FFSP Program Assistant - Front Desk

Summary

This position provides office clerical & administrative support to navy Region Southwest (NRSW) Fleet & Family Support Centers (FFSC). Services provided may cover the FFSC operations at more than one location. The incumbent reports to the FFSC Director for guidance and supervision but interacts extensively with staff in the performance of duties. The incumbent must be able to instantly assess and respond appropriately and conscientiously to crisis situations.

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Overview

• Accepting applications

• Open & closing dates
  
  04/22/2025 to 05/06/2025
• Salary
  
  $63,203 - $69,525 per year
• Pay scale & grade
  
  NF 3
• Help
  Location
  
  1 vacancy in the following location:
  
  
  • Fleet & Family Support Center Point Loma Complex, San Diego, CA
• Remote job
  
  No
• Telework eligible
  
  No
• Travel Required
  
  Not required
• Relocation expenses reimbursed
  
  No
• Appointment type
  
  Permanent
• Work schedule
  
  Full-time - 35-40 hours per week
• Service
  
  Competitive
• Promotion potential
  
  None
• Job family (Series)
  
  
  • 0344 Management And Program Clerical And Assistance
• Supervisory status
  
  No
• Security clearance
  
  Secret
• Drug test
  
  No
• Position sensitivity and risk
  
  Noncritical-Sensitive (NCS)/Moderate Risk
• Trust determination process
  
  
  • Suitability/Fitness
• Financial disclosure
  
  No
• Bargaining unit status
  
  Yes
• Announcement number
  
  25-12728749
• Control number
  
  835675900

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This job is open to

• The public
  
  U.S. Citizens, Nationals or those who owe allegiance to the U.S.
• Veterans
  
  Veterans of the U.S. Armed Forces or a spouse, widow, widower or parent of a veteran, who may be eligible for derived preference
• Military spouses
  
  Military spouses relocating under PCS orders or whose spouse is 100% disabled or died while on active duty.

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Duties

• Participates in achieving the efficient execution of the program by collecting, tracking compiling, inputting in a timely fashion and analyzing various data.
• Verifies accuracy of data, prepares reports and information and bring trends to the attention of management.
• Maintains a library of current and historical data, statistics, procedures, policies, instructions and reports used by FFSC staff in preparing for and delivering programs in accordance with Navy guidelines and policy.
• Establishes, maintains, purges, and disposes of files and records in accordance with established regulations and procedures.
• Creates, reviews, processes and expends non-appropriated fund (NAF), sponsorship and appropriated fund (APF) purchase requests, marketing requests, expenditures, and obligations for approval by supervisor.
• Serve as APF purchase cardholder, tracking purchases, communicating with vendors, and ensuring all APF purchasing requirements are met.
• Liaises with NAF Accounting and Procurement for NAF and sponsorship fund obligations.
• Reviews financial controls and reports obligations and expenditure, verifying accuracy of all financial data using the appropriate NAF or APF tracking system,
• Consolidates budget estimates and assists with the preparation of NAF and APF projected funding needs
• Reviews data submitted for consistency with previous estimates, current levels of operations and anticipated changes.
• Serves as Trusted Agent for Trusted Agent Sponsorship (TASS) to issue contractor credentials and tracks successful completion of background checks, initial and reoccurring, for government and contract personnel.
• Ensures compliance with applicable directives and instructions, regulations and generally accepted standard of the profession.
• Forwards guidance under area of responsibility to all FFSC staff.
• Tracks completion of required employee training.
• Enters and/or tracks routine reports and surveys and updates to data bases.
• Completes and/or updates web-based or database program input and reports.
• Responsible for coordination and management of APF and NAF property inventories, facility programs, facility work requests and special projects that reside under the FFSC Director,
• Supports supervisors with timekeeping services and personal actions related to NAF and APF staff, including processing mileage claims, processing leave requests, utilizing KRONOS to track time as a timekeeper and providing logistical and administrative support to arrange travel preparation and reimbursement for approved training conference.
• Schedules appointments and meetings in accordance with policies and priorities, and coordinates with the staff as necessary.
• In additional to logistical support, contacts participants and ensures all required materials and services are provided.
• Informs supervisory or conflicts, re-scheduling appointments as needed.
• May serve as representative of FFSC San Diego for certain meetings as directed by supervisor, taking notes/minutes and reporting back to supervisor.
• Independently notes and follows up on commitments made at meetings and conferences by staff members.
• Prepares a wide variety of technical recurring and non-recurring correspondence and other documents ensuring proper format, syntax structure, grammar, timely completion and distribution.
• Composes correspondence, Standard Operating Procedures and other materials of non-technical nature.
• Review and finalizes documents prepared by other for procedural and grammatical accuracy.
• Reviews and processes incoming and outgoing correspondence, materials, publications, regulations and directives.
• Receives telephone calls and visitors.
• Based upon knowledge of the organization's programs and functions and operations, directs customer to appropriate staff or organizations for assistance.
• Locates and selects appropriate references and procedures references and procedures for application to specific questions.
• Must be able to instantly assess and respond appropriately and conscientiously to crisis situations to include family violence, suicide risk and individual crisis situations, and is able to make knowledgeable and accurate judgment in providing hands-on assistance or self-help resources.
• Familiar with Privacy Act requirements and serve as Functional Privacy Act Coordinator for FFSC San Diego.
• Performs other related duties for program support as assigned.

