Administrative Assistant Job in Oak Harbor, WA

Vacancy No. 26-12855775 Department Commander, Navy Installations
Salary $50,532.00 to $58,953.00 Grade 3 to 3
Perm/Temp Permanent FT/PT Full-time
Open Date 12/17/2025 Close Date 12/23/2025
Job Link Apply Online Who may apply Public
Locations:
Oak Harbor, WA


Summary

This position is located in the Fleet and Family Support Center which is the Navy's primary agency for the delivery of human services to enhance the stability and self-sufficiency of individuals and families aboard NAS Whidbey Island. The primary purpose of this position is to provide a wide range of support and assistance that is in direct support of programs, administrative and management functions within FFSC.

This job is open to

The public

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

Clarification from the agency

Candidates within the local commuting area

Duties

  • Reception and Information and Referral (I&R) Services
    • Receives telephone calls, greets visitors, and ascertains the nature of the calls and visits. based upon knowledge of the organization, its programs and operations, refers telephone calls and visitors to appropriate staff and office. Provides substantive requests for information which can be provided based on information from records and files or personal knowledge of services available.
    • Maintains database with walk-in, call-in client statistics and provide data for monthly, quarterly, etc., reports. Maintains and inputs a statistical record of contacts into company platforms in a timely manner.
    • Maintains accurate, detailed information database of programs, services, and activities available on the instillation and in the local community (including both State and Federal) which support and enrich the quality of life for individuals and families.
    • Responds to inquiries by clarifying needs through appropriate questions and comments designed to develop necessary facts by developing responses/solutions based on employee's knowledge and experience in problem solving. Determines appropriate organizations and programs to assist clients when additional assistance is required.
    • Responds appropriately to inquiries whether by telephone, fax, and e-mail, personal visit, or in writing.
  • Administrative Support
    • Prepares a wide variety of recurring and nonrecurring correspondence, reports, and other documents. Composes correspondence and other materials of a non-technical mature.
    • Consolidates and finalizes information for various reports in accordance with established procedures.
    • Based on knowledge of substantive programs of the organization, gathers and summarizes information from files and documents for supervisor's use in responding to inquiries, recognizing which information is or is not relevant to issue at hand.
    • Reviews and processes incoming and outgoing correspondence, materials, publications, regulations, and directives. Screens incoming mail to identify what needs to be brought to attention of the supervisor, referred to appropriate staff, rerouted to other organizations/offices, or handled personally.
    • Responsible for coordinating the work of the office with other offices and organizations, recognizing what coordination procedures is required for different circumstances both internally and externally.
    • Maintains staff calendars, coordinates meeting arrangements, and schedules meetings and/or conferences. Schedules multiple appointments and meetings without prior approval in accordance with policies and priorities and coordinates with the staff as necessary.
    • Performs other administrative and clerical work in support of the office/organization. Ability to quickly adjust to new policies and procedures as they become available.
    • Uses multiple office automation software with varied functions to produce a wide range of documents that often require complex formats such as graphics or tables with text, editing, and reformatting electronic drafts, and updating or revising existing databases or spreadsheets.
    • Independently plans and performs complex office automation duties requiring different approaches and methods from one assignment to another, such as using different packages to edit lengthy and complicated reports.

Requirements

Conditions of employment

  • Must successfully pass the E-Verify employment verification check. Any discrepancies must be resolved as a condition of employment to include passing all applicable records and background check.
  • Must enroll in Electronic/Direct Deposit 30 days after start of first day.

Qualifications

  • Knowledge of the policies, regulations, procedures, and reporting requirements governing the programs of the FFSP. Knowledge of the FFSP mission, functions, and programs.
  • Knowledge of the military lifestyle, the unique challenges face by service members/families and the array of services available to address these issues.
  • Knowledge of the field of human services including military and community-based human service agencies, services, programs, etc. Knowledge of federal, state, and community social service agencies or organizations and their human service programs, services, policies, practices, and interrelationships.
  • Skill in communicating with clients to obtain factual information and explain regulations and agency procedures and other organizations involved. Skill in drawing out and organizing relevant information from persons who are often unaware of legal or procedural requirements.
  • Knowledge of the duties, priorities, commitments, policies, and programs goals of the organization sufficient to perform non-routine assignments.
  • Proficiency in both verbal and written communication to include grammar, punctuation, capitalization and format to prepare and edit written correspondence and reports.
  • Ability to use various office automation software (e.g., Word, Excel, Outlook, etc.)

Education

This job does not have an education qualification requirement.

Additional information

Salary is dependent on experience and/or education.

Some positions have special requirements. Selectee may be required to complete a one (1) year probationary period. Participation in Direct Deposit/Electronic Fund Transfer within the first 30 days of employment is required. We utilize E-Verify to confirm selectee's eligibility to work in the United States. Salary is dependent on experience and/or education.

This announcement may be used to fill additional vacancies within 60 days of issuance of selection certificate. For positions requiring travel more than twice per year, selectee may be required to obtain and maintain in good standing a Government-issued Travel Card for official government travel purposes.

