Clarification from the agency

Open to Public

NONAPPROPRIATED FUND (NAF) POSITION DESCRIPTION

JOB TITLE:        Administrative Specialist
BUSINESS TITLE:     Administrative Office Manager     
FLSA: Non-Exempt
JOB SERIES: 0303                            PAY LEVEL:  NF-2/3

This position is located in the NAF Human Resources Branch (NAF HR) of Marine Corps Community Services (MCCS), Okinawa, Japan. The primary purpose of this position is to perform general administrative functions in support of the NAF Human Resources Office (NAF HRO) and reports directly to the Director, HR Services.

This position is a developmental billet (NF2/3) aimed at the target grade of Administrative Office Manager (NF3). Performance is regularly reviewed both during and after task completion to progressively assess the employee¿s suitability for increased independence. At the NF2 entry level, the incumbent operates under closer supervision, serving in a developmental role. Advancement to the target NF3 level is contingent upon routine performance evaluations, with a focus on the incumbent¿s ability to independently fulfill the responsibilities detailed in this Position Description. Completion of a one-year probationary period is required, along with successful completion of all mandated training and regulatory requirements. Promotion to NF3, as approved by the Chief HR, occurs without competition.

DUTIES AND RESPONSIBILITIES: 
Welcomes visitors and performs a diverse set of administrative functions in a coordinated effort to support the various functions within the NAF HRO. Serves as the initial point of contact to greet and assist customer¿s in-person, via email, or by telephone and makes an initial attempt to resolve basic human resources questions or issues. Reviews all incoming and outgoing correspondence and determines needs and directs them appropriately.  

Reviews and responds to all electronic HR service ticket requests and documents, processes, and routes various HR related actions as required/requested. Reviews and ensures that all incoming and outgoing HR correspondence requiring Chief NAF HR (CNHR) or Director HR signature are properly formatted, conform with procedural instructions, grammar, and typographical accuracy. General correspondence includes new hire documentation, background checks, benefits documentation, employee exit documentation, and various other documents. Ensures that exiting employees complete the exit interview/surveys, reviews the out-processing checklist and verifies accuracy and completeness.

Prepares a correspondence and miscellaneous reports as directed, using established Navy Correspondence formats for each type of document required. Reviews all incoming and outgoing correspondence, inputs into the tracking database and routes accordingly.

Establishes and maintains a variety of office files to ensure that administrative records are properly secured and easily retrieved.

Establishes an internal process for maintaining adequate levels of office supplies; notifies staff of ordering procedures for special requisitions.

Performs collateral functions for the CNHR Branch to include key control issuance and security management; as well as fire safety monitoring and communication. Researches various HR policies, regulations, and customer requests by partnering with the appropriate HR staff members to ensure that internal and external customers receive World Class Customer Service (WCCS).

Conditions of employment

• See Duties and Qualifications

EVALUATIONS:

Qualifications

BASIC REQUIREMENTS:

NF2 Entry level:

1. Two years of college education from an accredited college or vocational school in fields related to the duties to be performed OR a minimum of 1 years of experience in performing administrative duties that demonstrates knowledge of administrative management and ability to apply this knowledge in various work operations.

2. The target level for this billet is NF3. Applicants may be promoted (without competition) if they meet the following requirements:

   1. Has successfully met the 12-month probationary period **and**
   2. Has demonstrated the ability to successfully perform all functions of the 
      Administrative Specialist Position Description without direct supervision and demonstrates exceptional knowledge in the administrative management of the HR office and has applied this knowledge in various work operations.  **and**
   3. Has received an Exceeds Expectation or higher higher rating on their annual 
      performance appraisal.

NF3 target level:  Applicants may be considered at the NF3 level if they meet the below requirements.  

1. Four year degree from an accredited college or university in fields related to duties of the position being filled OR a minimum of 3 years of experience in performing administrative duties for upper-level management positions in a large customer-oriented organization that demonstrates knowledge of administrative management and ability to apply this knowledge in various work operations.  
2. Ability to travel off-island for training and conferences, if necessary.

QUALIFICATION REQUIREMENTS:

1. Experience which reflects the ability to communicate effectively both orally and in writing to a diverse audience, using proper tact and diplomacy on issues that may be controversial. 
2. Must have knowledge of grammar, spelling, punctuation and experience in the basic personal computer operations and peripheral equipment. 
3. Demonstrates proficiency in using personal computers, including Microsoft Office applications, and maintains strong typing skills.
4. Knowledge or experience with military-based document formatting and record-keeping codes is highly desired.
5.  Must have excellent customer service skills which includes the ability to effectively communicate both orally and written.
6. Capable of working independently and efficiently managing multiple tasks in a fast-paced, deadline-oriented environment.

This is a white-collar position where occasional lifting up to 20lbs may be required.  
This activity is a Drug-free workplace.  The use of illegal drugs by NAF employees, whether on or off duty, 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 you will be evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

Your application/resume and supporting documentation will be used to determine whether you meet the job qualifications listed on this announcement. This vacancy will be filled by the best qualified applicant as determined by the selecting official.

Varies - Review "OTHER INFORMATION"

Next steps