ADMINISTRATIVE SPECIALIST (PERSONAL AND PROFESSIONAL DEVELOPMENT), NF-03/RFT, CAMP FOSTER Job in Camp Foster, Japan

Vacancy No. 70614 Department U.S. Marine Corps
Salary $17.00 to $19.58 Grade 03 to 03
Perm/Temp Permanent FT/PT Full-time
Open Date 10/28/2024 Close Date 11/4/2024
Job Link Apply Online Who may apply Public
Locations:
Camp Foster, Japan


Summary

Marine Corps Community Services (MCCS) is looking for the best and brightest to join our Team! MCCS is a comprehensive program that supports and enhances the quality of life for Marines, their families, and others in the Marine Corps Community. We offer a team oriented environment comprised of military personnel, civilian employees, contractors and volunteers who keep the organization functioning smoothly and effectively.

This job is open to

Clarification from the agency

Open to Public

Duties

NONAPPROPRIATED FUND POSITION DESCRIPTION

JOB TITLE:  Administrative Specialist
BUSINESS TITLE:  Administrative Specialist
JOB SERIES: 0303                            PAY LEVEL:  NF-3
FLSA: Non exempt

INTRODUCTION: Serves as Administrative Specialist, Personal and Professional Development Branch (P&PD), Marine and Family Programs (MFP), Marine Corps Community Services (MCCS), Okinawa, Japan.  Reports to the Chief, Personal and Professional Development (P&PD) Branch.

DUTIES AND RESPONSIBILITIES:
The purpose of this position is to perform as the Administrative Specialist with responsibilities to coordinate administrative support work for the Chief, P&PD, maintain the P&PD Sharepoint, manage the suspense tracking system, prepare quarterly COLS Report for P&PD, responsible for the organization and record keeping of the MFP Accreditation Standards, leads the P&PD Morale Committee, manages the P&PD new employee orientation, awards, and newsletter, reviews all correspondence and administrative reports, and provides budgetary support duties.  Assists with special projects for the Chief, Personal and Professional Development Branch.

Assists in planning, reviewing, interpreting and implementing policies established by higher authority.  

Responsible for the resolution of all administrative issues based on policies and procedures, keeping the Chief informed of all actions.  

Provides training to P&PD Branch Administrative Assistants.  Assists with projects, events, reports, and information as required.

Reviews all P&PD Branch Naval Correspondence, reports and other documents.  Conducts an annual review and update of the MFP Commander¿s Guide.  Prepares accurate and error-free correspondence, reports or similar materials.  Ensures correct grammar, spelling, capitalization, punctuation, and appropriate format in all correspondence prepared for the Chief¿s approval and/or signature.    Returns material needing correction to the originator when necessary.  Accurately advises P&PD administrative office staff on administrative and procedural requirements and instructions.

Thoroughly screens materials 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 to four programs and that all suspense requirements are completed on time and error-free.

Manages the quarterly COLS Report for the P&PD Branch.  Ensures the report is completed, reviewed, and uploaded to the COLS system in a timely manner.

Schedules meetings, appointments, VIP visits and conferences in accordance with instructions from the Chief, P&PD.  Prepares agendas and notes for P&PD meetings.

Serves as the lead for the P&PD Morale Committee and develops a monthly newsletter for distribution on the first of each month.  Plans, coordinates and meets with Morale Committee members monthly to prepare and assist with P&PD events.  Plans and executes an annual P&PD Assembly.  Develops the agenda and coordinates guest speakers, coordinates facility reservations, prepares all materials for the assembly and communicates with P&PD staff.

Requirements

Conditions of Employment

  • See Duties and Qualifications

EVALUATIONS:

Qualifications

BASIC REQUIREMENT:
A 2-4 year degree from an accredited college or vocational school in fields related to duties of the position being filled OR a minimum of 3 years of specialized and progressively more responsible work experience in business management or related field.  Experience in executive administrative support which demonstrates analytical ability, mature judgment, a high degree of discretion, and knowledge of a substantial body of administrative or program principles, concepts, policies, and objectives.

QUALIFICATION REQUIREMENTS:

  1. Proven ability to independently initiate, manage and/or coordinate all administrative actions and projects for an office environment.
  2. Proven, strong organizational and multi-tasking skills, digital record keeping, and tracking suspenses to completion.
  3. Proven knowledge in a variety of software  (e.g. Word, Excel, Sharepoint) and the knowledge to integrate different types of software into a single product to perform routine and technical functions.   Must be able to type 40 wpm.    
  4. Ability to adhere to Naval Correspondence requirements, develop reports and conduct other administrative requirements such as managing suspenses, files and digital records.
  5. Experience working in a professional setting where a high level of discretion and confidentiality is required.
  6. Experience with budgets such as preparing and submitting budget reports, and tracking expenses.
  7. Proven ability and skill to research and analyze situations in order to solve or resolve problems and complete tasks.
  8. Proven ability to communicate professionally and effectively both orally and in writing.
  9. Skill to interact with employees at various levels and the ability to represent the organization to external customers. 
  10. Ability to interact with high level officials and to maintain a high degree of professionalism at all times.