Executive Order 12564 requires a Federal workplace free of illegal drugs. According to the Executive Order, all Federal employees are required to remain drug free throughout their employment. Commander, Navy Region Mid-Atlantic Command is a Drug-Free Federal Workplace. The use of illegal drugs will not be tolerated, and use of or intoxication by illegal drugs will result in penalties up to and including removal from Federal Service.

Candidates should be committed to improving the efficiency of the Federal government, passionate about the ideals of our American republic, and committed to upholding the rule of law and the United States Constitution.

How you will be evaluated

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

All resumes will be reviewed to determine if they meet the hiring eligibility and qualification requirements listed in this announcement, and will be rated based on the information provided in the resume to determine the level of knowledge, skills and abilities (KSAs) related to the job requirements. Using the qualifications of the position, a predetermined rating criterion of KSAs will be used for each resume. Best qualified applicants will be referred to the hiring manager. The selecting official may choose to conduct interviews.

Required Documents

The following documents are required at the time of application:

  • Résumé: Resume limited to 2 pages showing relevant experience (cover letter optional). For more guidance about the 2-page limit on resumes, visit here: Resume Requirements.
  • Proof of education/training: if applicable, provide a copy of your awarded/conferred college transcript(s), if degree hasn't been conferred provide copy of HS Diploma, GED, or equivalent
  • 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 a current or former Federal Employee: provide a copy of your most recent Personnel Action Report (PAR) or SF-50
Starting May 7, 2025, non-affiliated individuals requesting access will need a REAL ID-compliant driver's license or another acceptable form of identification to access CNRNW Installations. This applies to everyone, including the following: but not all inclusive:
  • Vendors
  • Dependents aged 18 and older
  • Service Providers
  • Veterans with service-connected disabilities
  • Contractors
  • Visitors (includes visitors in same vehicle with CAC holder)
  • Transportation services (taxi, limo, ride share)
  • Agent, Assist, Aid, Care Giver Letters
  • Au Pairs, Child Care Providers
What are acceptable alternative forms of identification for base access? If you don't have a REAL ID-compliant driver's license, you can use one of the following:
  • U.S. passport or passport card
  • Military ID card (Common Access Card or CAC, DoD retired ID card)
  • Permanent resident card (Green Card)
  • Transportation Worker Identification Credential (TWIC)
  • Enhanced Driver's License (EDL)
  • Other forms of identification accepted by the Department of Homeland Security
How can I obtain a REAL ID-compliant license? To obtain a REAL ID-compliant license, you'll need to visit your state's driver's license agency with the following documents:
  • Proof of identity (e.g., birth certificate, passport)
  • Proof of Social Security number (e.g., Social Security card)
  • Two proofs of residency (e.g., utility bills, bank statements)

How to Apply

To be considered for this vacancy you must apply and complete the online questionnaire and submit the documentation specified in the Required Documents section above. When building or uploading your resume, please note there is a two-page limit. The system will restrict any attempts to submit a longer document

The complete application package must be submitted by 11:59 PM (EST) on 12/23/2025 to receive consideration.

To begin, click Apply to access the online application. You will need to be logged into your USAJOBS account to apply. If you do not have a USAJOBS account, you will need to create one before beginning the application.

To preview the Application Questionnaire, please click the following link: https://apply.usastaffing.gov/ViewQuestionnaire/12855775

It is your responsibility to ensure your application package (resume, supporting documents, and responses to the questionnaire) is complete, accurate, and submitted by the closing date.

Additional information on how to complete the online application process and submit your online application may be found on the https://help.usastaffing.gov/Apply/index.php?title=Applicant

To verify or check the status of your application, log into your USAJOBS account. Once logged in, the Welcome screen lists your applications, your application status and the date it was last updated. For information on what each Application Status means, visit: https://www.usajobs.gov/Help/how-to/application/status

DON is an Equal Employment Opportunity Employer. All qualified candidates will receive consideration without regard to race, color, national origin, religion, sex, age, mental or physical disability, genetic information, reprisal, marital status, political affiliation, sexual orientation, or any other non-merit factor. The DON provides reasonable accommodations to applicants with disabilities. Applicants with disabilities who believe they may require reasonable accommodation(s) should email their request to MILL_HQ_NAF_HR.FCT@navy.mil to ensure proper consideration is given.

Agency contact information

NRNW NAF HRO
Email
cnrnwn9nafhr@us.navy.mil
Address
NAS Whidbey Island
1103 Hunley RD
Bldg 94
Silverdale, WA 98315
US

Next steps

Using the required qualifications of the position, a standardized rating and ranking criteria of knowledge, skills, and abilities will be used to screen and assess each application.

If you provided an email address, you will receive an email message acknowledging receipt of your application. Times may vary during the hiring process, as your application status updates/changes you will be notified with a notification letter via email.

Please notify us if your contact information changes after the closing date of the announcement. Also, note that if you provide an email address that is inaccurate or if your mailbox is full or blocked (e.g., Spam Blocker, etc.), you may not receive important communication that could affect your consideration for this position


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


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