MWR Management Assistant (Business Office)

Duties

• Prepares correspondence as necessary for N9.
• Prepares action items and meeting points for N9.
• Assists accounting in preparation, and entry of the n9 annual budgets.
• Assists accounting in maintaining inventory of all N9 fixes assets.
• Incumbent is expected to prioritize daily duties to maximize effectiveness and efficiency.
• Serves as liaison for N9 related activities associated with Training Support Center (TSC), Fleet and Family Readiness Departments (N9) and other tenant commands on base, on an as needed basis.
• Provides support to N9 offices, including Human Resources, Fleet and Family Support Center, Child and Youth Programs (CYP) and Administration.
• Answers incoming calls and route to appropriate personnel for resolution.
• Solicits input from activity managers regarding internal short/long range goals, business plan objectives and program standards.
• Routinely evaluates and reviews ongoing programs and provides activity managers with guidance that may develop, adapt, modify, expand, or otherwise change the program activity to better meet and enhance the expected effectiveness of the N9 activity.
• Takes timely action to correct deficiencies through coordination and appropriate entities.
• Establishes and maintains liaison with the Public Works Department, Staff Civil Engineer, Navy Facility Engineering Command, Officer in Charge of Construction, division directors, supervisors and managers in order to ensure smooth flow of plans, scheduling inspections, project development, and general maintenance.
• Assists the HR assistant in performing a variety of related clerical and administrative tasks in support of recruiting and staffing, such as preparing announcements, receiving and forwarding selection packets, and maintaining applicant files.
• Assists with Military FIT Reps, and other related Military Awards, and correspondence.
• Prepares facility tours to support work request completion, inspections, Installation Leadership, Region, and Headquarters (HQ) visits.
• Gathers data and responds to HQ, Region and Installation taskers for N9.
• Tracks and updates safety requirements for N9 Departments, through the use of ESAMS or related systems/software.
• Files and maintains correspondence.
• Other duties as assigned.

Requirements

Conditions of employment

• Must successfully pass the E-Verify employment verification check. Any discrepancies must be resolved as a condition of employment.
• Must meet federal suitability requirements including successful completion of background investigation.

Qualifications

• Two years of work experience or higher level of education that demonstrates the ability to perform the duties of the position.
• Knowledge of organizational structure and mission to perform the full range of N9 administrative service (including managing schedules, coordinating meetings, prioritizing tasks, troubleshooting, answering correspondence, emails, phone calls, etc.) Must have a high degree of administrative knowledge and skill.
• Knowledge of Fleet and Family Readiness (N9) operations including its mission, goals, objectives and business processes, policies and procedures.
• Knowledge of the facilities and maintenance processes and procedures.
• Knowledge of military and civilian correspondence formats and general military procedures.
• Possess leadership skills to devise and implement various quality of life program support parameters.
• Strong working knowledge of Microsoft Office (Word, Excel, PowerPoint, Outlook etc.) Adobe reader and ability to navigate various informational platforms such as TWMS, NFAAS, ESAMS and any other Navy programs and applications, etc.
• Knowledge of various office file arrangements applicable to Accounting, Fiscal Oversight reviews, Travel, Government Purchase Card; and the purpose and content of documents in the file.
• Knowledge of Accounting principles.
• Ability to file and retrieve information and maintain suspense records in accordance with office filing procedures.
• Incumbent must be skilled in dealing with a variety of people under difficult circumstances including pressure situations where accurate information must be provided rapidly with little or no notice.
• Ability to make written and verbal presentations.
• Ability to work independently without specific direction.
• Must have the ability to take the initiative to ensure all tasks are performed in a timely and accurate manner and improve business processes when necessary.
• Incumbent must maintain the privacy of official work information and data and demonstrate the highest level of ethical conduct.
• Ability to communicate effectively both orally and in writing.

Education

Related degree is preferred.

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.

All individuals involved in the provision of child care services on a Department of Navy (DON) installation or in a DON-sanctioned program must complete the Installation Records Check (IRC). The IRC includes a check of the Substance Abuse Rehabilitation Program (SARP) records in the Alcohol and Drug Management Information Tracking System (ADMITS) database, a check of the Family Advocacy Program (FAP) records in the Fleet and Family Support Management Information System (FFSMIS), and an installation security/base check via the Navy Justice Information System (NJIS) database and/or other law enforcement systems. This information will be used to determine suitability for the applicant in accordance with criteria for automatic and presumptive disqualifiers, per DoDI 1402.05.

Per Department of Defense Instruction (DoDI) 1402.05. Background Checks on Individuals in DoD Child Care Services Programs, incumbents will be automatically disqualified for a conviction in either civilian or military court (to include any general, special, or summary court-martial conviction or if they received non-judicial punishment [under Article 15 or chapter 47 of Title 10, U.S.C]) for any of the following: a sexual offense, any criminal offense involving a child victim, or a felony drug offense. Additionally, the incumbent will be automatically disqualified if he/she has been held to be negligent in a civil adjudication or administrative proceeding concerning the death of or serious injury to a child or dependent person entrusted to the individual's care.

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. We utilize E-Verify to confirm selectee's eligibility to work in the United States

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.