Total 45 Administrative / Clerical job vacancies in Jacksonville, Florida

• You will serve as the Subject Matter Expert for the Contracting Officer’s Representative (COR) program.
• You will oversee the management, implementation of, and continued compliance of COR policy, guidance, and instructions related to NSWC PCD.
• You will conduct and track COR training and certification status and provide COR retraining as required.
• You will perform data analysis, collection, interpretation, and evaluation to develop data-driven solutions that address COR program challenges.
• You will support Command Audits to include, but not limited to the Inspector General and the Procurement Surveillance Program (PSP).
• You will meet all requirements to become a NAVSEA Certified COR Trainer.

The primary responsibility of this position is to provide support to management with budget formulation and execution within an assigned area of responsibility.

The incumbent performs a combination of routine and multiple and varying assignments and acts as an individual contributor and/or member of a team for projects/programs within a defined area of responsibility within the office.

The incumbent plans, develops, monitors, and presents briefings while making recommendations to District/Technical Services in Financial and Fiscal program areas. Incumbent interprets guidelines and provides management advice and counsel on the operation of an extensive budget program. Serves as liaison between District/TS and other Technical Operations organizations, as well as the regional office or service center. Supports ATO objectives to direct highly technical, complex, professional work for the development of a key agency budget tracking/reconciling program. Store Credit Program, and performance plan (financial plan) program. Duties are performed independently, under minimal supervision.

Collects and analyzes data/information; conducts research; applies policies and procedures; identifies problems; and works with higher level and lower level professionals in day-to-day operations. Uses appropriate automated budget tools such as REGIS and DELPHI to allocate, track, reconcile and report the status of funds. Develops/prepares spreadsheets, financial reports, statements and data of both factual and analytical nature.

Works closely with first level managers and support personnel providing guidance and oversight to assist them with their local budgets. Contacts are primarily internal to the organizational unit, major subdivision, or LOB/SO with a manager and other employees to share information, provide data and/or written analyses, and/or explain the status of assignments.

Demonstrates some independence in planning time and using assigned resources to accomplish tasks or small projects. Established policies and procedures provide guidance for most assignments. Typically, the employee receives guidance from and refers problems and work issues to a manager, project or program manager, team leader, or more experienced professional when guidelines are not available or applicable.

Work typically is reviewed frequently during assignments and at completion to ensure timeliness, policy compliance, and alignment with the requirements of projects and/or other work activities. Work activities support activities of the organizational unit and may affect project/program objectives for the major subdivision and the LOB/SO.

The primary responsibility of this position is to provide support to management with budget formulation and execution within an assigned area of responsibility.

The incumbent performs a combination of routine and multiple and varying assignments and acts as an individual contributor and/or member of a team for projects/programs within a defined area of responsibility within the office.

The incumbent plans, develops, monitors, and presents briefings while making recommendations to District/Technical Services in Financial and Fiscal program areas. Incumbent interprets guidelines and provides management advice and counsel on the operation of an extensive budget program. Serves as liaison between District/TS and other Technical Operations organizations, as well as the regional office or service center. Supports ATO objectives to direct highly technical, complex, professional work for the development of a key agency budget tracking/reconciling program. Store Credit Program, and performance plan (financial plan) program. Duties are performed independently, under minimal supervision.

Collects and analyzes data/information; conducts research; applies policies and procedures; identifies problems; and works with higher level and lower level professionals in day-to-day operations. Uses appropriate automated budget tools such as REGIS and DELPHI to allocate, track, reconcile and report the status of funds. Develops/prepares spreadsheets, financial reports, statements and data of both factual and analytical nature.

Works closely with first level managers and support personnel providing guidance and oversight to assist them with their local budgets. Contacts are primarily internal to the organizational unit, major subdivision, or LOB/SO with a manager and other employees to share information, provide data and/or written analyses, and/or explain the status of assignments.

Demonstrates some independence in planning time and using assigned resources to accomplish tasks or small projects. Established policies and procedures provide guidance for most assignments. Typically, the employee receives guidance from and refers problems and work issues to a manager, project or program manager, team leader, or more experienced professional when guidelines are not available or applicable.

