MWR Administrative Assistant

About the role

Serves as a Staff Administrative Assistant for Fleet & Family Readiness Programs.

Incumbent maintains/reviews official records, processing/reviewing a variety of administrative actions, preparing department correspondence, maintaining correspondence files, records disposition, travel authorization, mail distribution, reporting requirements, word processing support, assisting in updating of database, suspense controls, library maintenance, and clerical assistance to the director and staff.

What you will do

• 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.

Education

This position is not in a positive education series.

How you will be evaluated

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.

Documents you must provide

• 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.

What to expect next

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.

Additional information

Executive Order 12564 requires a Federal workplace free of illegal drugs. According to the Executive Order, all Federal employees are required to remain drug free throughout their employment. Commander, Navy Installations Command is a Drug-Free Federal Workplace.

The use of illegal drugs will not be tolerated, and use of or intoxication by illegal drugs will result in penalties up to and including removal from Federal Service. Non-U.S. citizens with fewer than three years of recent residential history in the U.S. may be determined ineligible for employment. Some positions have special requirements.

Selectee may be required to complete a one (1) year probationary period. Participation in Direct Deposit/Electronic Fund Transfer within the first 30 days of employment is required. In accordance with the Real ID Act of 2005, if a candidate or new hire requires access to a military installation and does not have a REAL ID, identity will need to be established.

Identity is established by presenting either one (1) Acceptable Credential or by presenting an acceptable combination of Source Identify Documents. Acceptable Credentials are listed in List A and Acceptable Source Identity Documents are listed in Lists B and C in the link below (page 3).

If using an Acceptable Credential, only one (1) from List A is required and if using Acceptable Source Identity Documents, one (1) from List B and one (1) from List C is required. ***