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Requirements

Conditions of Employment

• Must provide proof of U.S. Citizenship or U.S. National.
• Must successfully pass the E-Verify employment verification check. Any discrepancies must be resolved as a condition of employment.
• A tentative offer of employment will be rescinded if the selectee fails to meet the pre-employment requirements, including failure to report to any scheduled appointments.
• Must meet federal suitability requirements including successful completion of background investigation and obtain/maintain a Secret Security Clearance (T3).

Qualifications

• Knowledge of the mission, functions, policies, regulations, procedures and reporting requirements governing the programs of the FFSC or a minimum of 2 years of experience providing effective customer service in a social services setting that demonstrates the ability to accurately assess crisis situations, make appropriate referrals and handle a high volume of requests.
• Must possess strong organizations and administrative skills.
• Must be a positive individual able to obtain cooperation and assistance from others to meet the missing of the FFSC.
• Must have the ability to follow verbal and written instructions.
• Must be able to make favorable personal contacts with all levels of staff and management personnel.
• Knowledge of, or ability to learn. policies and procedures related to use and control of the DoD financial resources, Government purchase card program, web-based sites, inventory.
• Knowledge of or ability to learn established supply regulations, policies and procedures, or tother governing supply management guidelines to be responsible for local management of decentralized and decontrolled items.
• Knowledge of the military lifestyle, the unique challenges faced by service members/families and the array of services available to address these issues.
• Knowledge of fact-finding techniques and ability to gather and assemble a variety of data for reports ad metrics.
• Proficiency in grammar, spelling, punctuation, capitalization and format to prepare and edit written correspondence and reports.
• Knowledge of and ability to utilize various software program (word processing, spreadsheets, data base, presentation software, etc.) to produce a wide range of documents that often require complex formats, such as graphics or tables within text, to edit and reformat electronic drafts and to update and revise existing databases or spreadsheets.
• Knowledge of the nature and capability of different software packages and the integration compatibilities among different software types.
• Knowledge of the capabilities, operating characteristics, efficient applications and advances functions of a variety of types of office automation software, (e.g., word-processing, spreadsheets, database, calendar, electronic mail, etc.).
• Experience handling a budget and skill in basic accounting in order to handle detailed financial logs and track expenditures.
• Knowledge of common business practices with respect to sales, process, discounts, deliveries and shipment methods.
• Ability to handle multiple and varied requests and work well under pressure.

Education

N/A

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 Region Mid-Atlantic 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.

Read more

• Benefits
  Help
  
  Review our benefits

How You Will Be Evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

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.

• Benefits
  Help
  
  Review our benefits
• Required Documents
  
  As a new or existing federal employee, you and your family may have access to a range of benefits. Your benefits depend on the type of position you have - whether you're a permanent, part-time, temporary or an intermittent employee. You may be eligible for the following benefits, however, check with your agency to make sure you're eligible under their policies.
  
