MWR Administrative Assistant

Department of the Navy

Serves as a Staff Administrative Assistant for Fleet & Family Readiness Programs. Incumbent maintains/reviews official records, processing/reviewing a variety of administrative actions, preparing department correspondence, maintaining correspondence files, records disposition, travel authorization, mail distribution, reporting requirements, word processing support, assisting in updating of database, suspense controls, library maintenance, and clerical assistance to the director and staff.

• Correspondence Management: Receive, review, and distribute incoming administrative and military personnel correspondence, directives, regulations, and instructions to appropriate staff elements. Policy Implementation: Determine the impact of new directives on current policy and work procedures; plan, recommend, and develop written guidance for authorized distribution. Quality & Compliance Control: Review and edit outgoing correspondence, directives, and publications to ensure absolute completeness, accuracy, and strict conformance to format and policy. Official Authentication: Authenticate official communications, orders, records, and reports under delegated authority, or secure the authorized supervisor's signature. Suspense Tracking: Maintain a rigorous administrative and personnel action suspense file to guarantee the timely submission of all recurring and special reports. Information Management: Establish, update, and maintain organizational regulations, publication distribution accounts, and the FFR Community shared drive. Library Maintenance: Manage the regulatory library and coordinate the supply, review, approval, and distribution of official publications and blank forms to subordinate units. Technical Guidance: Provide authoritative advice and interpretation of governing regulations regarding day-to-day administrative operations (including FFR operational requirements). Unit Assistance & Auditing: Conduct regular telephone consultations and periodic site visits to lateral and subordinate units to provide direct administrative and office management guidance. Pre-Inspection Readiness: Pre-inspect subordinate units prior to higher headquarters inspections, identify deficiencies, recommend corrective actions, and follow up on inspection reports. Quality Assurance: Detect operational problem areas by identifying recurring errors in actions routed through the headquarters, ensuring immediate correction. Inquiry Investigation: Investigate facts and circumstances surrounding congressional and other sensitive inquiries, drafting official response correspondence for leadership. Staff Instruction: Instruct and train subordinate clerical and administrative personnel on office operations, systems, and functional administrative procedures. Civilian Payroll Liaison: Provide dedicated payroll liaison services to over 400 civilian employees, resolving overtime and COMP time discrepancies using the Kronos system. NAF Personnel Processing: Initiate and process a wide variety of routine and complex civilian personnel actions utilizing in-depth knowledge of Non-Appropriated Fund (NAF) regulations. Roster & Training Tracking: Maintain civilian personnel rosters, updated organizational charts, and track all mandatory personnel training to provide supervisors with status reports. Secure Mail Operations: Serve as the appointed agency mail orderly, ensuring the highly secure pickup, transport, and delivery of official mail in compliance with command directives. Base Access Coordination: Process installation access documentation, securely handling sensitive vetting data, coordinating background checks, and maintaining strict Privacy Act procedures.

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