Summary
This position is located in the Fleet and Family Readiness Program (FFRP) Service Center, at Keyport, WA. Maintains management and tracking of policy, procedures and official reporting, provides official travel coordination, and provides supervision of region N9 admin staff supporting region leadership for Fleet Readiness, Family Readiness and Housing Divisions. The scope of the program function of the FFRP is broad, diverse, complex, and includes employees throughout the Northwest Region.
Duties
Purpose of Position:
The position of the region Administrative Branch Manager has primary oversight responsibility for Commander Navy Region Northwest N9 Fleet & Family Readiness Program (FFRP) department administrative services and professional development training. Maintains management and tracking of policy, procedures and official reporting, provides official travel coordination, and provides supervision of region N9 administrative staff supporting region leadership, including the N9 Director, Region Program Directors and Managers for Fleet Readiness, Family Readiness and Housing Divisions (Morale Welfare and Recreation, Fleet ·and Family Services, Family Housing, Unaccompanied Housing, Service Center, Galley, Safe Harbor, and Child and Youth Programs). The scope of the program function of the FFRP is broad, diverse, complex, and includes more than 1300 employees throughout the Northwest Region.
MAJOR DUTIES AND RESPONSIBILITIES
**Define, design, and direct administrative and professional training support functions for the FFRP linking installation and region programs through standardized CNRNW N9 administrative and training procedures. Maintains standard administrative procedures, policies, templates, and management practices wherever practical. Provides oversight for executive functions, services and activities. Represents the N9/N94 Director in interaction with other agencies at all levels. Modifies administrative policy and procedures as required to meet unique FFR operational requirements including Flag level correspondence, senior government official correspondence, information management systems, contractual services, courier/mail service, communications, travel, transportation, audit/inspection response and tracking, accreditations, recurring reports, property management and budgeting. Provide tracking and distribution of Navy message traffic, official correspondence and tickler systems. Includes the monitoring of travel requests for both the appropriated and non-appropriated fund travel processes with oversight to ensure approved travel and funding availability, and timely liquidation of travel claims. (40%)
**Facilitates development, implementation, operation and maintenance of an information/imaging management system, controlling archive/storage, workflow, resource information, standard operation procedures, policy library, quality assurance for all departmental correspondence. Ensures systems are integrated and compatible with installation and CNRNW administrative department requirements. Develops and guides implementation of procedures and policy guiding the handling, routing and storage of information to meet the unique needs of FFRG Program operations. Defines region administrative processes and standards for all FFR installation site managers and administrative personnel and maintains a single electronic server resource system for all processes relevant to FFR programs. Keeps abreast of Departmental changes, regional policies and requirements; briefs senior staff; and recommends methods for implementing and enforcing requirements. Adapts internal administrative policies and procedures in conformance with changes in higher-level policies. (15%)
**Coordinates response for data calls, including research of records, metric tracking, analyzing, formatting and preparing briefings on a variety of FFR ·subjects for Senior Management presentation, frequently for Flag level purposes. Briefing may require formatting information to include graphs, charts, statistics, and financial reports. Solicits and collects information and formats data for CNRNW, regional and sub-regional directors and applicable Echelon II and Ill representatives for evaluation of program operation and milestones. Represents the Navy Region Northwest N9 Fleet and Family Readiness Program on committees working groups, conferences and meetings. (20%)
**Responsible for effectiveness and efficiency of clerical, production, logistical, communication and office support functions for the FFR Department. Establishes, directs and monitors work schedules, work assignments, and general performance guidelines for a staff of 7-9 region and installation NF-3 administrative assistants. Provides technical oversight, advice and counsel to employees, evaluates work performance, resolves conflicts, effects minor disciplinary measures (i.e., warnings, reprimands), issues recognition/performance awards, and develops performance standards. Defines subordinate employee training requirements. Assures Equal Employment Opportunity (EEO) by demonstrating equality in determining qualifications, selections, training, promotions, details, discipline, and awards to employees. (25%)
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 have your salary sent to a financial institution of your choice by Direct Deposit/Electronic Funds Transfer
Qualifications
Knowledge required by the Position:
Comprehensive and thorough knowledge of laws, regulations, and policy related to a variety of Fleet and Family Readiness Program issues and support functions.
Knowledge and understanding of management principles, practices, methods, and techniques.
Skill in developing and integrating policy and procedures to identify deficiencies and development of corrective measures throughout the organization.
Ability to communicate both orally and in writing in a clear, concise, and professional manner to individuals or groups at all levels of the chain of command, including the delivery of developmental and leadership training courses
Skill in computer application for administrative support functions and knowledge of a variety of common administrative software including PowerPoint presentation software, Excel, Access, etc.