  The following documents are required at the time of application:
  • Résumé
  • 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.
• How to Apply
  
  Applications are not accepted in person or via email. Applicants must apply online.
  
  Click the blue APPLY button at the top of this announcement to apply.
  
  Agency contact information
  
  Irish Jacoby
  
  Email Irish.b.jacoby.naf@us.navy.mil
  
  Address NAVBASE Point Loma
  750 Pacific Coast Highway
  San Diego, CA 92132-0058
  US
  
  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.
• Fair and Transparent
  
  The Federal hiring process is set up to be fair and transparent. Please read the following guidance.
  
  • Criminal history inquiries
  • Equal Employment Opportunity (EEO) Policy
  • Financial suitability
  • New employee probationary period
  • Privacy Act
  • Reasonable accommodation policy
  • Selective Service
  • Signature and false statements
  • Social security number request

Help
Required Documents

The following documents are required at the time of application:

• Résumé
• 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.

Help
How to Apply

Applications are not accepted in person or via email. Applicants must apply online.

Click the blue APPLY button at the top of this announcement to apply.

Read more

Agency contact information

Irish Jacoby

Email Irish.b.jacoby.naf@us.navy.mil

Address NAVBASE Point Loma
750 Pacific Coast Highway
San Diego, CA 92132-0058
US

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.

Read more

Fair & Transparent

The Federal hiring process is set up to be fair and transparent. Please read the following guidance.

• Criminal history inquiries
• Equal Employment Opportunity (EEO) Policy
• Financial suitability
• New employee probationary period
• Privacy Act
• Reasonable accommodation policy
• Selective Service
• Signature and false statements
• Social security number request

Duties

• Participates in achieving the efficient execution of the program by collecting, tracking compiling, inputting in a timely fashion and analyzing various data.
• Verifies accuracy of data, prepares reports and information and bring trends to the attention of management.
• Maintains a library of current and historical data, statistics, procedures, policies, instructions and reports used by FFSC staff in preparing for and delivering programs in accordance with Navy guidelines and policy.
• Establishes, maintains, purges, and disposes of files and records in accordance with established regulations and procedures.
• Creates, reviews, processes and expends non-appropriated fund (NAF), sponsorship and appropriated fund (APF) purchase requests, marketing requests, expenditures, and obligations for approval by supervisor.
• Serve as APF purchase cardholder, tracking purchases, communicating with vendors, and ensuring all APF purchasing requirements are met.
• Liaises with NAF Accounting and Procurement for NAF and sponsorship fund obligations.
• Reviews financial controls and reports obligations and expenditure, verifying accuracy of all financial data using the appropriate NAF or APF tracking system,
• Consolidates budget estimates and assists with the preparation of NAF and APF projected funding needs
• Reviews data submitted for consistency with previous estimates, current levels of operations and anticipated changes.
• Serves as Trusted Agent for Trusted Agent Sponsorship (TASS) to issue contractor credentials and tracks successful completion of background checks, initial and reoccurring, for government and contract personnel.
• Ensures compliance with applicable directives and instructions, regulations and generally accepted standard of the profession.
• Forwards guidance under area of responsibility to all FFSC staff.
• Tracks completion of required employee training.
• Enters and/or tracks routine reports and surveys and updates to data bases.
• Completes and/or updates web-based or database program input and reports.
• Responsible for coordination and management of APF and NAF property inventories, facility programs, facility work requests and special projects that reside under the FFSC Director,
• Supports supervisors with timekeeping services and personal actions related to NAF and APF staff, including processing mileage claims, processing leave requests, utilizing KRONOS to track time as a timekeeper and providing logistical and administrative support to arrange travel preparation and reimbursement for approved training conference.
• Schedules appointments and meetings in accordance with policies and priorities, and coordinates with the staff as necessary.
• In additional to logistical support, contacts participants and ensures all required materials and services are provided.
• Informs supervisory or conflicts, re-scheduling appointments as needed.
• May serve as representative of FFSC San Diego for certain meetings as directed by supervisor, taking notes/minutes and reporting back to supervisor.
• Independently notes and follows up on commitments made at meetings and conferences by staff members.
• Prepares a wide variety of technical recurring and non-recurring correspondence and other documents ensuring proper format, syntax structure, grammar, timely completion and distribution.
• Composes correspondence, Standard Operating Procedures and other materials of non-technical nature.
• Review and finalizes documents prepared by other for procedural and grammatical accuracy.
• Reviews and processes incoming and outgoing correspondence, materials, publications, regulations and directives.
• Receives telephone calls and visitors.
• Based upon knowledge of the organization's programs and functions and operations, directs customer to appropriate staff or organizations for assistance.
• Locates and selects appropriate references and procedures references and procedures for application to specific questions.
• Must be able to instantly assess and respond appropriately and conscientiously to crisis situations to include family violence, suicide risk and individual crisis situations, and is able to make knowledgeable and accurate judgment in providing hands-on assistance or self-help resources.
• Familiar with Privacy Act requirements and serve as Functional Privacy Act Coordinator for FFSC San Diego.
• Performs other related duties for program support as assigned.

