SUBSTANCE ASSESSMENT AND COUNSELING PROGRAM ADMINISTRATIVE SPECIALIST, NF-03/RFT, CAMP FOSTER Job in Camp Foster, Japan

Vacancy No. 70267 Department U.S. Marine Corps
Salary $17.00 to $21.00 Grade 03 to 03
Perm/Temp Permanent FT/PT Full-time
Open Date 10/1/2024 Close Date 10/15/2024
Job Link Apply Online Who may apply Public
Locations:
Camp Foster, Japan


Summary

Marine Corps Community Services (MCCS) is looking for the best and brightest to join our Team! MCCS is a comprehensive program that supports and enhances the quality of life for Marines, their families, and others in the Marine Corps Community. We offer a team oriented environment comprised of military personnel, civilian employees, contractors and volunteers who keep the organization functioning smoothly and effectively.

This job is open to

Clarification from the agency

Open to Public

Duties

NONAPPROPRIATED FUND POSITION DESCRIPTION

JOB TITLE:  Administrative Specialist
BUSINESS TITLE: Administrative Specialist(SACC)
FLSA    :  Nonexempt
JOB SERIES: 0303                 PAY LEVEL:  NF03

INTRODUCTION:
This position is located within Substance Abuse Counseling Center (SACC), Behavioral Health Program (BH) Marine and Family Programs Branch, Marine Corps Community Services (MCCS) Division, Camp Smedley D Butler, Okinawa Japan. The purpose of the position is to provide a variety of administrative support and program management assistance duties crucial to the operation of the BH-SACC. The incumbent will assist the  Director by performing a wide range of program support work designed to relieve the Director and staff of a myriad of crucial administrative tasks and ensure an efficient office operation.

DUTIES AND RESPONSIBILITIES:
Plans, coordinates and carries out operational/administrative duties pertinent to the BH-SACC program. Develops and coordinates all support requirements for the administrative operation of the program. Assists with ensuring the program is compliant with HQMC and CARF requirements and standards. Works with the staff to ensure procedures required by the Director are carried out within the expected time frames.

Provides first level support and service to visitors. Personally answers routine, non- technical questions regarding BH-SACC operations and functions, and refers telephone callers and visitors to appropriate staff or office. Takes and delivers messages for staff members.

Reviews and analyzes administrative policies and procedures, makes recommendations to the Director on program issues and problem areas. Reviews, improves and documents internal operating procedures. Researches regulations and directives, ensures appropriate document flow and communications and the use of correct Naval Correspondence format, grammar, spelling, of work prepared by self and others.

Collects, sorts, and classifies organizational records, mission and function statements, program resources and availability. Continuously reviews the effectiveness of administrative processes and develops recommendations for improvements.                
Coordinates with the BH Lead Administrative Specialist as the SACC personnel records manager. Maintains and monitors credentialing paperwork and deadlines. Advises the Director on relevant issues pertaining to employee credentials and certification requirements. Coordinates new employee orientation and acts as a liaison for personnel issues such as recruitment and resignation actions.              
Monitors resources and supply inventory, initiates purchase requests for supplies, publications and services for the BH-SACC program. Maintains accurate records of all purchases and deliveries in accordance with applicable regulations. Assists with travel vouchers and travel regulations. Serves as the property control liaison.               
Acts as maintenance and safety liaison for the program. Ensures all applicable regulations are followed and any maintenance of safety issues are coordinated through the appropriate channels.              
Coordinates with the BH Lead Administrative Specialist as the information systems coordinator (ICS).  Maintains accountability for internal office computer networks and systems, monitors training on those systems for office personnel. Ensures proper security and confidentiality of program files, personnel and client records and correspondences.                  
Performs other additional/incidental duties as assigned.

Provides World Class Customer Service with an emphasis on courtesy.  Assists customers and communicates positively in a friendly manner.  Acknowledges customers, smiles and makes eye contact.  Asks questions to determine, verify and solve problems.  Checks for satisfaction on the quality of goods and services.  Takes action to solve problems quickly.  Alerts the higher-level supervisor, or proper point of contact for help when problems arise.  

