Total 22 Junior Executive level Administrative / Clerical job vacancies in Naval Base, Norfolk, Virginia

• You will perform clerical work requiring substantial knowledge of civilian personnel employee benefits program terminology, requirements, procedures, and functions for documents, reports, organizational records, mail, and miscellaneous support.
• You will use electronic Official Personnel Folder (eOPF), Human Resources Link (HRLink), Total Workforce Management System (TWMS), Defense Civilian Personnel Data System (DCPDS) and the CBC workload tracking system (BATS).
• You will perform office automation work, which requires knowledge of general office automation software and is typically performed on a microcomputer or mainframe network.
• You will prepare letters, documents, reports and labels using Microsoft Word and Microsoft PowerPoint. Maintains databases, and spreadsheets using Microsoft Excel.

• Receives children, youth, parents, and other visitors in a courteous and professional manner. Answers telephones, ascertains nature of call, and directs caller to appropriate staff.
• Ensures parents, children, youth, and visitors properly sign into the program prior to passing the reception area of the facility. Monitors children’s departure to ensure only authorized individuals remove them from the building.
• Registers/terminates children/youth within the CYS program and/or waiting list database. Utilizes the Child and Youth Management System (CYMS) to record transactions for customers and to enter data into predefined categories for reports and tracking.
• Provides administrative support including mail preparation, copying, distribution, correspondence, memorandums, briefings, Daily Activity Reports, and other requirements for day-to-day operations.
• Articulates policies relating to patron fees, waiting lists, enrollments, terminations, and program events. Coordinates vacancies and reservations for the hourly care program as required.

Ensure adherence to the requirements of federal laws in replying to, handling, and processing public requests for records and documentary material identified as "official documents" in the Air Force

Interpret instructions and recommend ways to resolve areas of concern with administrative processes

Act as point of contact and project manager for administrative actions concerning tours of duty to include logistical support and lodging

Provide guidance and technical assistance to group/wing staff members and/or geographically separated units (GSUs) regarding publications and forms of preparation and processing procedures, information privacy, confidentiality, security, disclosure and sharing of information.

Serve as the resident subject matter expert for all mandated administrative support programs

• Screen all visitors and telephone calls to determine nature of the call or business of visitors and direct them accordingly to the appropriate office or personnel.
• Compose routine correspondence, identify grammatical errors, and/or formatting matters pertaining to administrative protocol.
• Utilize word processing and other types of software (spreadsheets, graphics, etc.), to process and produce a wide range of documents, some of which require complex formats, in support of the office automation functions.
• Determine tasks to be accomplished based on knowledge of the duties.
• Assist with collection of data for the office-operating budget and review staff member's submissions for proper format and compliance with office budget requirements.
• Manage calendar, schedule appointments, and coordinate travel arrangements for Division Chief.
• Review and screen correspondence, publications, regulations, and directives to determine which may be of interest to the supervisor or members of the staff.

• You will perform administrative functions in support of the Navy Information Forces Command (NAVIFOR) staff under the management of the Administrative Officer.
• You will provide administrative support within the command and domain, as assigned, and to staff members on matters associated with a variety of personnel, training, evaluations and fitness reports, and travel issues.
• You will maintain proper records ensuring procedures are followed, preparing required documentation, and providing necessary feedback/guidance to personnel.
• You will receive and read all incoming correspondence and reports which may affect the command, determining appropriate action.
• You will continually provide updates, suspense dates, and follow-up with appropriate personnel or command to ensure conformance.

• You will assist and provide personnel with guidance on applicable procedures, instructions, and regulations pertaining to official correspondence in the preparation of official correspondence per the Naval Correspondence manual.
• You will respond to routine nontechnical requests regarding status, reports, meeting schedules, duty status of respective member, and suspense dates for action items based on information from the files provided by other offices.
• You will be the liaison with the Installation civilian manpower training officer in the maintenance and tracking of yearly civilian workforce training for office civilians and supervisors of civilians ensuring all training is timely.
• You will prepare reports using word processing software, spreadsheets, databases, or presentation software to provide managerial support.
• You will assist the office timekeeper to maintain time and leave records.
• You will assist the supply management officer, monitors personal accountable property inventories and asset management activities.

