Administrative Support Assistant Job in Sasebo Naval Base, Japan

Summary

This job is open to

• Military spouses

  Military spouses relocating under PCS orders or whose spouse is 100% disabled or died while on active duty.

• Family of overseas employees

  Family members of a federal employee or uniformed service member who is or was, working overseas.

Duties

• Provides support through a wide array of assignments to include general front office administrative services in direct support of all programs that fall under the Fleet and Family Support Centers.

• Makes routine contacts with officials of other agencies in the community.

• Maintains the necessary documents, records, files and referral information, and similar program work. Provides information to clients about the program services, requirements, and procedures. Provides referral information on community resources to clients.

• Assists clients in the use of office equipment and takes responsibility to handle maintenance of equipment.

• Conducts follow-up with clients answering any questions and aiding, as needed.

• Receives visitors and telephone calls to the office, determines the nature of requests and directs visitors and/or callers to appropriate staff, or personally provides the information desired when routine or procedural matters of the office are involved.

• Screens intake calls appropriately (does not conduct intake), schedules routine appointments for clients and conveys information to clients.

• Reschedules appointments upon requests of the supervisor/program site manager or staff member. Schedules appointments and arranges for time, participants, and location of meetings and assembling background material in accordance with instructions from the supervisor for meetings. Records, types, and distributes minutes from these meetings.

• Uses multiple function office equipment and automated software to produce a wide- range of documents, reports, spreadsheets, briefs and tables. Maintains referral directories, information of community resources, and similar office work pertaining to programs of the FFSP.

• Reviews, revises, and maintains FFSP local standard operating procedures for grammar, punctuation, and administrative content.

• Establishes and maintains subject matter files and records that relate to the programs of the FFSP.

• Sets up and maintains logs showing the status of actions and correspondence, both internally and externally to the program.

• Ensures files include all required documents that are properly signed.

• Carries out confidentiality/PH guidelines and other essential procedures regarding personnel/client files/information.

• Composes non- technical correspondence and ensures proper formatting.

• Types in accordance with Navy Correspondence Manual and other applicable guidance for review by originator and supervisory chain.

• Locates and/or assembles information for reports, briefs, etc.

• Prepares and tracks travel/training documents for the department and processes accounting data for Temporary Additional Duty orders.

• Makes necessary arrangements for travel, arranging schedules or visits, making reservations, notifying organizations and officials to be visited, and submitting travel vouchers and reports, as needed.

• Serves as Total Workforce Management Systems training coordinator and inputs training certificates completed by FFSP staff.

• Prepares monthly TWMS reports of pending training requirements, as requested

• Coordinates the ordering and receiving of all FFSP supplies, materials, and equipment. Initiates preparation of requisitions for submission to the appropriate processing centers.

• Maintains status journals of received and outstanding materials.

• Reconciles monthly purchase card accounts. Maintains records to ensure compliance with purchase card guidelines.

• Establishes and maintains files to control receipt of follow-up actions, stock records changes, requisition files etc.

• Monitors ongoing status of active requisitions and keeps supervisor and other staff aware of status of orders.

• Monitors and tracks print/reproduction jobs for receipt of items and for the actual cost. Screens lists of special program requirements for availability of supplies.

• Develops and installs local procedures and techniques to achieve and maintain smooth and efficient supply acquisitions.

• The incumbent is also responsible for the management of minor property assigned to the property. Maintains service logs on all maintenance issues within the FFSP complex

• Conducts special projects and assignments as assigned by the supervisor/site manager

• Prepares or enters time and attendance data into applicable timekeeping programs for assigned staff and follows-up with appropriate staff to obtain required information/documents, i.e., leave request, etc. Maintains documents in electronic files for easy retrieval.

• Makes backup copies of stored data, as appropriate. May be assigned as Building Manager to submit and track maintenance work requests and liaison with installation departments to coordinate work requests, trouble calls, telephone or IT issues.

• Performs other management support duties as assigned.

Requirements

Conditions of Employment

• This is a non-critical sensitive position requiring access to IT II system and/or PII. Access to the computer network is required to maintain information and data. Position requires employee to obtain/maintain eligibility for a secret clearance.
• Must possess and maintain a current state driver's license as travel may be required in the performance of duty.
• May be required to make special trips to local offices (up to 20%), inside or outside the building,to pick-up or deliver special mail or materials or to other local sites as a short-term fill-in when directed.

How You Will Be Evaluated

Required Documents

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 05/30/2025 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/12733747

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.

Next steps

Please ensure that your resume and supporting documents contains all the information requested in the vacancy announcement. If your resume and supporting documents do not provide all the information requested on this form and in the job vacancy announcement, you may lose consideration for the position.

All applicants will be notified regarding their status by email. Applicants will either be contacted for an interview or sent an email of non-selection 3-6 weeks after the announcement cut-off date. Please note that if you provide an inaccurate email address or if your mailbox is full or blocked (e.g., spam-blocker), you may not receive important communication that could affect your consideration for this position. This announcement may be used to fill additional vacancies within 60 days of issuance of selection certificate.