Adheres to safety regulations and standards.  Uses required safety equipment, and observes safe work procedures.  Promptly reports any observed workplace hazards, and any injury, occupational illness, and/or property damage resulting from workplace mishaps to the immediate supervisor.

Adheres to established standards of actively supporting the principles of the EEO program and prevention of sexual harassment.  

Performs other related or incidental duties as assigned.        

This is a white-collar position where occasional lifting up to 20 lbs may be required.
 

Requirements

Conditions of Employment

  • See Duties and Qualifications

EVALUATIONS:

Qualifications

BASIC REQUIREMENTS:
A 2-year degree from an accredited college or vocational school in fields related to duties of the position being filled AND three years' experience that demonstrates a broad knowledge of administrative practices and principles.

Skill to organize and coordinate multiple high visibility projects simultaneously. Skill to prepare documentation and presentations in proper format in accordance with naval correspondence rules of grammar and punctuation. Skill to operate a personal computer and associated peripheral equipment and software. Knowledge of a variety of support functions such as gathering statistical data, monitoring and reporting on support budgets, assisting in developing financial plans; obligating funds, liquidating travel claims; maintaining stock of office supplies. Skill to deal with employees at various levels in the organization and to represent the division with customers external to the organization.

QUALIFICATION REQUIREMENTS:

  1. Knowledge of the programs, goals, missions, objectives and requirements of the BH Branch and BH-SACC.
  2. Knowledge of administrative and management concepts, policies and procedures sufficient to enable the incumbent to analyze administrative policies and ramifications, devise and install procedures and office practices, and foresee administrative problems and requirements.
  3. Knowledge of administrative functions allowing for the management and instruction of personnel concerning such matters as directives, reports, correspondence and records management.
  4. Knowledge of policies affecting confidentiality of client contacts and records.
  5. Knowledge of Marine Corps Base (MCB), Marine Corps Installations Pacific (MCIPAC) military and civilian personnel, US Navy (Commander Fleet Activities, Okinawa), EEO/EO programs and regulations relating to personnel administration, training program management, and position management to monitor, advise, and support the BH-SACC Program Director in meeting all related regulatory and reporting requirements.  
  6. Knowledge of pertinent laws, regulations, policies and precedents that affect the use of program resources (funds, equipment and manpower). Knowledge of the Non-Appropriated Fund system regulations.
  7. Ability to express oneself orally and in writing in a highly professional manner to meet and interact with diversified groups and organizations and to compose written reports and materials clearly, concisely and effectively.  Experience/knowledge of Naval Correspondence standards.
  8. Skill in establishing and maintaining effective and positive working relations with personnel at all levels.
  9. Knowledge of computer software applications such as Microsoft Office, email and maintenance of databases.
  10. Basic knowledge of statistical and mathematical concepts and processes to develop or evaluate statistical data.
  11. Ability to maintain and monitor budget by preparing periodic reports that compare budgeted costs to actual costs.  
  12. Knowledge of the Defense Travel System and Department of Defense Travel regulations.


This position is designated as a Position of Trust, and the incumbent must be eligible for a background check.  Appointment and continued employment is subject to a favorable National Agency Check (NAC) Background Security Investigation.

This activity is a Drug-free workplace.  The use of illegal drugs by NAF employees, whether on or off duty, cannot and will not be tolerated.  Federal employees have a right to a safe and secure workplace, and Marines, sailors, and their family members have a right to a reliable and productive Federal workforce.
 

Additional information

GENERAL INFORMATION: Applicants are assured of equal consideration regardless of race, age, color, religion, national origin, gender, GINA, political affiliation, membership or non-membership in an employee organization, marital status, physical handicap which has no bearing on the ability to perform the duties of the position. This agency provides reasonable accommodations to applicants with disabilities. If you need a reasonable accommodation for any part of the application and hiring process, please notify the agency. The decision on granting reasonable accommodation will be on a case-by-case basis.

It is Department of Navy (DON) policy to provide a workplace free of discrimination and retaliation. The DON No Fear Act policy link is provided for your review: https://www.donhr.navy.mil/NoFearAct.asp.