Work typically is reviewed frequently during assignments and at completion to ensure timeliness, policy compliance, and alignment with the requirements of projects and/or other work activities. Work activities support activities of the organizational unit and may affect project/program objectives for the major subdivision and the LOB/SO.

Duties include but are not limited to:

• Provides administrative support to the Chief Medical Officer (CMO), Assistant Chief Nurse (ACN) and Administrative Officer (AO). Maintains appointment calendars for the CMO, CNA and AO and assists with their travel paperwork for authorized absence and local travel.
• Manages and maintains records for competency folders on all clinic personnel, to include FPPE/OPPE, performance appraisals, TMS training and continuing education; assists in the preparation of employee travel paperwork and claims.
• Maintains records on personnel actions, education, congressional inquiries, and affiliations with many colleges through multiple disciplines.
• Plans and performs general support services, such as coordination and assignment of clerical duties, volunteer program. VA work-study program, without compensation appointments, and requests funds for fund control points.
• Serves as human resources liaison for all units of the clinics; coordinates creation and update of position descriptions and functional statements; coordinates paperwork for employee awards, authorized absences, advanced sick leave and family medical leave.
• Acts as timekeeper in the absence of primary timekeeper for time and attendance units in the clinic.
• Performs the functions and duties of the PIV sponsor for the outpatient clinic and adjacent community based outpatient clinics.
• Liaison for Veterans Service Offices, DAV, and all other veteran organizations.

What to Expect  

• Serves in a trust and confidence position, possesses and maintains competencies in the area of employment, education, vocational/technical, and personal financial management disciplines, and provides information, advice and guidance to Marines and their families.
• Conducts, organizes and provides program analysis and economic analyses to ensure functional needs are met for programs and services.  
• Recommends corrective actions and supports follow up inspections.  Assists in the development of plans for current and projected programs to achieve goals and objectives.  
• Collects, verifies and adjusts data from diverse sources and performs qualitative analysis.  Prepares reports and input for budgets for the personal and professional development programs.
• Supervises employees to include: assigning and distributing work, coaching, counseling, tutoring, and mentoring employees; approving and disapproving leave, recommending and completing personnel actions, disciplinary actions, completing performance reviews, signing timesheets, training employees, keeping abreast of and actively supporting the principles of the EEO program, and prevention of sexual harassment. 
• Maintains the standards of achievement that are necessary in meeting the demands of occupations, education opportunities, technical training, or personal financial management for which students are being prepared.  Collaborates with other programs within Marine and Family Programs.  
• May work a fluctuating work schedule to complete work assignments outside of the typical workweek and work hours.  May require travel to complete work assignments.  
• This is a white-collar position where occasional lifting up to 20 lbs. may be required.  
• Performs other related duties as assigned.

• You will be responsible for all aspects of AUTEC's EM and continuation of operations (COOP) planning, coordination, and integration.
• You will oversee and audit all contractor EM and COOP activities necessary to construct, sustain, and improve operational resilience in accordance with applicable Government and Department of the Navy regulations, policies, and guidelines.
• You will support the AUTEC mission by coordinating with all contractor business and technical functional areas, understanding the technical and operational capabilities.
• You will work to ensure continuity of Mission Essential Functions (MEF) and uninterrupted delivery of AUTEC Range services to the Fleet during unforeseen events.
• You will engage in EM and COOP planning by implementing operational controls and measures necessary to manage each unique emergency and risk.
• You will be responsible for continuous monitoring and review of the performance and effectiveness of the AUTEC contractor's COOP and EM programs.

• Makes reservations for incoming guests based on room availability. Interviews incoming guests to determine room assignment. Assists clientele in the completion of required forms and registration cards.
• Answers questions pertaining to rules and regulations governing the assignment and use of quarters; issues room keys. Provides statement of non-availability when applicable. Posts registration information on the registration card.
• Orients guests concerning use of facilities and equipment, and other facilities available on post. Answers billing questions and concerns. Assists or arranges transportation.
• Computes charges for guests checking out, receives payments and room keys; renders receipts. At end of shift, accounts for and secures cash.
• Performs other duties as assigned.

