Management Assistant

Summary
This position is located at the Pacific Beach Resort (Pacific Beach, WA) Fleet Readiness Division of the Fleet & Family Readiness Program (FFRP), Commander, Navy Region Northwest. Provides administrative support and assist the Resort Manager in daily work processes. Expectations include confidentiality, knowledge and familiarity of each branch operation and a positive and professional attitude to all employees and guests.

Duties

Help

• Prioritizes daily requirements, special projects and support, making sure that tasks are completed in an efficient, timely fashion. Daily requirements may include, but are not limited to, daily financial reports, bank deposits, change requests, etc.
• For payroll, incumbent assists managers with daily timekeeping and attendance records to ensure employees receive accurate compensation for time worked and duties performed. Reviews for accuracy and ensures timely input into the timekeeping system, approval and sign-off.
• Serves as liaison between the Region FFR Service Center and the activity regarding personnel issues such as policies and procedures, benefits, pay, worker's compensation, training, etc.
• Maintains local records in support of personnel actions and forwards documents for official personnel files to FFR NAF Human Resources Office.
• Delivers new employee indoctrination with guidance, and on behalf of, the NAF Human Resources Office.
• Prepares correspondence, reports, and other documents, ensuring correct grammar, spelling, capitalization, punctuation, and appropriate format in work prepared by self and others.
• Returns material needing correction to the originator when necessary.
• Screens and priorities correspondence, electronic mail and material prior to distribution for suspense dates, established controls, and follows up on responses.
• Ensures that correspondence is properly routed in a timely manner.
• Ensures that requirements for handling sensitive and/or classified material are accurately followed, where applicable.
• Schedules meetings, appointments, and conferences in accordance with instructions from supervisor. Prepares and distributes agenda and takes notes when directed.
• Sets up conference calls, staff functions, video conferencing and functions as the point of contact for conference calls using the bridge.
• Maintains supervisor's calendar and verifies schedule of others to minimize conflicts when scheduling meetings or conferences.
• Provides reminders of scheduled events and contacts other personnel to attend meetings in lieu of supervisor, when necessary.
• Receives visitors and phone calls. Accurately determines nature of request and refers callers or visitors to appropriate staff.
• Answers routine questions in a timely and accurate manner and provides accurate information when routine procedural matters are involved.
• Assists supervisor and staff with travel arrangements and travel vouchers.

• Uses a variety of office automation tools to:

• Completes backup of files and database systems

• Uses database or spreadsheet software to accurately enter, revise, sort or calculate, and retrieve data for standard reports.
• Uses graphics software to provide briefs, charts, and graphs for presentations.

• Uses software to create, edit and share forms, documents and files.

• Maintains an accurate file system of online and hard copy documents to enable quick and efficient retrieval of information.

• Performs other related duties as assigned.

Requirements
Help

Conditions of employment

• Must meet Federal Employment suitability requirements and successful completion of background investigation.
• Must possess and maintain a current driver's license.

Qualifications

• Knowledge of the duties, priorities, commitments, policies, and program goals of the staff sufficient such as reviewing publications, directives, and other materials which may affect the division and taking appropriate follow-up actions; and to anticipate and prepare materials the supervisor needs in order to respond to correspondence or phone calls.
• Knowledge of the FFR mission and substantive programs of the immediate and subordinate organizations as they relate to the administrative functions of the office.
• Knowledge of standard office equipment such as copiers, fax machines, etc., and intermediate to advanced skill in typing and keyboarding to perform routine clerical and administrative functions.
• Knowledge of the pertinent information for use by the organization in conferences or reports and to advise other administrative staff.
• Skill and current knowledge in the use of Microsoft Office Programs (e.g., Word, Excel, Power Point, Outlook) to include, but not limited to, word processing, spreadsheets, database management systems, and PowerPoint slide presentations.
• Skill and familiarity with creating and working with portable document formats (PDF), forms and shared files (e.g. Adobe Pro, Microsoft Teams, SharePoint)
• Ability to retain and disseminate general information, which requires a positive, helpful attitude and demeanor at all times.
• Ability to use correspondence rules and regulations to prepare and/or edit written correspondence, ensuring proper use of English grammar, spelling, and punctuation
• Ability to gather and effectively organize information.
• Ability to communicate effectively both orally and in writing.
• Ability to effectively work as a team member supporting different positions within the department.

Education

There is no education requirement for this position.

Additional information

Salary is dependent on experience and/or education. Some positions have special requirements. Selectee may be required to complete a one (1) year probationary period.

Participation in Direct Deposit/Electronic Fund Transfer within the first 30 days of employment is required. We utilize E-Verify to confirm selectee's eligibility to work in the United States.

This announcement may be used to fill additional vacancies within 60 days of issuance of selection certificate. For positions requiring travel more than twice per year, selectee may be required to obtain and maintain in good standing a Government-issued Travel Card for official government travel purposes.

Executive Order 12564 requires a Federal workplace free of illegal drugs. According to the Executive Order, all Federal employees are required to remain drug free throughout their employment. Commander, Navy Region Mid-Atlantic Command is a Drug-Free Federal Workplace. The use of illegal drugs will not be tolerated, and use of or intoxication by illegal drugs will result in penalties up to and including removal from Federal Service.

Candidates should be committed to improving the efficiency of the Federal government, passionate about the ideals of our American republic, and committed to upholding the rule of law and the United States Constitution.

Help

A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits.

Review our benefits

Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.

Salary : $42,000 - $72,000