MWR Administrative Assistant

Job Details

Position Overview

Duties

• Receives and reviews incoming administrative and military personnel related correspondence, directives, regulations, instructions, publications and other written materials.
• Distributes to appropriate staff elements, retaining administrative materials for appropriate action.
• Determines impact on current policy and/or work procedures, plans and recommends implementation methods, and, when approved, develops written guidance and distributes to appropriate personnel.
• Provides advice and guidance on technical problems that arises, to include interpretation of governing regulations.
• Continually keeps abreast of current regulatory requirements and developments related to day-to-day administrative operations in such areas as processing of FFR operational requirements, records, reports, documentation, correspondence, mail, filing systems, and other administrative actions.
• Ensures accuracy and quality of miscellaneous administrative and personnel actions forwarded to higher headquarters. Maintains suspense file on administrative/personnel actions ensuring timely submission of suspense items. Review outgoing correspondence, directives, and publications.
• Edits to assure completeness and conformance to format and policy. Authenticates correspondence, orders, records, reports, and other official communications when such authority has been delegated or obtains signature of authorized supervisor as appropriate.
• Distributes written materials ensuring dissemination to appropriate units and personnel.
• Establish and maintains organization regulations and publications distribution account. Reviews, edits, approves or recommends approval of requests for publication prior to forwarding to distribution centers. Distributes publications and bland forms to units as required.
• Maintains internal office and management controls to ensure maximum efficiency of operations and conformance to pertinent regulations, policy statements, SOPs, etc.
• Advises lateral and/or subordinate units on those administrative and office management procedures.
• Ensures compliance with policies, procedures, and regulations.
• Assures timely accomplishment and submission of status on recurring and special reports.
• Reviews incoming correspondence and reports for compliance with regulations and format. Reviews and assures completeness and accuracy of inspection reports and takes care of related internal operations.
• Composes correspondence for signature of supervisor. Prepares various reports and assists in special projects concerning administration of the unit.
• Collect, review and compare all overtime and COMP time with Kronos Time & Attendance system and resolve any discrepancies.
• Appointed as the agency mail orderly with responsibilities for picking up mail. Pick-up and deliver official mail at specific times; deliver mail to mail orderlies as authorized by the Commanding Officer.
• Responsible for maintaining and updating the FFR Community shared drive.
• Establishes and maintains personnel files and records, statistical data, suspense system and organization chart.
• Receives and reviews incoming administrative personnel related correspondence, instructions and other written materials.
• Track all required mandatory personnel trainings and update supervisors with status reports. Initiates Civilian Personnel actions and processes a wide variety of routine and complex actions requiring an in-depth knowledge of Non-appropriated Fund (NAF) civilian personnel rules and regulations. Forward all actions to supervisor for approval and
• Maintain up to date documents such as, personnel roster, organization chart, trackers, and information folders and distribute any material ensuring dissemination to appropriate activity and personnel.
• Performs other duties as assigned.

Qualifications & Requirements

• Extensive knowledge of military personnel regulations, policies, and directives.
• Skill in fact finding surveys to determine appropriate actions necessary to accomplish task.
• Skill in writing is necessary to delineate higher headquarters directives to subordinate commands.
• Knowledge of information management regulations such as those related to correspondence, mail, publications, and filing.

Education

Conditions of Employment

• Must successfully pass the E-Verify employment verification check. Any discrepancies must be resolved as a condition of employment.
• Must meet federal suitability requirements including successful completion of background investigation.
• Must be able to satisfactorily complete background investigation. Background Investigations are conducted using fingerprint identification and completion of background inquiry forms.

Evaluations

Required Documents

• Résumé
• Proof of education/training: provide a copy of your awarded/conferred college transcript(s) as applicable.
• If claiming Department of Defense (DOD) Non-appropriated Fund (NAF) Business Based Action (BBA) priority consideration: provide a copy of the notice of separation
• If claiming Military Spouse Preference: provide a copy of the sponsor's Permanent Change of Station (PCS) orders and a marriage certificate at the time of application
• If claiming Veteran's Preference: provide a copy of your DD-214, Member-4 page and any supporting documentation (SF-15, V.A. disability letter, proof of service, etc.)
• If a current or former Federal Employee: provide a copy of your most recent Personnel Action Report (PAR) or SF-50

Note: When submitting transcripts for an Associate degree or higher, proof of a high school diploma or equivalent is not required. All transcripts MUST show student's name, the name of the awarding university or educational institution, degree type, awarded/conferred date, and the field of study (major). If your degree has not been awarded and/or you possess certificates of completion for DoD approved competency-based training courses, and/or a valid CDA/MSA credential(s), you MUST also provide a copy of your HS Diploma or equivalent. Altered transcripts will not be accepted.

Transcripts from foreign colleges must be evaluated for U.S. equivalency in order to be considered. Applicants are responsible to obtain and submit proof of creditability of education as evaluated by a credentialing agency which is a private U.S. organization. Credential evaluations are not free and applicants are responsible for the cost of the selected service.

Foreign high school transcripts or diplomas do not require credential evaluation but must be in English or a certified translation.

How to Apply