FFSP Program Assistant Job in Point Loma Complex, San Diego, CA

Vacancy No. 25-12617933 Department Commander, Navy Installations
Salary $61,835.00 to $77,000.00 Grade 3 to 3
Perm/Temp Permanent FT/PT Full-time
Open Date 11/19/2024 Close Date 12/19/2024
Job Link Apply Online Who may apply Public
Locations:
Point Loma Complex, San Diego, CA


Summary

This position provides office clerical & administrative support to navy Region Southwest (NRSW) Fleet & Family Support Centers (FFSC). The incumbent reports to the FFSC Director and is responsible for providing a wide range of program and support services to include financial, human resource administration, supply and property management, data tracking and analysis.

Duties

  • Participates in achieving the efficient execution of the program by collecting, tracking compiling, inputting in a timely fashion and analyzing various data.
  • Verifies accuracy of data, prepares reports and information and bring trends to the attention of management.
  • Maintains a library of current and historical data, statistics, procedures, policies, instructions and reports used by FFSC staff in preparing for and delivering programs in accordance with Navy guidelines and policy.
  • Establishes, maintains, purges, and disposes of files and records in accordance with established regulations and procedures.
  • Creates, reviews, processes and expends non-appropriated fund (NAF), sponsorship and appropriated fund (APF) purchase requests, marketing requests, expenditures, and obligations for approval by supervisor.
  • Serve as APF purchase cardholder, tracking purchases, communicating with vendors, and ensuring all APF purchasing requirements are met.
  • Liaises with NAF Accounting and Procurement for NAF and sponsorship fund obligations.
  • Reviews financial controls and reports obligations and expenditure, verifying accuracy of all financial data using the appropriate NAF or APF tracking system,
  • Consolidates budget estimates and assists with the preparation of NAF and APF projected funding needs
  • Reviews data submitted for consistency with previous estimates, current levels of operations and anticipated changes.
  • Serves as Trusted Agent for Trusted Agent Sponsorship (TASS) to issue contractor credentials and tracks successful completion of background checks, initial and reoccurring, for government and contract personnel.
  • Ensures compliance with applicable directives and instructions, regulations and generally accepted standard of the profession.
  • Forwards guidance under area of responsibility to all FFSC staff.
  • Tracks completion of required employee training.
  • Enters and/or tracks routine reports and surveys and updates to data bases.
  • Completes and/or updates web-based or database program input and reports.
  • Responsible for coordination and management of APF and NAF property inventories, facility programs, facility work requests and special projects that reside under the FFSC Director,
  • Supports supervisors with timekeeping services and personal actions related to NAF and APF staff, including processing mileage claims, processing leave requests, utilizing KRONOS to track time as a timekeeper and providing logistical and administrative support to arrange travel preparation and reimbursement for approved training conference.
  • Schedules appointments and meetings in accordance with policies and priorities, and coordinates with the staff as necessary.
  • In additional to logistical support, contacts participants and ensures all required materials and services are provided.
  • Informs supervisory or conflicts, re-scheduling appointments as needed.
  • May serve as representative of FFSC San Diego for certain meetings as directed by supervisor, taking notes/minutes and reporting back to supervisor.
  • Independently notes and follows up on commitments made at meetings and conferences by staff members.
  • Prepares a wide variety of technical recurring and non-recurring correspondence and other documents ensuring proper format, syntax structure, grammar, timely completion and distribution.
  • Composes correspondence, Standard Operating Procedures and other materials of non-technical nature.
  • Review and finalizes documents prepared by other for procedural and grammatical accuracy.
  • Reviews and processes incoming and outgoing correspondence, materials, publications, regulations and directives.
  • Receives telephone calls and visitors.
  • Based upon knowledge of the organization's programs and functions and operations, directs customer to appropriate staff or organizations for assistance.
  • Locates and selects appropriate references and procedures references and procedures for application to specific questions.
  • Must be able to instantly assess and respond appropriately and conscientiously to crisis situations to include family violence, suicide risk and individual crisis situations, and is able to make knowledgeable and accurate judgment in providing hands-on assistance or self-help resources.
  • Familiar with Privacy Act requirements and serve as Functional Privacy Act Coordinator for FFSC San Diego.
  • Performs ither related duties for program support as assigned.

