ADMINISTRATIVE SUPPORT ASSISTANT (EFMP), NF-3

Under the direction of the Exceptional Family Member Program Manager, coordinates and performs a wide variety of responsible administrative functions in support of the Exceptional Family Member Program (EFMP). Organizes flow of operational program processes in an office environment.

Establishes status of actions on numerous projects and program operations. May serve on a variety of advisory committees. Provides administrative support to Program Manager and staff. Reviews and interprets directives and regulations. Maintains official files.

Advises staff on development and implementation of local administrative directives and procedures. Collaborates with the EFMP Manager to develop internal procedures and work methods affecting administrative management operations.

Ensures compliance by managers and supervisors by reviewing and revising studies, reports, correspondence for accuracy and format. Collects, compiles and organizes information and data to meet administrative requirements. Prepares correspondence and drafts instructions. Facilitates methods for automating reports and correspondence.

Uses a government-issued computer to transmit correspondence, create reports, databases, spreadsheets, graphics, slide shows and presentations. Manipulates data to meet presentation and report requirements. Enforces and trains employees on proper naval correspondence rules and correct grammar, spelling, capitalization and punctuation.

Receives telephone calls, visitors, complaints and outside contacts and directs them to appropriate contacts when necessary. Receives and delivers messages to staff members. May arrange and maintain program operational calendar and appointment calendars for staff. Routes all incoming correspondence to staff and work sections.

Establishes suspense dates to collect responses and submits information as required by requests. Monitors and conducts inbound and outbound case transfers.

May perform support functions such as gathering statistical data; drafting reports; submitting work tickets and addressing safety concerns; submitting marketing requests, as needed; maintaining the stock of office supplies; making arrangements for special events; Handles sensitive information that is proprietary, privileged, confidential or otherwise legally exempt from disclosure.

Safeguards sensitive information and prevents unauthorized reading, printing, retaining, copying or dissemination of information, messages, or correspondence in accordance with rules and regulations such as those covered by the Privacy Act, 5 USC 552(a), Health Insurance Portability and Accountability Act, Public Law 104-191, and DoD Directive 6025.18.

Notifies the higher-level supervisor and senders immediately when proprietary information has been released and advises on how to properly recover, and/or protect information. Delivers exceptional customer service with a focus on understanding and meeting customer needs, ensuring professional and courteous experience.

Assists customers, communicating clearly and in a friendly manner. Takes action to solve problems quickly. Alerts the higher-level supervisor, or proper point of contact for help when issues arise. Adheres to safety regulations and standards.

Promptly reports any observed workplace hazards, and any injury, occupational illness, and/or property damage resulting from workplace mishaps to the immediate supervisor. Adheres to established standards of actively supporting the principles of the EEO program and prevention of sexual harassment. Performs other related duties as assigned.

This is a white-collar position where occasional lifting up to 20 lbs. may be required.

Three years experience demonstrating broad knowledge of related administrative practices and principles. Skill to organize and coordinate multiple high visibility projects simultaneously. Skill to prepare documentation and presentations in proper format in accordance with naval correspondence rules of grammar and punctuation.

Inter-personal skills to relate to all segments of the military and civilian community using persuasiveness, poise, tact and objectivity. Proficiency with computer software, associated peripheral equipment and applications involving word processing, email communication, database management desktop publishing, and internet navigation.

Skill to deal with employees at various levels in the organization and to represent the division with customers external to the organization.

Must be able to obtain and maintain a National Agency Check with Inquiries and State Criminal History Repository Check (CNACI) background checks which are required for positions that involve working with children under 18 years of age.