Duties
NONAPPROPRIATED FUND POSITION DESCRIPTION
JOB TITLE: Administrative Specialist
BUS TITLE: Administrative Office Manager (Behavioral Health)
FLSA : Nonexempt
JOB SERIES: 0303 GRADE: NF-03
INTRODUCTION:
This position is located within the Behavioral Health Branch (BH), Marine and Family Programs, Marine Corps Community Services (MCCS), MCB Camp Butler, Okinawa. Incumbent reports directly to the Chief of BH.
The primary purpose of the position is to coordinate, coach, facilitate, and plan the daily operations of the BH Offices aboard camps on Okinawa. Incumbent will assist the BH Chief and Program Directors by performing a wide range of program support work designed to support a myriad of crucial administrative tasks and ensure an efficient office operation.
DUTIES AND RESPONSIBILITIES:
As the BH Administrative Office Manager and administrative liaison for the BH Branch, incumbent performs a variety of responsible administrative and clerical duties requiring a substantial level of judgment, experience, and attention to detail. The position operates with a great deal of latitude and independence, and selects methods, approaches, and priorities to carry out work assignments. Completed work is reviewed only in terms of productivity and effectiveness in meeting requirements and accomplishing objectives.
Receives telephone calls and assist external customers as needed. Responds to all questions and requests in a timely manner. Must have the knowledge of the function of each employee and department within the branch. Provides information based on individual judgment and refers matters to the appropriate person or office.
Primary coordinator for all facilities maintenance records and reporting for all BH facilities on Okinawa. This includes the appearance and general upkeep of each facility. Included, but not limited to, safety inspections, building cleanings, window cleanings, floor cleanings, and other maintenance scheduled for the care of the building. Primary liaison between the BH Branch and Management Information Systems (MIS), Facilities Maintenance, Supply, and other departments as needed to support office moves, desk relocations, and building relocations.
Designated Security Officer, ensuring that the branch and all employees are adhering to rules, regulations and procedures including building evacuations. After typhoons, coordinates a full security inspection of each BH facility and sends an after-typhoon facility report to each camp Community Services Coordinator.
Serves as Fire Warden for the BH Branch at all facilities on Okinawa. Incumbent will establish, implement and maintain evacuation plans, maps, and accumulation points. Will inform employees on the proper evacuation routes and accounting measures for all employees.
Provides support to the BH Chief and other key personnel by researching and resolving administrative, organizational, and procedural matters pertaining to BH.
Designated Telephone Control Officer for all Marine and Family Programs and activities. Responsibilities include service tickets, approving payment of staff cellular phone bills, troubleshooting telephone issues with G-6, and installation and changes of phone lines.
Designated Key Custodian for all BH facilities including quarterly inventory, key issuance and collection, and other inventory control measures outlined per DOD and Marine Corps published orders and directives.
Serves as the Property Control Officer. Overseas purchase of equipment, furniture, appliances, electronics and other office related equipment. Ensures that all items are properly purchased, logged, property tagged and tracked. Performs annual inventory of all property items.
As the designated Safety Representative for the branch, ensures all safety issues are addressed and resolved to include all safety training for American and Japanese National employees. Develops and maintains a comprehensive safety program by implementing and monitoring all MCCS required safety program needs. Ensures that bulletin boards are up to date with required OSHA and other safety postings.