MWR Administrative Assistant

• Correspondence Management: Receive, review, and distribute incoming administrative and military personnel correspondence, directives, regulations, and instructions to appropriate staff elements.

• Policy Implementation: Determine the impact of new directives on current policy and work procedures; plan, recommend, and develop written guidance for authorized distribution.

• Quality & Compliance Control: Review and edit outgoing correspondence, directives, and publications to ensure absolute completeness, accuracy, and strict conformance to format and policy.

• Official Authentication: Authenticate official communications, orders, records, and reports under delegated authority, or secure the authorized supervisor's signature.

• Suspense Tracking: Maintain a rigorous administrative and personnel action suspense file to guarantee the timely submission of all recurring and special reports.

• Information Management: Establish, update, and maintain organizational regulations, publication distribution accounts, and the FFR Community shared drive.

• Library Maintenance: Manage the regulatory library and coordinate the supply, review, approval, and distribution of official publications and blank forms to subordinate units.

• Technical Guidance: Provide authoritative advice and interpretation of governing regulations regarding day-to-day administrative operations (including FFR operational requirements).

• Unit Assistance & Auditing: Conduct regular telephone consultations and periodic site visits to lateral and subordinate units to provide direct administrative and office management guidance.

• Pre-Inspection Readiness: Pre-inspect subordinate units prior to higher headquarters inspections, identify deficiencies, recommend corrective actions, and follow up on inspection reports.

• Quality Assurance: Detect operational problem areas by identifying recurring errors in actions routed through the headquarters, ensuring immediate correction.

• Inquiry Investigation: Investigate facts and circumstances surrounding congressional and other sensitive inquiries, drafting official response correspondence for leadership.

• Staff Instruction: Instruct and train subordinate clerical and administrative personnel on office operations, systems, and functional administrative procedures.

• Civilian Payroll Liaison: Provide dedicated payroll liaison services to over 400 civilian employees, resolving overtime and COMP time discrepancies using the Kronos system.

• NAF Personnel Processing: Initiate and process a wide variety of routine and complex civilian personnel actions utilizing in-depth knowledge of Non-Appropriated Fund (NAF) regulations.

• Roster & Training Tracking: Maintain civilian personnel rosters, updated organizational charts, and track all mandatory personnel training to provide supervisors with status reports.

• Secure Mail Operations: Serve as the appointed agency mail orderly, ensuring the highly secure pickup, transport, and delivery of official mail in compliance with command directives.

• Base Access Coordination: Process installation access documentation, securely handling sensitive vetting data, coordinating background checks, and maintaining strict Privacy Act procedures.

Conditions of employment

• Must successfully pass the E-Verify employment verification check. Any discrepancies must be resolved as a condition of employment.
• Must meet federal suitability requirements including successful completion of background investigation.

Qualifications

• Extensive knowledge of military personnel regulations, policies, and directives.
• Skill in fact finding surveys to determine appropriate actions necessary to accomplish task.
• Skill in writing is necessary to delineate higher headquarters directives to subordinate commands.
• Knowledge of information management regulations such as those related to correspondence, mail, publications, and filing.

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. Using the qualifications of the position, a predetermined rating criterion of KSAs will be used for each resume.

The following documents are required at the time of application:

• Resume
• Proof of education/training: 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

Note: When submitting transcripts for an Associate degree or higher, proof of a high school diploma or equivalent is not required. All transcripts MUST show student's name, the name of the awarding university or educational institution, degree type, awarded/conferred date, and the field of study (major). If your degree has not been awarded and/or you possess certificates of completion for DoD approved competency-based training courses, and/or a valid CDA/MSA credential(s), you MUST also provide a copy of your HS Diploma or equivalent. Altered transcripts will not be accepted.

Transcripts from foreign colleges must be evaluated for U.S. equivalency in order to be considered. Applicants are responsible to obtain and submit proof of creditability of education as evaluated by a credentialing agency which is a private U.S. organization. Credential evaluations are not free and applicants are responsible for the cost of the selected service.

Foreign high school transcripts or diplomas do not require credential evaluation but must be in English or a certified translation.

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