Requirements

Conditions of Employment

• Must provide proof of U.S. Citizenship or U.S. National.
• Must successfully pass the E-Verify employment verification check. Any discrepancies must be resolved as a condition of employment.
• A tentative offer of employment will be rescinded if the selectee fails to meet the pre-employment requirements, including failure to report to any scheduled appointments.
• Must meet federal suitability requirements including successful completion of background investigation and obtain/maintain a Secret Security Clearance (T3).

Qualifications

• Knowledge of the mission, functions, policies, regulations, procedures and reporting requirements governing the programs of the FFSC or a minimum of 2 years of experience providing effective customer service in a social services setting that demonstrates the ability to accurately assess crisis situations, make appropriate referrals and handle a high volume of requests.
• Must possess strong organizations and administrative skills.
• Must be a positive individual able to obtain cooperation and assistance from others to meet the missing of the FFSC.
• Must have the ability to follow verbal and written instructions.
• Must be able to make favorable personal contacts with all levels of staff and management personnel.
• Knowledge of, or ability to learn. policies and procedures related to use and control of the DoD financial resources, Government purchase card program, web-based sites, inventory.
• Knowledge of or ability to learn established supply regulations, policies and procedures, or tother governing supply management guidelines to be responsible for local management of decentralized and decontrolled items.
• Knowledge of the military lifestyle, the unique challenges faced by service members/families and the array of services available to address these issues.
• Knowledge of fact-finding techniques and ability to gather and assemble a variety of data for reports ad metrics.
• Proficiency in grammar, spelling, punctuation, capitalization and format to prepare and edit written correspondence and reports.
• Knowledge of and ability to utilize various software program (word processing, spreadsheets, data base, presentation software, etc.) to produce a wide range of documents that often require complex formats, such as graphics or tables within text, to edit and reformat electronic drafts and to update and revise existing databases or spreadsheets.
• Knowledge of the nature and capability of different software packages and the integration compatibilities among different software types.
• Knowledge of the capabilities, operating characteristics, efficient applications and advances functions of a variety of types of office automation software, (e.g., word-processing, spreadsheets, database, calendar, electronic mail, etc.).
• Experience handling a budget and skill in basic accounting in order to handle detailed financial logs and track expenditures.
• Knowledge of common business practices with respect to sales, process, discounts, deliveries and shipment methods.
• Ability to handle multiple and varied requests and work well under pressure.

Education

N/A

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 Region Mid-Atlantic 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.

Benefits

Review our benefits

How You Will Be Evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

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.

Benefits

Review our benefits

Required Documents

As a new or existing federal employee, you and your family may have access to a range of benefits. Your benefits depend on the type of position you have - whether you're a permanent, part-time, temporary or an intermittent employee. You may be eligible for the following benefits, however, check with your agency to make sure you're eligible under their policies.

The following documents are required at the time of application:

• Résumé
• 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.

How to Apply

Applications are not accepted in person or via email. Applicants must apply online.

Click the blue APPLY button at the top of this announcement to apply.

Agency contact information

Irish Jacoby

Email Irish.b.jacoby.naf@us.navy.mil

Address NAVBASE Point Loma
750 Pacific Coast Highway
San Diego, CA 92132-0058
US

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.