secretary (sacc), nf-03/rft, camp foster - Foster, RI, United States - MCSS

Description

Job Summary

Marine Corps Community Services (MCCS)is looking for the best and brightest to join our Team MCCSis a comprehensive program that supports and enhances the quality of life for Marines, their families, and others in the Marine Corps Community.Weoffer a team oriented environment comprised of military personnel, civilian employees, contractors and volunteers who keep the organization functioning smoothly and effectively.As a service-oriented organization, we never waver in our commitment to our Corps.

This position is located atCAMP FOSTER .Candidates selected for this position will serve as a SECRETARY (SACC).

This vacancy is also eligible for the following Employee Benefits.

• 401(k) Retirement Plan with up to a 5% employer match for RFT/RPT.
• NAF Pension Plan that is portable to other qualified government agencies. (May be eligible to buy back military service time).
• International medical and dental insurance (on/off base).
• Inexpensive life insurance covers up to 3x your annual salary.
• Short Term Disability Insurance up to 60% of your salary.
• Tuition Assistance Program (up to $10,000 per year) for certifications, licenses, and college degrees.
• Leave Donation Program for life's emergencies.
• Professional training and development curriculum in technology and leadership.

Major Duties

NONAPPROPRIATED FUND POSITION DESCRIPTION

JOB TITLE: Secretary
BUSINESS TITLE: Secretary (SACC)
FLSA : Nonexempt
JOB SERIES: 0318 PAY LEVEL: NF03

INTRODUCTION: This position is located in the Substance Abuse Counseling Center (SACC) section under the Marine and Family Programs Branch, Marine Corps Community Services Division, MCB Camp S.D. Butler, Okinawa Japan. The purpose of this position is to provide direct administrative support to the Director and Clinical Program Manager of the Substance Abuse Counseling Center and leadership support to subordinate administrative staff.

DUTIES AND RESPONSIBILITIES:
Performs a variety of secretarial duties and responsibilities, which provide continuity, and efficiency of administrative office operations and procedures. Performs work related to the practical and technical aspects of office administration, including issues related to personnel administration, data processing, and files management. Serves as the secretary and personal assistant to the Substance Abuse Clinical Director and Clinical Program Manager by performing a variety of clerical and administrative duties and aids in the solution of procedural and management problems. Work requires an in-depth understanding of the SACC and how the various functional areas interrelate along with a broad understanding and procedural knowledge of budgeting, purchasing, personnel and information processing. Collects data for several office operations, analyzes data, sets up controls to monitor data, and independently troubleshoots data as needed. Assists in maintaining multiple databases for the SACC ensuring appropriate security mechanisms are in place at all times.

Independently identifies and resolves routine matters that do not require the attention of superiors; determines what office or individual can be contacted for handling technical problems when superiors are not available. Responds to requests for information concerning organization functions and actions, and in the absence of the Substance Abuse Director or Clinical Program Manager, ensures that requests for action or information are made known to responsible personnel who can satisfy the request. Maintains positive working relationships with all organizational customers and stakeholders to assist the Substance Abuse Director or Clinical Program Manager in carrying out delegated responsibilities. Provides administrative guidance to subordinate clerical staff.

Performs support work such as the following: Establishes and maintains office technical and administrative files in accordance with applicable regulations. Takes initiative or following a general idea, verbal instruction, or rough note, composes written correspondence in accordance with applicable regulations and guidance. Reviews outgoing correspondence and reports, ensuring compliance with Naval Correspondence requirements and general compliance with established policies and procedures. Receives and reviews incoming correspondence, determines those which can be acted upon personally, and takes the necessary action. If required, forwards these items to appropriate personnel. Assists personnel in interpreting instructions and completing actions and directives that may affect the organization. Establishes suspense files of action correspondence, monitors progress of outstanding suspense, obtains extensions of suspense dates, as required, and informs supervisor of suspense status. Operates computer terminal and other automated office equipment to type correspondence, reports, etc., in a variety of formats and to perform other office support functions.

Major Duties

Types a variety of materials requiring familiarity with a variety of office forms, reports and procedures. Composes and types official correspondence as well as routine and general administrative memoranda, email, and other correspondence from rough drafts or notes, often requiring maximum accuracy, precise form, and application of proper working, phrasing, punctuation and format. Reviews work prepared by other clerical and professional staff. Returns work needing correction to originator when necessary. Assists supervisory staff in preparation of reports; secures statistical information from past reports, studies, and other files/material; submits results for supervisor's approval; and distributes the report to various staff members and interested officials for their information. Works with personal computer and local area network computer system and Microsoft Office software. The services of a qualified typist are required. Downloads high priority and routine electronic mail and tasks. Routes them to the appropriate functional area while keeping the affiliate Commands and internal departments fully apprised of ongoing tasks and issues.

Schedules appointments based on staff and superiors' calendars and previous commitments; assembles all available reference material, correspondence and other guides pertaining to items to be discussed. Manages the supervisor calendar, and takes the initiative to reschedule appointments when it is evident that supervisor will not be able to meet the scheduled appointments. Maintains current knowledge of director's weekly schedule, and assists director with managing leave schedules of staff. Effectively schedules meetings: time, location, and attendees are established according to established guidance. Accurately and promptly prepares and distributes agenda. Attends staff meetings and accurately takes notes/minutes. Promptly prepares minutes and distributes as required. Notes suspense's and follow-up on action items in a timely manner. Serves as point of contact for visitors to the clinic relating to clinic held meetings and conferences.

Briefs newly assigned civilian employees on the functions, operations and procedures of the SACC. Assembles new employee folders, binders for each employee containing applicable orders and reference material, and assist new employees with gaining access to all necessary computer applications. Assembles and maintains turnover binder for administrative functions of SACC.

Reads and reviews materials to be filed, ensuring the documents are complete before filing, assigns codes based on the document content, and files material based on that determination. Retrieves files based on knowledge of the filing system. Establishes and maintains office records of various types that may be needed or will assist in the efficient operation of the office. Accurately purges files or performs other file disposition actions in accordance with established procedures.

Performs other duties as assigned.

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, OR equivalent combination of education and experience that demonstrates the ability to perform duties in this Position description.

QUALIFICATION REQUIREMENTS:

1. Skill to organize and coordinate multiple high visibility projects simultaneously.

2. Skill to prepare documentation and presentations in proper format in accordance with Naval Correspondence rules of grammar and punctuation.

3. 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.

4. Skill to deal with employees at various levels in the organization and to represent the division with customers external to the organization.

5. 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.

6. 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.

7. Knowledge of computer software applications such as Microsoft Office, email and maintenance of databases.

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.

How To Apply

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

All applications must be submitted onlinevia the MCCS Careers website:

Resumes/applications emailed or mailed will not be considered for this vacancy announcement. Tobe considered for employment, the application or resume must be submitted online by11:59 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, logintoyourMCCS user account and review your application status.

MILITARY SPOUSE PREFERENCE (MSP) - IAW DoDI , 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 , 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.

Closing Statement

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:

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.