This activity is a Drug-free workplace.  The use of illegal drugs by NAF employees, whether on or off duty, cannot 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.
 

Additional information

GENERAL INFORMATION: Applicants are assured of equal consideration regardless of race, age, color, religion, national origin, gender, GINA, political affiliation, membership or non-membership in an employee organization, marital status, physical handicap which has no bearing on the ability to perform the duties of the position. This agency provides reasonable accommodations to applicants with disabilities. If you need a reasonable accommodation for any part of the application and hiring process, please notify the agency. The decision on granting reasonable accommodation will be on a case-by-case basis.

It is Department of Navy (DON) policy to provide a workplace free of discrimination and retaliation. The DON No Fear Act policy link is provided for your review: https://www.donhr.navy.mil/NoFearAct.asp.

As part of the employment process, Human Resources Division may obtain a Criminal Record Check and/or an Investigative Consumer Report. Employment is contingent upon the successful completion of a National Agency Check and Inquiries (NACI). For all positions requiring access to firearms or ammunition, the Federal Government is prohibited from employing individuals in these positions who have ever been convicted of a misdemeanor crime of domestic violence, or a felony crime of domestic violence adjudged on or after 27 November 2002. Selectees for such positions must submit a completed DD Form 2760, Qualification to Possess Firearms or Ammunition, before a final job offer can be made.
Direct Deposit of total NET pay is mandatory as a condition of employment for all appointments to positions within MCCS.
Required Documents:
           *Education/certification certificate(s), if applicable.
           *If prior military, DD214 Member Copy
This activity is a Drug-free workplace. The use of illegal drugs by NAF employees, whether on or off duty, cannot 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.
Involuntarily separated members of the armed forces and eligible family members applying through the Transition Assistance Program must submit a written request/statement (may be obtained from the MCCS Human Resources Office) and present ID card with "TA" stamped in red on front of card.
INDIVIDUALS SELECTED FROM THIS ANNOUNCEMENT MAY BE CHANGED TO PART-TIME OR FULL-TIME AT MANAGEMENT'S DISCRETION WITHOUT FURTHER COMPETITION.
ALL ONLINE APPLICATIONS MUST BE RECEIVED BY 1159PM EASTERN TIME (ET) ON THE CLOSING DATE LISTED IN THE JOB POSTING.

Benefits

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.

The Federal government offers a number of exceptional benefits to its employees. Benefits you get to enjoy while working at MCCS include but are not limited to:

•      Stability of Federal Civilian Service

•      People with passion for doing work that matters

•      Quality of Work Life Balance

•      Competitive Pay

•      Comprehensive Benefit Packages

•      Marine Corps Exchange and Base Facility Privileges

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.

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.

Required Documents

Varies - Review "OTHER INFORMATION"

If you are relying on your education to meet qualification requirements:

Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education.

Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.

How to Apply

All applications must be submitted online via the MCCS Careers website: https://careers.usmc-mccs.org

Resumes/applications emailed or mailed will not be considered for this vacancy announcement.  To be considered for employment, the application or resume must be submitted online by 11:59 PM (ET) on the closing date of the announcement.

Note: To check the status of your application or return to a previous or incomplete application, log into your MCCS user account and review your application status.

THIS POSITION IS FOR APPLICANTS CURRENTLY RESIDING IN OKINAWA OR ARRIVING ON OFFICIAL GOVERNMENT ORDERS TO OKINAWA WITHIN 30 DAYS. 

MILITARY SPOUSE PREFERENCE (MSP) - IAW DoDI 1400.25, Volume 315.

  • Applies to positions in grades NF-3 and below, and equivalent Craft & Trades and Child and Youth positions.
  • May be exercised once per permanent relocation (PCS), when appointed to a regular full or part time position.
  • Per DoDI 1400.25, volume 315, Enclosure 3, para 2.h.1, MSP eligibility terminates upon acceptance or refusal of an offer of a continuing position (part-time or full-time) in the federal service for which the spouse has registered for employment, whether or not preference was applied. 
  • Applicants hired into flexible positions (0-40 hours per week) or regular position with a time-limited appointment will not lose their spouse preference eligibility until movement or hired into a regular full or part time position.  
  • The time period for MSP eligibility begins 30 days before the military sponsor¿s reporting date to the new duty station, if accompanied, or at any time thereafter during the tour.

All military and DoD civilian spouses are required to provide a copy of their sponsor¿s orders during the application process. 

Agency contact information

CAMP BUTLER MCCS
Address
CAMP BUTLER MCCS
MARINE CORPS COMMUNITY SERVICES
ATTN: NAF PERSONNEL OFFICER
FPO AP, 963735023
JPN
Learn more about this agency

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.


Note: We cannot accept applications on behalf of Federal Agencies. Application instructions are listed within the Job Description.


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