Major duties and responsibilities include, but are not limited to:

• Reviews the maturity of technologies and develops options to reduce the overall cost of DoD programs associated with weapon system sustainment, and logistical systems.
• Monitors developments within and outside of the Department for opportunities to leverage technologies that could improve support to U.S. military posture, worldwide.
• Ensures the efficient use of the Department's logistics resources to maximize readiness of weapon systems and warfighter support. In this capacity, provides end-to-end supply chain policies, strategies, and procedures. Establishes integrated solutions for inventory management to provide desired levels of readiness to support the warfighter. Leads a Department-wide inventory management program and improvement efforts to achieve inventory efficiencies as reflected in the budgets, while sustaining and/or improving operational readiness.

• Leads, manages, and assists the ASD(S) on all matters related to materiel readiness, product support, and logistics matters.
• Assists the ASD(S), leads, and operates independently in the development of policy and Programs that support the President's Management Agenda, DoD Planning Guidance, Secretary of Defense priorities, and USD(A&S) goals.
• Reviews and evaluates the development of systems and metrics for DoD component plans and programs to ensure implementation of policies and standards to include appropriate education, training, and grant programs. Develops systems and standards for the administration and management of approved DoD plans, programs, and policies.
• Ensures Sustainment decisions and initiatives presented improve business practices, increases Department auditability, and supports the entire mission of the DoD.

• Provide general administrative support to include scanning a large volume of case documents.
• Perform initial review of Applicant issue(s) for Military Correction.
• Input data into the agency automated case tracking system.
• Review documents for accuracy.
• Generate daily report for case assignment.
• Request and retrieve electronic military records.

Serves as the U.S. Magistrate Court Liaison.
Processes Department of the Army Forms 3975 (Military Police Report).
Serves as the squadron Time Keeper or Alternate Time Keeper, Defense Travel System (DTS) representative and Absent Without Leave (AWOL) Apprehension Coordinator.
Performs other clerical and administrative work in support of the office/organization.

Under the Pathways Internship Program, you must meet the definition of a student during the duration of your internship as follows:

An individual accepted for enrollment or enrolled and seeking a qualifying degree or certificate from one of the following:

• High school; OR
• College/university; OR
• Professional, technical, vocational, or trade school; OR
• Advanced degree program; OR
• Certificate in a qualifying and accredited educational institution, on a full or half-time basis (as defined by the institution in which the student is enrolled), including awardees of the Harry S. Truman Foundation Scholarship Program under Public Law 93-842.

• This position provides on the job training for administrative and clerical duties including but not limited to financial management, budget, business administration, and project management.
• Uses computer software to assist staff in writing business procedures, designing flow charts, creating and maintaining spreadsheets or databases, designing data analysis and charts, and or creating/editing reports or briefing materials related to financial management and budget.
• Applies understanding of software functions when identifying and correcting extraneous, erroneous, or mission structure and information.

• Complete at least 640 hours of work experience acquired through the Internship Program.
• Meet the qualification standards for the position to which the Intern will be converted.
• Have completed the degree program with at least a 2.0 GPA on a 4.0 scale throughout the entire internship appointment if enrolled as an undergraduate or at least a 3.0 GPA on a 4.0 scale throughout the entire internship appointment if enrolled in a Master's/Professional program.
• Perform their job successfully.
• Agencies may waive up to 320 of the required 640 hours of work for Interns who demonstrate high potential as evidenced by outstanding academic achievement and exceptional job performance.
• In addition, students working in agencies through third-party intern providers may count up to 320 of the hours they work toward the 640 hour requirement.
• Time spent under previous Internship Program appointments may count towards required work experience hours.

• You will prepare correspondence ensuring it is properly formatted and grammatically correct.
• You will prepare performance evaluations and fitness reports for all staff to ensure all reports are properly formatted, grammatically, correct and dispatched within the required timeframes.
• You will maintain office files in subject and chronological order.
• You will access the government travel card information system to monitor transactions of travel card recipient's garnishment of accounts due to delinquency of payment and identify delinquent accounts.

The main purpose of this position is to provide support and assistance to the administrative and managerial functions within the Military and Family Support Center.

