Administrative Support Specialist

Administrative Support Specialist

Marine Corps Community Services (MCCS) is looking for the best and brightest to join our team! MCCS is a comprehensive program that supports and enhances the quality of life for Marines, their families, and others in the Marine Corps community. We offer a team-oriented environment comprised of military personnel, civilian employees, contractors, and volunteers who keep the organization functioning smoothly and effectively.

Responsibilities:

• Serves as administrative support specialist within the business and support services division (MR).
• Coordinates daily operations and performs a wide variety of responsible administrative functions in support of the director and deputy directors.
• Handles matters of a confidential and sensitive nature using significant judgment.
• 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.
• May be delegated signatory authority for selected administrative matters.
• Reviews and interprets directives and regulations.
• Maintains official files.
• Advises staff on development and implementation of local administrative directives and procedures.
• Develops internal policies, 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 personal 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 callers, visitors, complaints, and outside contacts and directs them to appropriate contacts when necessary.
• Receives and delivers messages to staff members.
• Arranges and maintains appointment calendars for staff.
• Routes incoming mail to staff and work sections if needed.
• Establishes suspense dates to collect responses and submits information as required by requests.
• Performs support functions such as gathering statistical data; monitoring and reporting on support budgets; assisting in developing financial plans, obligating funds; preparing travel orders, itineraries, and liquidating travel claims; maintaining stock of office supplies, making arrangements for special events; approving employee time, preparing and conducting briefs, presentations, and training sessions; monitoring and distributing personnel paperwork such as selection and recruitment requests, personnel actions, training notices, performance reviews, position descriptions, individual development plans.
• May provide administrative support for the ETMS2 tracker system.
• Provides world-class customer service with an emphasis on courtesy.
• Assists customers and communicates positively in a friendly manner.
• Takes action to solve problems quickly.
• Alerts the higher-level supervisor, or proper point of contact for help when problems 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.

Requirements:

Bachelor's degree from an accredited college or university in a related field appropriate to work of the position, or an appropriate combination of education and experience that demonstrates possession of knowledge and skill equivalent to that gained in the above, or three years experience that demonstrates broad knowledge of 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. Skill to operate a personal computer and associated peripheral equipment and software. Knowledge of a variety of support functions such as gathering statistical data, monitoring and reporting on support budgets, assisting in developing financial plans; obligating funds, liquidating travel claims; maintaining stock of office supplies.