What to Expect

• Coordinates and performs a wide variety of responsible administrative functions in support of upper-level management functions.  
• Organizes flow of operational program processes in an office environment.   
• Uses a personal computer to transmit correspondence, create reports, databases, spreadsheets, graphics, slide shows and presentations.  
• Receives and delivers messages to staff members.  
• Arranges and maintains appointment calendars for staff.  
• Routes incoming mail to staff and work sections.  
• Establishes suspense dates to collect responses and submits information as required by requests.  
• This is a white-collar position where occasional lifting up to 20 lbs may be required.  
• Performs other related duties as assigned.

What to Expect

• Provides direct administrative assistance to Marine and Family Program¿s (MFP) Division Director and Deputy Director. 
• Establishes status of actions on numerous projects and programs operations. 
• Screens calls and visitors for management, personally handles majority of requests for information and refers others as appropriate. 
• Maintains organization and update of various files, regulations, manuals, and directives.
• Reviews all incoming correspondence, determining proper action. 
• Maintains calendar, schedules appointments, and meetings according to workload and current issues of importance for the Division Director and Deputy Director.
• Assists in the creation of overall Division and program operating budgets.  Computes financial data and statistics to prepare reports and formal consolidated forecasts on budget execution.
• Prepares reports and correspondence for management briefings. 
• Acts as liaison to track MFP requirements with other administrative offices such as purchasing and contracting, maintenance, accounting, personnel offices, and property.
• Coordinates, processes, and reviews travel requirements, documents, and itineraries to assure compliance with standard operating procedures.
• Maintains and distributes personnel paperwork such as selection and recruitment requests, personnel actions, training notices, performance reviews, and position descriptions.  
• This is a white-collar position where occasional lifting up to 20 lbs may be required.
• Performs other related duties as assigned.

What will I do in this position if hired?

In this Administrative Specialist position, you will prepare correspondence for signature by management level, apply administrative policies, and maintain various process systems in support of hazard mitigation staff.

Typical assignments include:

• Performing and monitoring established administrative requirements for and organization with dynamic administrative requirements but performed with the supervisor's review and involvement.
• Assisting in performing liaison tasks to support human resources administrative activities of a routine nature
• Assisting with preparing necessary reports and ensures that automated reporting systems are up to date
• Assisting organization's budget liaison with disseminating guidelines for participating in the budget formulation and execution process.

What else do I need to know?

At FEMA, our mission is to help people before, during and after disasters, and every employee at FEMA has a role in emergency management. Every FEMA employee has regular and recurring emergency management responsibilities, though not every position requires routine deployment to disaster sites. All positions are subject to recall around the clock for emergency management operations, which may require irregular work hours, work at locations other than the official duty station, and may include duties other than those specified in the employee's official position description. Travel requirements in support of emergency operations may be extensive in nature (weeks to months), with little advance notice, and may require employees to relocate to emergency sites with physically austere and operationally challenging conditions.

This announcement is for a position as a CORE (Cadre of On-Call Response/Recovery Employee). CORE employees are full-time employees hired to directly support the response and recovery efforts related to disasters. Employees are hired under the Robert T. Stafford Act and are excluded from the provisions of title 5, United States Code, governing jobs in the competitive service. They can be hired under a streamlined process instead of a competitive process. After three years of continuous service, Stafford Act employees may be granted competitive eligibility to apply for permanent full-time positions at FEMA.

This position will be hired into a temporary 4 Years, excepted service appointment. Appointments may be renewed based on workload, funding, and supervisory approval.

FEMA is committed to ensuring that its workforce reflects the diversity of the nation. At FEMA, our workforce includes the many identities, races, ethnicities, backgrounds, abilities, ages, cultures, and beliefs of the people we serve. To learn about FEMA's ongoing diversity and inclusion efforts, reasonable accommodation process, and the FEMA Core Values, please visit www.fema.gov.