Reception and Information and Referral (I&R) Services 50%

• Serves as MFSC Customer Service Desk Representative.
• Greets visitors, receives telephone calls and ascertains the nature of the visit or calls in a professional, respectful manner.
• Refers telephone calls and visitors to appropriate staff or office based upon knowledge of the organization and its programs and operations.
• Answers substantive requests for information, which can be provided based on information from records and files or personal knowledge of services available.
• Locates and selects appropriate references and procedures for application to specific questions. When unable to locate information or cannot answer questions, refers caller/visitor to a staff member.
• Provides follow-up on requests for information.
• Greets walk-in clients and provides assistance with completing necessary paperwork prior to meeting with counselors and other MFSC staff.
• Schedules and confirms appointments as needed and registers personnel for MFSC classes, confirms class roster and provides final roster to class facilitator.
• Maintains database with walk-ins, call-in client statistics and provides data for monthly, quarterly, etc., reports.
• Maintains an updated and detailed information database of programs, services and activities available on installation and in the local community (including both State and federal) which support and enrich the quality of life for individuals and families.
• Responds to inquiries by clarifying needs through appropriate questions and comments designed to develop necessary facts and by developing responses/solutions based on employee's knowledge and experience in problem solving.
• Determines appropriate organization and program resources to assist clients when additional assistance is required. Employee contacts offices/agencies to discuss inquiries and to obtain pertinent information from reference materials.
• Locates appropriate experts in other offices/agencies to whom inquirers may be referred for supplemental assistance when all personal resources have been exhausted.
• Responds appropriately to inquiries whether by telephone, fax, and e-mail, personal visit, or in writing.

Administrative Support 50%

• Prepares a wide range of recurring and non-recurring correspondence, reports, statistical data, briefs, forms and other documents using a variety of office automation software and equipment.
• Proofreads and edits materials prepared by self and other MFSC staff to ensure correct spelling, grammar, punctuation, capitalization, and compliance with the Navy Correspondence Manual and Command policy.
• Establishes and/or monitors suspense dates, updates correspondence log, prepares routing sheets, tracks items through the routing process, and upon signature, makes appropriate distribution.
• Researches, collects and consolidates information for various reports in accordance with established procedures or as directed by the supervisor.
• Retrieves data and generates statistical reports for in-house use or as required by higher authority.
• Assists in organizing, preparing, editing, proofreading and distributing a variety of MFSC marketing materials including but not limited to news articles, flyers, brochures and the monthly class calendar.
• Picks up, delivers and distributes mail including but not limited to incoming and outgoing correspondence, publications, regulations, and directives.
• Reserves and sets up meeting room, contacts participants, ensures all required materials and services are provided as directed, and takes minutes and requested.
• Establishes, maintains, purges, and disposes of files and client records in accordance with existing regulations and procedures.
• Independently plans and performs complex office automation duties requiring different approaches and methods from one assignment to another, such as using different packages to: edit lengthy and complicated reports; collect, select, organize, and provide information; track the status of a number of projects assigned to the organization; and resolve incompatibility problems in transferring text from software package to another when menu options and specific software instructions are not available.
• Uses word processing software to create, copy, edit, store, retrieve, and print forms, memos, and letters; uses database or spreadsheet software to create, enter, revise, sort or calculate, and retrieve data for reports; and uses graphic software to provide graphs and charts for reports and presentations.
• Establishes and maintains files of requisitions and supporting documentation to ensure that all requested items are properly received and accounted for, and that all required follow-up actions are completed.
• Performs other miscellaneous duties as assigned.

You will serve as a/an Administrative Assistant and be responsible for serving as a Secretary and principal office assistant to the Fifth District Commanding Officer of Enlisted Personnel and Chief Administrative Officer providing secretarial and office management support, and directing all program, administrative and support operations for the Command.

Being a Coast Guard civilian makes you a valuable member of the Coast Guard team. Typical work assignments include:

• Performing a full range of procedural office work including serving as first point of contact for visitors and telephone callers.
• Making travel arrangements, prepares various travel orders and administers travel claims process for staff.
• Serving as the fifth Coast Guard District WebTA Timekeeper, responsible for time keeping duties in automated system for the 5th District's civilian workforce to include validating time and attendance timecards.
• Providing assistance for expediting work within the divisions and subordinate branch offices, recommending shifts in clerical help to adjust fluctuating workload, explaining report requirements, arranging for the collection of information and/or data, providing direct assistance for implementing instructions and new procedures, and accomplishing similar actions.
• Reviewing outgoing correspondence to ensure compliance with procedures and regulations.

• Incumbent serves as Administrative Support Specialist performing a wide variety of office management and administration duties to ensure smooth and efficient operation of the J3 Directorate.
• Provide key assistance to the staff by managing one-time, special, and recurring projects and programs.
• Responsible for managing the operational schedule and directs the administrative operations for the Director and Deputy Director.
• The incumbent helps maintain communication with the entire J3 staff through organizing staff All Hands meetings.
• Uses word processing systems and other office systems to prepare letters, memorandums, and reports.
• The incumbent serves as the focal point for the receipt and review of incoming tasks, projects, correspondence and other communications and materials.
• Maintain Director and Deputy Director, J3 official files in accordance with DoD and DHA regulatory guidance.