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 POSITION DESCRIPTION

JOB TITLE: Administrative Specialist
BUSINESS TITLE: Administrative Office Manager (Management Information Branch)
FLSA: Non-exempt
JOB SERIES: 0303 PAY LEVEL: NF- 03

This position is located within the Management Information Systems Branch, Marine Corps Community Services (MCCS), MCB Camp Butler, Okinawa.
Incumbent reports directly to the Chief of the Management Information Systems (MIS) Branch.

The primary focus of this position is to serve as the Administrative Office Manager for the MIS Branch, to include providing secretarial support to the Chief Information Officer (CIO).

DUTIES AND RESPONSIBILITIES:
The incumbent provides direct administrative assistance to the Chief MIS. Performs a variety of responsible administrative duties requiring a substantial level of judgment, experience and discretion. Screens calls and visitors, independently handles majority of requests for information and refers others as appropriate. Types correspondence, reports and other materials in final smooth format. Maintains organization and update of various files, regulations, manuals and directives. Reviews all incoming correspondence, determining proper action. Reviews outgoing correspondence and reports ensuring proper format and concurrence with established directives. Performs daily responsibilities independently.

Provides training and guidance and leads the NF2 Administrative Assistant in the performance of his/her duties and ensures timely accomplishment of assigned tasks.

Establishes and updates office procedures, including proper maintenance of office files/records and efficient administrative operation.

Serves as the central point of contact for matters relating to the day to day matters of the MIS. Works closely with the NAF contracting office for proper processing of all purchase requests and Finance Office.

Assists the CIO to deliver budget reports, statistics, and other monthly and yearly pertinent information. Maintains expense records, reimbursement claims and other important documents that require the CIO's signature. Responsible for preparing and tracking budget requirements. Maintains operational and capital budget based on the approved limit. Briefs the CIO on budget execution status on a weekly basis. Maintains initials yearly budget, midyear budget and prepares any changes mandated by executive decision to the MIS's budget. Tracks expenditures and BPA expenses for all sections within in the branch. Responsible for purchases made on the MIS NAF Purchase Card and files all necessary reports with the NAF Contracting office.

As the subject matter expert on Naval Correspondence format, prepares letters, reports, and other documents in a correct Naval Correspondence format. Compiles correspondence from all staff in the Branch and ensures accuracy, correct grammar, proper formatting, and documentation. Works with staff on making necessary corrections to reports and other documents. Accurately advises office staff on administrative and procedural requirements and instructions. Screens and reviews all document packages for completion and accuracy before they are routed outside the MIS.

Major Duties

Maintains tasker log for the branch and CIO and ensures that all taskers assigned by the MCCS Executive office and other offices are properly logged, updated, tracked, and submitted in accordance with established due dates.

Establishes and manages the CIO's daily calendar. Schedules meetings, appointments, and conferences as needed. Makes travel arrangements based on general travel intentions, known preferences of traveler, and in accordance with appropriate travel regulations. Schedules transportation and hotel/Government quarters reservations in a timely manner.

Maintains staff files and performs a thorough on-boarding briefs for new employees to include all administrative and operational procedures of the branch. Liaisons with HR office for staff recruitment and other personnel actions and documents requiring administrative supports.

Attends weekly staff meeting and takes notes for action. Tracks orders and projects to provide status updates to the relevant departments. Issues and maintains MCCS cell phones, ink and toner requests for all facilities.

As the primary time keeper in the office, verifies and submits all staff timecards in a timely manner. Acts as training coordinator for the branch. Coordinates with HR Development section of nominations and confirmations for branch. Maintains employee files for proper procedures to complete employee reviews.

Provides World Class Customer Service with an emphasis on courtesy. Assists customers and communicates positively in a 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 higher-level supervisor, 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 of actively supporting the principles of the EEO program and prevention of sexual harassment.

Performs other related duties as assigned.

Qualifications

BASIC REQUIREMENT:

A 2-year degree from an accredited college or vocational school in fields related to duties of the position being filled OR 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.

QUALIFICATION REQUIREMENTS:

Knowledge of general accounting practices and non-appropriated funds contract operations is preferred.

Ability to communicate effectively both orally and in writing.

Ability to work in the capacity of both a general administrative support staff and an executive secretary.

Ability to prioritize daily workload, work independently, and perform under high stress environment.

Strong working knowledge of all Microsoft Office products as they pertain to daily business activities and familiarity with terms and acronyms used within the information systems field.

Advanced knowledge of Naval Correspondence standards, practices, procedures, and policies is preferred.

Ability to provide guidance and assistance to all levels of personnel, both internal and external, in a professional, courteous, and tactful manner.

The incumbent must be eligible for a Tier 1 background investigation.

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.