The primary purpose of this position is: As an Air Reserve Technician (ART) Enlisted, accomplishes a variety of duties providing direct support to the Senior ART on the overall day to day program management activities for all aspects of medical administrative, military and civilian personnel management, budget and management analysis supporting operational requirements of wing and squadron Force Protection Health programs.

DUTIES:
Duty 1 - Provides deployment support in developing, planning and conducting training and evaluations needed to assess squadron readiness, mobility, and deployment requirements.
Duty 2 - Provides direct support to the Senior ART in planning, organizing, directing and executing the Health Care Operations and Programs of the medical administrative and paraprofessional activities of the Medical Unit.
Duty 3 - Financial management responsibilities. Compiles data for submission to the Senior ART and Commander and participates in the Financial Working Group (FWG).
Duty 4 - Participates in managing the overall IM/IT automation programs.
Duty 5 - Assists with the management of Quality Assurance for Health Standards and Health Force Protection Programs.

• You will recommend changes in administrative policies to eliminate conflicts and duplication, clarify confusing guidelines, and devise office procedures and practices to be used by secretaries in subordinate offices.
• You will maintain the daily calendar of the Commanding Officer, Executive Officer and Executive Director.
• You will establish priorities, set up, reschedule, or refuse appointments, accept or decline invitations to meetings, and arrange for representation by a substitute official when necessary.
• You will receive and screen visitors and phone calls from higher organizational levels, other agencies, or important public interests.
• You will make travel arrangements based on general travel intentions, known preferences of traveler and in accordance with appropriate travel regulations.
• You will compose non-technical correspondence on topics such as office procedures, requests for information, and the handling of Congressional or other sensitive matters based on knowledge of unwritten policies, precedents, and practices.

Major duties include, but are not limited:

• Serving as personal assistant to the Chief and/or Administrative Officer of Physical Medicine & Rehabilitation Service (PM&RS).
• Administers and delegates clerical assignments to the clerical support staff.
• Coordinating and monitoring all information involved in the credentialing, privileging, licensing and tracking of continuing education for the doctorial staff (licensed staff, post doctorial, residents, interns and practicum).
• Coordinating and monitoring all information involved in tracking performance improvement monitors for PMRS.
• Administers fund control points and credit card orders.
• Assists service Administrative Officer with duties regarding the updating, maintaining and organizing all service policies and guidelines within the PMRS section.
• Responsible for updating RMR Service guidelines and policies, in compliance with procedures, formats and practices, under the supervision of PMR Leadership.
• Responsible for direct interaction with all customers of the PMR Sections including patients, patient family members, caregivers and all staff at the Miami VA Healthcare System.
• Responsible for performing a wide spectrum of secretarial and administrative duties to assist the PMR Sections.
• Assists others within the Service that serves as Telephone Liaison, Consultation Liaison, different computer software and Coordinator for the Talent Management System (TMS).
• Receives visitors and telephone calls to the Chief's Office/PM&R Administrative Officer independently determining the method of channeling such communications to the proper destinations, completing some business personally.
• Assists patients/staff who come to office wanting copies of handouts, etc. or to fax something.
• Compiles information and data for presentation of reports requiring the signature of the Chief, in order to relieve the Chief of non-medical workload, provides guidelines to staff physicians, as authorized by the Chief, enabling them to carry out instructions in accordance with Government regulations.
• Anticipates requests for information and prepares such information so that it may be available to the Chief, PM&R with the least delay.
• Independently operates within and maintains the budget allotted to pay the PM&R monthly bill(s) to vendor(s), i.e., Medtel for statistical date provided on discharged patients.
• Uses the IFCAP system in VISTA for purchasing and accounting procedures; assists the PMR Leadership in determining the budget needs for each fiscal year and inventory control of CMR equipment in accordance with Logistics regulations.
• Utilizes VISTA equipment and turn-in menu to enter transactions as requested by Chief or Coordinator.
• Other duties, as assigned.

