FFSP Program Assistant – Centralized Scheduler in San Diego, California

Summary This position provides office clerical & administrative support to navy Region Southwest (NRSW) Fleet & Family Support Centers (FFSC). Services provided may cover the FFSC operations at more than one location. The incumbent reports to the FFSC Director for guidance and supervision but interacts extensively with staff in the performance of duties. The incumbent must be able to instantly assess and respond appropriately and conscientiously to crisis situations. Responsibilities Participates in achieving the efficient execution of the program by collecting, tracking compiling, inputting in a timely fashion and analyzing various data. Verifies accuracy of data, prepares reports and information and bring trends to the attention of management. Maintains a library of current and historical data, statistics, procedures, policies, instructions and reports used by FFSC staff in preparing for and delivering programs in accordance with Navy guidelines and policy. Establishes, maintains, purges, and disposes of files and records in accordance with established regulations and procedures. Creates, reviews, processes and expends non-appropriated fund (NAF), sponsorship and appropriated fund (APF) purchase requests, marketing requests, expenditures, and obligations for approval by supervisor. Serve as APF purchase cardholder, tracking purchases, communicating with vendors, and ensuring all APF purchasing requirements are met. Liaises with NAF Accounting and Procurement for NAF and sponsorship fund obligations. Reviews financial controls and reports obligations and expenditure, verifying accuracy of all financial data using the appropriate NAF or APF tracking system, Consolidates budget estimates and assists with the preparation of NAF and APF projected funding needs Reviews data submitted for consistency with previous estimates, current levels of operations and anticipated changes. Serves as Trusted Agent for Trusted Agent Sponsorship (TASS) to issue contractor credentials and tracks successful completion of background checks, initial and reoccurring, for government and contract personnel. Ensures compliance with applicable directives and instructions, regulations and generally accepted standard of the profession. Forwards guidance under area of responsibility to all FFSC staff. Tracks completion of required employee training. Enters and/or tracks routine reports and surveys and updates to data bases. Completes and/or updates web-based or database program input and reports. Responsible for coordination and management of APF and NAF property inventories, facility programs, facility work requests and special projects that reside under the FFSC Director, Supports supervisors with timekeeping services and personal actions related to NAF and APF staff, including processing mileage claims, processing leave requests, utilizing KRONOS to track time as a timekeeper and providing logistical and administrative support to arrange travel preparation and reimbursement for approved training conference. Schedules appointments and meetings in accordance with policies and priorities, and coordinates with the staff as necessary. In additional to logistical support, contacts participants and ensures all required materials and services are provided. Informs supervisory or conflicts, re-scheduling appointments as needed. May serve as representative of FFSC San Diego for certain meetings as directed by supervisor, taking notes/minutes and reporting back to supervisor. Independently notes and follows up on commitments made at meetings and conferences by staff members. Prepares a wide variety of technical recurring and non-recurring correspondence and other documents ensuring proper format, syntax structure, grammar, timely completion and distribution. Composes correspondence, Standard Operating Procedures and other materials of non-technical nature. Review and finalizes documents prepared by other for procedural and grammatical accuracy. Reviews and processes incoming and outgoing correspondence, materials, publications, regulations and directives. Receives telephone calls and visitors. Based upon knowledge of the organization’s programs and functions and operations, directs customer to appropriate staff or organizations for assistance. Locates and selects appropriate references and procedures references and procedures for application to specific questions. Must be able to instantly assess and respond appropriately and conscientiously to crisis situations to include family violence, suicide risk and individual crisis situations, and is able to make knowledgeable and accurate judgment in providing hands-on assistance or self-help resources. Familiar with Privacy Act requirements and serve as Functional Privacy Act Coordinator for FFSC San Diego. Performs other related duties for program support as assigned. Requirements Conditions of Employment Qualifications Knowledge of the mission, functions, policies, regulations, procedures and reporting requirements governing the programs of the FFSC or a minimum of 2 years of experience providing effective customer service in a social services setting that demonstrates the ability to accurately assess crisis situations, make appropriate referrals and handle a high volume of requests. Must possess strong organizations and administrative skills. Must be a positive individual able to obtain cooperation and assistance from others to meet the missing of the FFSC. Must have the ability to follow verbal and written instructions. Must be able to make favorable personal contacts with all levels of staff and management personnel. Knowledge of, or ability to learn. policies and procedures related to use and control of the DoD financial resources, Government purchase card program, web-based sites, inventory. Knowledge of or ability to learn established supply regulations, policies and procedures, or tother governing supply management guidelines to be responsible for local management of decentralized and decontrolled items. Knowledge of the military lifestyle, the unique challenges faced by service members/families and the array of services available to address these issues. Knowledge of fact-finding techniques and ability to gather and assemble a variety of data for reports ad metrics. Proficiency in grammar, spelling, punctuation, capitalization and format to prepare and edit written correspondence and reports. Knowledge of and ability to utilize various software program (word processing, spreadsheets, data base, presentation software, etc.) to produce a wide range of documents that often require complex formats, such as graphics or tables within text, to edit and reformat electronic drafts and to update and revise existing databases or spreadsheets. Knowledge of the nature and capability of different software packages and the integration compatibilities among different software types. Knowledge of the capabilities, operating characteristics, efficient applications and advances functions of a variety of types of office automation software, (e.g., word-processing, spreadsheets, database, calendar, electronic mail, etc.). Experience handling a budget and skill in basic accounting in order to handle detailed financial logs and track expenditures. Knowledge of common business practices with respect to sales, process, discounts, deliveries and shipment methods. Ability to handle multiple and varied requests and work well under pressure. Education N/A 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 Region Mid-Atlantic 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.