As part of the employment process, Human Resources Division may obtain a Criminal Record Check and/or an Investigative Consumer Report. Employment is contingent upon the successful completion of a National Agency Check and Inquiries (NACI). For all positions requiring access to firearms or ammunition, the Federal Government is prohibited from employing individuals in these positions who have ever been convicted of a misdemeanor crime of domestic violence, or a felony crime of domestic violence adjudged on or after 27 November 2002. Selectees for such positions must submit a completed DD Form 2760, Qualification to Possess Firearms or Ammunition, before a final job offer can be made.
Direct Deposit of total NET pay is mandatory as a condition of employment for all appointments to positions within MCCS.
Required Documents:
           *Education/certification certificate(s), if applicable.
           *If prior military, DD214 Member Copy
This activity is a Drug-free workplace. The use of illegal drugs by NAF employees, whether on or off duty, cannot and will not be tolerated. Federal employees have a right to a safe and secure workplace, and Marines, sailors, and their family members have a right to a reliable and productive Federal workforce.
Involuntarily separated members of the armed forces and eligible family members applying through the Transition Assistance Program must submit a written request/statement (may be obtained from the MCCS Human Resources Office) and present ID card with "TA" stamped in red on front of card.
INDIVIDUALS SELECTED FROM THIS ANNOUNCEMENT MAY BE CHANGED TO PART-TIME OR FULL-TIME AT MANAGEMENT'S DISCRETION WITHOUT FURTHER COMPETITION.
ALL ONLINE APPLICATIONS MUST BE RECEIVED BY 1159PM EASTERN TIME (ET) ON THE CLOSING DATE LISTED IN THE JOB POSTING.

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.

The Federal government offers a number of exceptional benefits to its employees. Benefits you get to enjoy while working at MCCS include but are not limited to:

•      Stability of Federal Civilian Service

•      People with passion for doing work that matters

•      Quality of Work Life Balance

•      Competitive Pay

•      Comprehensive Benefit Packages

•      Marine Corps Exchange and Base Facility Privileges

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.

Your application/resume and supporting documentation will be used to determine whether you meet the job qualifications listed on this announcement. This vacancy will be filled by the best qualified applicant as determined by the selecting official.

Required Documents

Varies - Review "OTHER INFORMATION"

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

All applications must be submitted online via the MCCS Careers website: https://careers.usmc-mccs.org

Resumes/applications emailed or mailed will not be considered for this vacancy announcement.  To be considered for employment, the application or resume must be submitted online by 11:59 PM (ET) on the closing date of the announcement.

Note: To check the status of your application or return to a previous or incomplete application, log into your MCCS user account and review your application status.

THIS POSITION IS FOR APPLICANTS CURRENTLY RESIDING IN OKINAWA OR ARRIVING ON OFFICIAL GOVERNMENT ORDERS TO OKINAWA WITHIN 30 DAYS. 

MILITARY SPOUSE PREFERENCE (MSP) - IAW DoDI 1400.25, Volume 315.

  • Applies to positions in grades NF-3 and below, and equivalent Craft & Trades and Child and Youth positions.
  • May be exercised once per permanent relocation (PCS), when appointed to a regular full or part time position.
  • Per DoDI 1400.25, volume 315, Enclosure 3, para 2.h.1, MSP eligibility terminates upon acceptance or refusal of an offer of a continuing position (part-time or full-time) in the federal service for which the spouse has registered for employment, whether or not preference was applied. 
  • Applicants hired into flexible positions (0-40 hours per week) or regular position with a time-limited appointment will not lose their spouse preference eligibility until movement or hired into a regular full or part time position.  
  • The time period for MSP eligibility begins 30 days before the military sponsor¿s reporting date to the new duty station, if accompanied, or at any time thereafter during the tour.

All military and DoD civilian spouses are required to provide a copy of their sponsor¿s orders during the application process. 

Agency contact information

CAMP BUTLER MCCS
Address
CAMP BUTLER MCCS
MARINE CORPS COMMUNITY SERVICES
ATTN: NAF PERSONNEL OFFICER
FPO AP, 963735023
JPN
Learn more about this agency

Next steps

All applicants who submit an application via our Careers page at https://careers.usmc-mccs.org will be able to view their application status online.


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


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