Management Assistant

Duties

• Obtains and presents information; prepares a variety of recurring and special reports. Researches, assembles and summarizes a wide variety of material pertaining to the office functions. Monitors organization actions in responding to and complying with reporting requirements. Advises office personnel on requirements of documents and formats.
• Contacts personnel within the organization to obtain information. Exercises judgement in validating conflicting information and presents complete information in a comprehensive manner. Receives all incoming correspondence addressed to the office; determines which should be brought to the supervisor's attention or handled personally and establishes suspense controls. Attaches copies of previous correspondence and other background information as necessary.
• Prepares executive and staff level correspondence and non-technical reports in supervisor's name. Uses various automated systems including Outlook (calendars and email), word processing, PowerPoint, Excel spreadsheets and other pertinent software. Maintains logs and suspense records on incoming correspondence and follows up to ensure timely action to include using the Enterprise Task Management Software Solution (ETMS2) suspense tracking system. Reviews outgoing correspondence to ensure material is presented in compliance with current procedures and policies, proper format, grammar and typographical accuracy and that all necessary and appropriate background material is attached. Discusses inaccuracies, deviations from procedures and omissions with originator to obtain necessary corrections and background materials.
• Performs a variety of analyses in support of office missions. Receives, reviews and analyzes data to determine completeness ad accuracy of reports. Compiles statistics and supporting analyzes for use in decision-making process. Conducts qualitative and analytical reviews prior to preparation of presentations. Deals directly with supervisors to obtain revised and updated information.
• Utilizes pertinent systems to produce a variety of correspondence, reports and documents based on own research, program knowledge, and professional skill. Analyzes organizational work methods, procedures and assignments, and information and documentation systems. Reviews and, as required, installs new policies, procedures and regulations and provides advice and assistance to Fleet Readiness Director, Family Readiness Director, and other organizational personnel.
• Serves as the KRONOS timekeeper for the N92 staff
• Receives office visitors and telephone calls, determining the identity of the caller and general purpose of the call. Attempts to conserve time of superiors by encouraging the caller to speak with appropriate staff members. Screens calls and inquiries to select those that can be handled from personal knowledge of program activities, procedures and requirements but which do not require technical program information. Maintains calendars, arranges, modifies and/or refuses appointments, accepts or declines invitations to meetings keeps the supervisor informed of schedule, makes adjustments and arranges for attendance by staff members as necessary. Arranges meetings, and maintains office records and files documents; obtaining and consolidating statistical and informative material from office files and records.
• Independently performs various general clerical duties in support of the organization's office operations. Performs a variety of administrative functions in support of operations for the directorate. Work requires the incumbent to independently plan and accomplish administrative procedural work and coordinate a wide variety of office administrative requirements such as use of a tracking system, ensuring visibility of actions throughout the directorate, maintains organized physical, and automated filling systems.
• Performs other duties as assigned.

Requirements

Conditions of Employment

• Incumbents must satisfactorily complete all background checks, including a fingerprint check, a National Agency Check with Inquiries (NACI).
• Males born after 12-31-59 must be registered for Selective Service.

Qualifications

• Knowledge of Department of Defense (DoD), Navy and Commander, Navy Installation Command (CNIC) instructions, policies, regulations and procedures in order to provide advice and assistance and to prepare a variety of recurring and special reports.
• Knowledge of management analysis technical rules and guidelines sufficient to independently evaluate and interpret guidance in order to perform a variety of analysis in support of the organization's mission.
• Skill in research, collection, development and consolidation of data for use in the preparation of reports.
• Knowledge of the policies, goals, commitments and priorities of the staff to respond to and properly refer telephone calls, correspondence and other forms of inquiry, make appointments for the N92 and N91 and maintain appropriate administrative controls.
• Knowledge of agency and command correspondence regulations and requirements to prepare and review material for final signature to include syntax, spelling, grammar, capitalization and punctuation.
• Knowledge of standard processing procedures, formats, distribution and retention policies for correspondence, presentations and reports produced.

Additional information

Note: The NATO Status of Forces Agreement (SOFA) between Italy and the United States prohibits the hiring of any person who holds Italian citizenship and is considered a Dual National by the Italian Government into any U.S. position. Those U.S. citizens who are considered "ordinarily resident" in Italy are also ineligible for employment by U.S. commands and activities in Italy. Contractors and their family members are also ineligible as they do not have civilian component status. Some positions have special requirements. Selection may be tentative pending the completion of the satisfactory employment reference checks and receipt of proof of education (where applicable). Selectee may be required to complete a one (1) year probationary period. Participation in the Direct Deposit/Electronic Fund Transfer is required. Salary is commensurate with experience and/or education. The Department of the Navy (DON) is an Equal Employment Opportunity Employer. All qualified candidates will receive consideration without regard to 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. The DON provides reasonable accommodations to applicants with disabilities. Applicants with disabilities who believe they may require reasonable accommodation(s) should email their request to MWR_Recruitment@fe.navy.mil to ensure proper consideration is given.

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 qualifications requirements listed in this announcement and will be rated based on the information provided in the resume to determine the level of knowledge, skills and abilities (KSAs) related to the job requirements.

Using the qualifications of the position, predetermined rating criterion of KSAs will be used for each resume.

Best qualified applicants will be referred to the hiring manager.

Required Documents

• Resume with complete work history including job title, start and end dates, and highlighted qualifications relevant to the vacancy announcement.
• OF-306 Declaration of Federal Employment (MUST be signed in ink and dates within the opening and closing dates of this vacancy announcement).
• Proof of Education (such as high school diploma/GED, clinical licensure, transcripts/copy of degree(s)/certification(s)), if applicable to position requirements.
• 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 Family Member Preference: provide a copy of the sponsor's Permanent Change of Station (PCS) orders 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,VA disability letter, proof of service, etc.)
• If you are a current federal employee, please submit your most recent Personnel Action Report (PAR) or SF-50.

FOR APPLICANTS RESIDING IN NAPLES, ITALY: Copy of U.S. Government no-fee passport showing picture, passport number and expiration date Copy of PCS Orders and Family Entry Approval (Military) OR Sponsor's Letter of Employment (Civilian)Copy of Italian Visa Copy of Sojourner's Permit (or receipt of application)

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

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 Close Date 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 Applicant Questionnaire, please click the following link: https://apply.usastaffing.gov/ViewQuestionnaire/ 11920449 . ( https://apply.usastaffing.gov/ViewQuestionnaire/ 11920449 ).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 DON is an Equal Employment Opportunity Employer. All qualified candidates will receive consideration without regard to 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. The DON provides reasonable accommodations to applicants with disabilities. Applicants with disabilities who believe they may require reasonable accommodation(s) should email their request to MILL_HQ_NAF_HR.FCT@navy.mil to ensure proper consideration is given.

Agency contact information

CNRE NAF HRO

Phone 081-568-2838 Email usn.naples.cnr-eurafcentnpl-it.mbx.n9-naf-human-resources@us.navy.mil

Address Region NAF HRO / NSA Naples
PSC 817 Box 108
FPO, AE 09622-0108
US

Next steps

Please ensure that your submission contains all the information requested in the vacancy announcement. If your submission does not provide all the information requested on this form and in the job vacancy announcement, you may lose consideration for the job.

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.

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