Work Schedule: Monday through Friday, 7:30 am to 4:00 pm
Telework: VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for telework. Telework eligibility will be discussed during the interview process.
Virtual: This is not a virtual position.
Position Description Title/PD#: Administrative Support Assistant (Office Automation)/PD084400
Relocation/Recruitment Incentives: Not Authorized
Critical Skills Incentive (CSI): Not Approved
Permanent Change of Station (PCS): Not Authorized

Major duties include, but are not limited to:

• Participating actively in gathering information for various administrative reports and in resolving problems associated with the clerical work of the office.
• Performing various clerical support and typing duties for the Associate Chief of Staff (ACOS), as well as other staff of the Mental Health & Behavioral Sciences Service.
• Screening/ receiving visitors/ phone calls to the ACOS office, Section Chiefs, Program Managers, and the administrative offices.
• Responding to inquiries and administrative problems brought to the ACOS office by members of the staff, officials of agency's central office, State and local governments, other hospitals and organizations, other Federal agencies, and congressional staff.
• Exercising exclusive control over the ACOS daily appointments with complete authority for commitments of time. Arranging conferences and meetings without specific prior approval based on the knowledge of the ACOS schedule.
• Arranging for conferences for the ACOS, and at the request of Veterans Integrated Service Network (VISN) or VA Central Office (VACO) officials, for meetings to be held locally. This includes preparing an agenda, notifying participants, and arranging luncheons and similar matters. Developing background information, composing drafts of introduction and talks to be presented at various meetings by the ACOS.
• Handling sensitive medical information concerning veterans and employees in carrying out assigned duties.
• Independently assembling, preparing, and transmitting agenda for all monthly meetings of the Clinical Executive Board and Council of Chiefs.
• Using word processing equipment in typing a variety of correspondence emanating out of MH&BSS and Administrative Assistant to the ACOS. Hardware consists of a personal computer with software packages, which include Word, PowerPoint, and Excel, with new packages added as required.
• Maintaining timecards for all MH&BSS Supervisors and Administrative support. Must be knowledgeable of current timekeeping rules and regulations of full-time and part-time physicians and possess the ability to advise other clinical timekeepers of these rules and regulations.
• Preparing and maintaining schedules of a rotational nature for equitable physician responsibilities in the area of On-call schedules, Back-up triage messaging coverage, and for Bi­weekly case conferences.
• Screening requests from patients for review of their treatment by the Chief attempting to resolve the problem and referring to the Administrative Section Chief and or appropriate Clinical Section Chief when necessary.
• Exhibiting sound judgment in dealing with the various crisis calls from both psychiatric patients and their families which come through the Office of the Chief.
• Receiving all correspondence for the Associate Chief of Staff office; replies to mail not requiring the ACOS attention; routes matters requiring action by hospital service chiefs; and follows up to ensure that actions are completed.
• Making arrangements for travel and lodgings for the ACOS including scheduling of visits, hotel reservations, airline reservations, etc.
• Reading all incoming correspondence, to determine any proper action, many times preparing answers before referring to the ACOS.
• Responsible for contacting and making all arrangements necessary with the National Clozapine Coordinating Center once a patient has been approved by the Clozapine Committee to receive this controlled medication.
• Assisting in preparation of requests for new grants and annual reporting on existing grants by gathering information concerning supplies, equipment, personnel, publications, etc.
• Having communications skills required to deal with members of National Media Groups such as CNN, New York Times, Wall Street Journal, in serving as the "frontline" for calls to the ACOS, Mental Health & Behavioral Science Services.

• Responsible for overall operations of sales store.
• Makes available to patrons all resale merchandise in store.
• Prices all merchandise.
• Monitors stock levels. Orders, receives merchandise, and prepares documents.
• Provides assistance to patrons in selection of goods.
• Receives payment, records sales on cash register and makes change, and issues receipts.
• Assists in monthly inventory.
• Prepares daily cash reporting in accordance with established procedures.
• Assist patrons by providing information concerning available leisure activities, selling tickets, making reservations and setting up special accommodations required for sporting/special events, theaters and travel in general.
• Individual maintains brochures, price listings and related information for customer use.
• Performs other duties as assigned.