Experience in performing or directing a variety of administrative tasks, e.g., logistical requirements for set-up and coordination of conferences, regional meetings and training events; processing travel arrangements and liquidation of claims; interpretation of policy statements and directives; and distribution of messages and communication with the field.
Ability to direct a number of concurrent tasks, setting project priorities, milestones for work accomplishment and coordinating completion within required deadlines and customer specifications.
Must be able to effectively delegate and accomplish work through others to meet program objectives.
Supervisory Controls:
Work is performed under the general supervision of the N94 Region Program Director for the Fleet and Family Readiness Program Service Center (SC), who provides broad goals and objectives for meeting customer deadlines and program requirements. The employee is responsible for planning, selecting methods, carrying out successive steps, and direction of a staff of 6 or more administrative assistants and 2 training specialists. The N94 assists with unusual situations, problems; or issues that do not have clear precedents. The employee dea.ls with problems and deviations in accordance with training, instructions, and accepted practices. Work is reviewed in terms of timely completion, feasibility, compatibility with other work, and effectiveness in meeting requirements or expected results.
Guidelines:
Guidelines include DOD, SECNAV, CNIC and CNRNW policies, directives, and regulations; laws and regulations; laws and regulation decisions issued by SECNAV, CNIC, GAO, etc. that are generally applicable to the work, but lack sufficient detail for specific decisions or actions. Incumbent is required to apply the policies and exercise judgment in interpreting or adapting them for application to specific cases. Where guidelines are not sufficient, incumbent develops and recommends alternatives.
Complexity:
The work includes a multitude of duties involving vastly different and unrelated processes and methods. The incumbent must identify and understand the relationships between the various procedures and operations of the department. The scope and variety of program operations is broad and highly complex. The work requires making decisions and assuring that the administrative and training program practices are in compliance with regulations and adhere to accepted principles and management practices. The variety of employee categories, the substantial size of the FFRP, and the different Program Sponsors within the FFR programs adds to the complexity of the work environment of the position. Incumbent must research and resolve problems and tasks, which are multi-faceted and often short-fused, relying on insight and knowledge of the specific program areas to obtain an effective resolution. Requires the preparation, execution and monitoring of non-appropriated funds, appropriated funds, minor and fixed asset property, preparation of audit reports, tracking systems, and regular liaison with CNRNW, installation and regional senior management members.
Scope and Effect:
The purpose is to accomplish a wide variety of administrative functions varying from routine and recurring to complex and unique. Incumbent develops procedures, initiates a wide variety of projects, and investigates many organizational problems or issues that have broad departmental impact. Advice and recommendations facilitate the accomplishment of the organization's mission. Work has a direct effect on the organization's personnel and programs delivery from the standpoint that administrative functions impact all substantive program operations. Work also contributes to the quality of the organization's effectiveness in meeting the mission and overall morale of the workforce.
Personal Contacts:
Principle contacts are with various levels of the Navy leadership and Fleet and Family Readiness Program organization, including the N9 Director, Regional Program Director/Managers, Installation Site Managers & employees, Service Center Branch Managers, subordinate employees, other local activities/departments, CNIC, NAVFAC, Echelon II and Ill representatives, Commanding Officers and senior officers of subordinate commands.
Purpose of Contacts:
Contacts are for the purpose of administering a multitude of programs and coordinating administrative and training support for FFRP. Incumbent plays. a key role in influencing and persuading managers and employees to accept newly established policies and practices; some of which may be viewed as disruptive or counterproductive, but have overall positive impact on departmental operations. Incumbent negotiates with other function specialists (e.g., personnel, IT, procurement, flag office, IG) to attain desired objectives.
Physical Demands:
Position is sedentary in nature. Some responsibilities require maneuvering in small areas, climbing stairs, and narrow walkways, and carrying items of moderate weight.
Work Environment:
Work is principally in an office setting. Approximately 10% of the work is away from the central office and requires some travel on installations within the Pacific Northwest.
Directs, advises, and trains employees engaged in providing administrative support and training support for the organization involving supply management, mail and file services, travel, records and reports, equipment maintenance, vehicle management and related services.
Benefits
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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.
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.
This vacancy may be used to fill future vacancies for up to 3 months following the closure of the announcement.
Required Documents
The following documents are required at the time of application:
- Résumé
- 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 claiming Veteran's Preference: provide a copy of your DD-214, Member-4 page and any supporting documentation (SF-15, V.A. disability letter, proof of service, etc.)
- If a current or former Federal Employee: provide a copy of your most recent Personnel Action Report (PAR) or SF-50
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
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.
The complete application package must be submitted by 11:59 PM (EST) on 09/19/2024 to receive consideration.
o 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/12535794It 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=ApplicantTo 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/statusDON 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.
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.
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