Requirements

Conditions of Employment

  • Must provide proof of U.S. Citizenship or U.S. National.
  • Must successfully pass the E-Verify employment verification check. Any discrepancies must be resolved as a condition of employment.
  • A tentative offer of employment will be rescinded if the selectee fails to meet the pre-employment requirements, including failure to report to any scheduled appointments.
  • Must meet federal suitability requirements including successful completion of background investigation and obtain/maintain a Secret Security Clearance (T3).

Qualifications

  • Knowledge of the mission, functions, policies, regulations, procedures and reporting requirements governing the programs of the FFSC or a minimum of 2 years of experience providing effective customer service in a social services setting that demonstrates the ability to accurately assess crisis situations, make appropriate referrals and handle a high volume of requests.
  • Must possess strong organizations and administrative skills.
  • Must be a positive individual able to obtain cooperation and assistance from others to meet the missing of the FFSC.
  • Must have the ability to follow verbal and written instructions.
  • Must be able to make favorable personal contacts with all levels of staff and management personnel.
  • Knowledge of, or ability to learn. policies and procedures related to use and control of the DoD financial resources, Government purchase card program, web-based sites, inventory.
  • Knowledge of or ability to learn established supply regulations, policies and procedures, or tother governing supply management guidelines to be responsible for local management of decentralized and decontrolled items.
  • Knowledge of the military lifestyle, the unique challenges faced by service members/families and the array of services available to address these issues.
  • Knowledge of fact-finding techniques and ability to gather and assemble a variety of data for reports ad metrics.
  • Proficiency in grammar, spelling, punctuation, capitalization and format to prepare and edit written correspondence and reports.
  • Knowledge of and ability to utilize various software program (word processing, spreadsheets, data base, presentation software, etc.) to produce a wide range of documents that often require complex formats, such as graphics or tables within text, to edit and reformat electronic drafts and to update and revise existing databases or spreadsheets.
  • Knowledge of the nature and capability of different software packages and the integration compatibilities among different software types.
  • Knowledge of the capabilities, operating characteristics, efficient applications and advances functions of a variety of types of office automation software, (e.g., word-processing, spreadsheets, database, calendar, electronic mail, etc.).
  • Experience handling a budget and skill in basic accounting in order to handle detailed financial logs and track expenditures.
  • Knowledge of common business practices with respect to sales, process, discounts, deliveries and shipment methods.
  • Ability to handle multiple and varied requests and work well under pressure.

Education

N/A

Additional information

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.

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.

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.

All resumes will be reviewed to determine if they meet the hiring eligibility and qualification requirements listed in this announcement. Resumes will be rated based on the information provided to determine the level of knowledge, skills and abilities (KSAs) related to the job requirements.

Required Documents

The following documents are required at the time of application:

  • Résumé - must provide license State and number on resume
  • Proof of education and licensure: provide a copy of your awarded/conferred college transcript(s) and state licensure(s)
  • 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 claiming Department of Defense (DOD) Non-appropriated Fund (NAF) Business Based Action (BBA) priority consideration: provide a copy of the notice of separation

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

Applications are not accepted in person or via email. Applicants must apply online.

Click the blue APPLY button at the top of this announcement to apply.

Agency contact information

Irish Jacoby
Address
NAVBASE Point Loma
750 Pacific Coast Highway
San Diego, CA 92132-0058
US
Learn more about this agency

Next steps

Applicants who do not meet the above requirements or submit all required forms may not be considered. Due to volume of applications received, applicants may not be notified of non-selection.


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


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