Office Automation Assistant Job in Bethesda, MD

Summary

This job is open to

• The public

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

• Military spouses

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

Duties

General Office Administrative Support (50%) 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 (FFSC). Interacts with other service programs to ensure receipt of referral and documents; works with the Freedom of Information Act Office (FOIA) regarding requests for records and researching information in the record(s). 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. 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. Uses diplomacy and tact in dealing with internal and external leadership, staff, and all other individuals. Receives/manages requests for appointments with the supervisor/program site manager. Checks on availability and confirms appointments. Schedules appointments for participants, and location of meetings and assembling background material for a variety of meetings. Records, types, and distributes minutes from these meetings. Uses various functions of other software types such as calendars, electronic mail, spreadsheets, or graphics. The employee plans and carries out assignments with considerable independence.
Office Management (50%) Reviews, revises, and maintains FFSP local standard operating procedures (SOPs). Sets up and maintains logs showing the status of actions and correspondence, both internally and externally to the program. Carries out confidentiality/PH guidelines and other essential procedures regarding personnel/client files/information. Composes non- technical correspondence, ensures proper formatting; locates and/or assembles information for reports, briefs, etc. Responds to routine and non-technical requests for information. Serves as a point of contact for all travel and training for the FFSP staff. Prepares and tracks travel/training documents for the department and processes accounting data for Temporary Additional Duty (TAD) 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 (TWMS) 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. Verifies accurate description, condition and quantity of all non-Automatic Data Processing (ADP) property. Develops and prepares excess property lists. Prepares Survey reports, when non-expendable property is lost, damaged, or destroyed. Reviews reports of excess property submitted by other FFSP installations or agencies for items that have potential for utilization. Prepares requisitions for items to be transferred. Reports, tracks, and finalizes all building maintenance work requests. Maintains service logs on all maintenance issues within the FFSP complex. Conducts special projects and assignments as assigned by the supervisor/site manager. May be provided material to research, develop and/or formalize issue papers; Power Point formatted briefings/presentations; instructions and Standard Operating Procedures (SOPs); official Navy messages; Memoranda or Agreements (MOAs); and other documents that require review and approval in accordance with Installation and Navy Correspondence Guidelines.

Requirements

Conditions of Employment

• Must successfully pass the E-Verify employment verification check. Any discrepancies must be resolved as a condition of employment.
• Must have your salary sent to a financial institution of your choice by Direct Deposit/Electronic Funds Transfer.
• Must possess and maintain a current state driver's license as travel may be required in the performance of duty
• 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
• 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 06/02/2025 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/12737702

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

The Department of the Navy (DON) is an Equal Employment Opportunity Employer. Applicants are assured of equal consideration regardless of 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. This agency provides reasonable accommodations to applicants with disabilities. Applicants with disabilities who believe they may require reasonable accommodations should email their request to nsapplications@nhr-ma.com to ensure proper consideration is given. The decision on granting reasonable accommodation will be on a case-by-case basis.

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.