Management Assistant Job in Pacific Beach, WA

Summary

This job is open to

• The public

  U.S. Citizens, Nationals or those who owe allegiance to the U.S.

Duties

• Prioritizes daily requirements, special projects and support, making sure that tasks are completed in an efficient, timely fashion. Daily requirements may include, but are not limited to, daily financial reports, bank deposits, change requests, etc.
• For payroll, incumbent assists managers with daily timekeeping and attendance records to ensure employees receive accurate compensation for time worked and duties performed. Reviews for accuracy and ensures timely input into the timekeeping system, approval and sign-off.
• Serves as liaison between the Region FFR Service Center and the activity regarding personnel issues such as policies and procedures, benefits, pay, worker's compensation, training, etc.
• Maintains local records in support of personnel actions and forwards documents for official personnel files to FFR NAF Human Resources Office.
• Delivers new employee indoctrination with guidance, and on behalf of, the NAF Human Resources Office.
• Prepares correspondence, reports, and other documents, ensuring correct grammar, spelling, capitalization, punctuation, and appropriate format in work prepared by self and others.
• Returns material needing correction to the originator when necessary.
• Screens and priorities correspondence, electronic mail and material prior to distribution for suspense dates, established controls, and follows up on responses.
• Ensures that correspondence is properly routed in a timely manner.
• Ensures that requirements for handling sensitive and/or classified material are accurately followed, where applicable.
• Schedules meetings, appointments, and conferences in accordance with instructions from supervisor. Prepares and distributes agenda and takes notes when directed.
• Sets up conference calls, staff functions, video conferencing and functions as the point of contact for conference calls using the bridge.
• Maintains supervisor's calendar and verifies schedule of others to minimize conflicts when scheduling meetings or conferences.
• Provides reminders of scheduled events and contacts other personnel to attend meetings in lieu of supervisor, when necessary.
• Receives visitors and phone calls. Accurately determines nature of request and refers callers or visitors to appropriate staff.
• Answers routine questions in a timely and accurate manner and provides accurate information when routine procedural matters are involved.
• Assists supervisor and staff with travel arrangements and travel vouchers.
• Uses a variety of office automation tools to:
  • Completes backup of files and database systems
  • Uses database or spreadsheet software to accurately enter, revise, sort or calculate, and retrieve data for standard reports.
  • Uses graphics software to provide briefs, charts, and graphs for presentations.
  • Uses software to create, edit and share forms, documents and files.
• Maintains an accurate file system of online and hard copy documents to enable quick and efficient retrieval of information.
• Performs other related duties as assigned.

Requirements

Conditions of Employment

• Must meet Federal Employment suitability requirements and successful completion of background investigation.
• Must possess and maintain a current driver’s license.

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. When building or uploading your resume, please note there is a two-page limit. The system will restrict any attempts to submit a longer document.

The complete application package must be submitted by 11:59 PM (EST) on 10/30/2025 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.

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.