leadership.

Major Duties

Provides professional program assistance to the MCFTB Director. Assists in planning and executing programs without repetitive instructions from MCFTB Director. Fosters supporting working relationships with patrons and employees. Assists with support functions, such as preparing, facilitating MCFTB Program briefs, participating in resource fairs, unit-requested events, and other customer support functions as MCFTB Director sees fit.
Responsible for the preparation of maintenance work requests, supply, equipment, and purchase orders. Responsible for the appearance and general upkeep of the MCFTB office. Responsible for the procurement of goods and services through the utilization of the government NAF Purchase Card (NAFPC) and the Electronic Purchase Request (ePR) system. In conjunction with using the NAFPC, a monthly Statement of Account (SOA) must be reconciled for signature by the Transaction Approver. Responsible for processing Scopes of Work in support of service contracts purposes. Maintains an accurate monthly NAFPC Purchase Log within credit limits and submits monthly reconciliation report to the Approving Official for signature in accordance with the NAFPC DON regulations. Maintains an up-to-date cardholder folder and submits required paperwork to AMO on a monthly basis with 100% accuracy.

Responsible for conducting quarterly inventories of MCFTB, Unit, Personal and Family Readiness and CREDO Programs serialized support gear and equipment listed on the MCFTB supply account.

Maintains an adequate storage of supplies for the smooth operation of MCFTB. Ensures that expenses for materials and services are within budgetary limits. Tracks monthly supply expenditures.

Provides World Class Customer Service with an emphasis on courtesy. Assists customers and communicates in a positive and friendly manner. Acknowledges customers, smiles and makes eye contact. Asks questions to determine, verify and solve problems. Checks for satisfaction on the quality of goods and services. Takes action to solve problems quickly. Alerts the Director, MCFTB, or proper point of contact for help when problems arise.

Adheres to safety regulations and standards. Uses required safety equipment, and observes safe work procedures. 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 and principles of the EEO and POSH programs.

Performs other related duties as assigned.

Qualifications

BASIC REQUIREMENTS:

1. A Bachelor's degree from an accredited college or university.

2. Must have two years of work experience in administrative support which demonstrates analytical ability, managing funds and the ability to perform above duties. OR
an equivalent combination of education and professional work experience.

QUALIFICATION REQUIREMENTS:

1. Knowledge of basic administrative policies, principles, concepts, and procedures, and ability to apply such knowledge in performing work e.g., compiling reports and statistics, composing letters and documents, managing files and records, grammar, spelling, punctuation, and formatting.

2. Proven knowledge in a variety of software (Word, Excel, SharePoint, Canva, Qualtrics) and must be able to type 40 wpm.

3. Experience that reflects the ability to communicate effectively in English both orally and in writing with co-workers, fellow MCCS employees, leadership, and external customers using proper tact and diplomacy.

4. Ability to work independently as well as part of a team, and efficiently multi-tasks assignments while prioritizing work assignments and deadlines in a fast-paced, dynamic work environment.

5. Possesses excellent customer service, interpersonal skills, tact, and problem-solving abilities, and proactively identifies opportunities for continuous improvement.

6. Proven ability to track correspondence, suspense dates, and practice strong organizational and multi-tasking skills.

7. Experience with budgets such as preparing and submitting budget reports, and tracking expenses.

8. Knowledge of a variety of support functions such as gathering statistical data, monitoring and reporting on support budgets, and maintaining stock of office supplies.

This position is designated as a Position of Trust, and the incumbent must be eligible for a background check. 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 18 years of age.

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.

How To Apply

THIS POSITION IS FOR APPLICANTS CURRENTLY RESIDING IN OKINAWA OR ARRIVING ON OFFICIAL GOVERNMENT ORDERS TO OKINAWA WITHIN 30 DAYS.

All applications must be submitted onlinevia the MCCS Careers website: https://careers.usmc-mccs.org

Resumes/applications emailed or mailed will not be considered for this vacancy announcement. Tobe considered for employment, the application or resume must be submitted online by11:59 PM (ET) on the closing date of the announcement.

Note: To check the status of your application or return to a previous or incomplete application, logintoyourMCCS user account and review your application status.

MILITARY SPOUSE PREFERENCE (MSP) - IAW DoDI 1400.25, Volume 315.

• Applies to positions in grades NF-3 and below, and equivalent Craft & Trades and Child and Youth positions.
• May be exercised once per permanent relocation (PCS), when appointed to a regular full or part time position.
• Per DoDI 1400.25, volume 315, Enclosure 3, para 2.h.1, MSP eligibility terminates upon acceptance or refusal of an offer of a continuing position (part-time or full-time) in the federal service for which the spouse has registered for employment, whether or not preference was applied.
• Applicants hired into flexible positions (0-40 hours per week) or regular position with a time-limited appointment will not lose their spouse preference eligibility until movement or hired into a regular full or part time position.
• The time period for MSP eligibility begins 30 days before the military sponsor's reporting date to the new duty station, if accompanied, or at any time thereafter during the tour.

All military and DoD civilian spouses are required to provide a copy of their sponsor's orders during the application process.

Closing Statement

GENERAL INFORMATION:Applicants are assured of equal consideration regardless of race, age, color, religion, national origin, gender, GINA, political affiliation,membership or non-membership in an employee organization, marital status, physical handicap which has no bearing on the ability to perform the duties of the position. This agency provides reasonable accommodations to applicants with disabilities. If you need a reasonable accommodation for any part of the application and hiring process, please notify the agency. The decision on granting reasonable accommodation will be on a case-by-case basis.

It is Department of Navy (DON) policy to provide a workplace free of discrimination and retaliation. The DON No Fear Act policy link is provided for your review: https://www.donhr.navy.mil/NoFearAct.asp.

As part of the employment process, Human Resources Division may obtain a Criminal Record Check and/or an Investigative Consumer Report. Employment is contingent upon the successful completion of a National Agency Check and Inquiries (NACI).For all positions requiring access to firearms or ammunition, the Federal Government is prohibited from employing individuals in these positions who have ever been convicted of a misdemeanor crime of domestic violence, or a felony crime of domestic violence adjudged on or after 27 November 2002. Selectees for such positions must submit a completed DD Form 2760, Qualification to Possess Firearms or Ammunition, before a final job offer can be made.

Direct Deposit of total NET pay is mandatory as a condition of employment for all appointments to positions within MCCS.

Required Documents:

*Education/certification certificate(s), if applicable.

*If prior military, DD214 Member Copy

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.

Involuntarily separated members of the armed forces and eligible family members applying through the Transition Assistance Program must submit a written request/statement (may be obtained from the MCCS Human Resources Office) and present ID card with "TA" stamped in red on front of card.

INDIVIDUALS SELECTED FROM THIS ANNOUNCEMENT MAY BE CHANGED TO PART-TIME OR FULL-TIME AT MANAGEMENT'S DISCRETION WITHOUT FURTHER COMPETITION.

ALL ONLINE APPLICATIONS MUST BE RECEIVED BY 1159PM EASTERN TIME (ET) ON THE CLOSING DATE LISTED IN THE JOB POSTING.