Duties
Serves as the Administrative Officer and primary point of contact on administrative functions for the Marine and Family Deputy Directorate. Oversees and coordinates daily operations and administrative functions on behalf of the Deputy Director and Directorate Heads. Coaches and trains Directorate personnel on completion of efforts. Plans, develops, manages, and controls various administrative programs for the daily operations and ensures regulatory compliance with rules and regulations.
Serves as Directorate Records Manager to oversee and implement respective records management programs. Oversee and implement an essential records program. Implement policy to ensure protection of organizational records in compliance with legal and statutory requirements. Promote timely transfer of records when required. Ensure records management practices comply with the Inspector General of the Marine Corps (IGMC) Functional Area Checklist (FAC) 5210. Ensure the maximum use of electronic filing methods vice paper filing, when possible. Maintain administrative turnover for the Records Management Program. Works with all echelons of personnel to provide technical guidance and directions. Utilizes knowledge and understanding of management principles, practices, methods, and techniques to perform work. Interprets regulatory directives and procedures. Acts as an administrative point of contact for planning and directing implementation of required regulations. May prepare instructions and local operating procedures for implementation of regulations and follow up to ensure compliance with instructions.
Enforces and trains employees on proper naval correspondence rules and correct grammar, spelling, capitalization, and punctuation. Receives telephone calls, visitors, and complaints and directs them to appropriate contacts when necessary. Receives and delivers messages to staff members. May maintain appointment calendars for staff.
Handles sensitive information that is proprietary, privileged, confidential or otherwise legally exempt from disclosure. Safeguards sensitive information and prevents unauthorized reading, printing, retaining, copying or dissemination of information, messages, or correspondence in accordance with rules and regulations such as those covered by the Privacy Act, 5 USC 552(a), Health Insurance Portability and Accountability Act, Public Law 104-191, and DoD Directive 6025.18. Notifies supervisor and senders immediately when proprietary information has been released and advises on how to properly recover, and/or protect information.
Serves as point of contact for the system of record for tasks (currently ETMS2), and ensures all tasks are appropriately delegated and processed. Provides ETMS2 guidance and training to leadership personnel, action officers and administrators of the Directorate. Ensures all tasking requirements are met and may serve as a liaison to other levels of Headquarters Marine Corps.
Serves as a point contact for the Defense Travel System. Monitors Non-appropriated (NAF) and Appropriated Fund (APF) travel and ensures regulatory compliance and adjudication of all Directorate orders and vouchers.
Serves as Directorate Program Coordinator for the travel card program. Determines delinquencies, misuse, and abuse of cards, and makes recommendations for appropriate action.
Serves as Directorate central point of contact for compiling and submitting Conference attendance packages.
Serves as Directorate SharePoint point of contact. Responsibilities include authorizing access requests from installation personnel. Builds out site content and manages site permissions. Manages site activity, adds new sites when required and deletes inactive sites. Administers security requirements across Directorate sites.
Serves as Directorate point of contact processing all System Authorization Access Request (SAAR) forms for Directorate personnel. Reviews, routes, and tracks statuses on new SAAR requests ensuring information accuracy and required training completion.
Serves as Directorate point of contact for the Defense Agencies Initiative (DAI) budget, finance, and accounting operations system responsible for preparing/modifying, reviewing, and routing of procurement requests supporting Directorate operations. Establishes and manages the budget to include the research of purchases and spending for the account. Provides information and recommendations to approving officials for additional purchases/needs of the Directorate. Serves as the Approving Official for the consumable supply account.
This is a white-collar position where occasional lifting up to 20 lbs. may be required.