ADMINISTRATIVE SPECIALIST, NF-03/RFT, FAMILY CARE, CAMP FOSTER Job in Camp Foster, Japan

Summary

This job is open to

• The public

  U.S. Citizens, Nationals or those who owe allegiance to the U.S.

Duties

NONAPPROPRIATED FUND POSITION DESCRIPTION

JOB TITLE:         Administrative Specialist 
BUSINESS TITLE:    Administrative Specialist

JOB SERIES: 0303                                                    PAY LEVEL: NF-03

INTRODUCTION:
This position is located within the Family Care Branch, Marine Corps Community Services (MCCS).  Purpose of this position is to serve as the principal office assistant, performing administrative and clerical duties in support of the work of the Family Care Branch.

DUTIES AND RESPONSIBILITIES:
Prepares correspondence, reports and other documents.  Reviews work prepared by other clerical staff.  Accurately types correspondence, reports or similar materials from handwritten or electronic drafts using word processor.  Ensures correct grammar, spelling, capitalization, punctuation, and appropriate format in work prepared by self and others. Returns material needing correction to the originator when necessary.

Reads and processes incoming correspondence and material.  Thoroughly screens material prior to distribution for suspense dates, establishes controls, and follows up on responses which are due.  Ensures that correspondence is properly routed in a timely manner.

Establishes and maintains office records of various types that may be needed or will assist in the efficient operation of the office.  Ensures files have all pertinent documents and signatures.  Maintains and accurately updates file system to enable quick and efficient retrieval of information. Accurately purges files or performs other file disposition actions in accordance with established procedures. Responsible for the accurate receipt, control, logging, safekeeping and necessary action on all correspondence material received.

Schedules meetings, appointments, and conferences in accordance with instructions from supervisor.  Reminds supervisor and others of scheduled events to ensure prompt and timely attendance. Makes calendar available to supervisor and others to minimize conflicts in scheduling.  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.  Personally answers routine questions in a timely manner and provides accurate information when routine procedural matters are involved.

Uses a variety of office automation software in support of the organization.  Effectively enhances the ability of the office to support overall mission requirements through performance of one or more of the following. Develops methods for automating administrative reports considering the interrelationships of reports and multiple uses of data.  Determines the best software type for each report (such as database or spreadsheet). Determines data categories to be established, sorting and calculating functions to be performed, and procedures for entering and retrieving data.  Inputs and retrieves data using the Child, Youth Management System (CYMS) as well as serves as the subject matter expert for CYMS.  Uses graphics software to provide graphic symbols, charts, and graphs for viewgraphs or paper presentations. Accurately and promptly transmits and receives documents and messages electronically using PCs or workstations.

Provides advice and guidance to staff on clerical and administrative matters.  Accurately advises office staff on administrative and procedural requirements and instructions. Accurately establishes and updates office procedures.

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.
 

Requirements

Conditions of Employment

• See Duties and Qualifications

EVALUATIONS:

How You Will Be Evaluated

Required Documents

How to Apply

Next steps

All applicants who submit an application via our Careers page at https://careers.usmc-mccs.org will be able to view their application status online.