This position is located at the Pacific Beach Resort (Pacific Beach, WA) Fleet Readiness Division of the Fleet & Family Readiness Program (FFRP), Commander, Navy Region Northwest. Provides administrative support and assist the Resort Manager in daily work processes. Expectations include confidentiality, knowledge and familiarity of each branch operation and a positive and professional attitude to all employees and guests.
Knowledge of the duties, priorities, commitments, policies, and program goals of the staff sufficient such as reviewing publications, directives, and other materials which may affect the division and taking appropriate follow-up actions; and to anticipate and prepare materials the supervisor needs in order to respond to correspondence or phone calls. Knowledge of the FFR mission and substantive programs of the immediate and subordinate organizations as they relate to the administrative functions of the office. Knowledge of standard office equipment such as copiers, fax machines, etc., and intermediate to advanced skill in typing and keyboarding to perform routine clerical and administrative functions. Knowledge of the pertinent information for use by the organization in conferences or reports and to advise other administrative staff. Skill and current knowledge in the use of Microsoft Office Programs (e.g., Word, Excel, Power Point, Outlook) to include, but not limited to, word processing, spreadsheets, database management systems, and PowerPoint slide presentations. Skill and familiarity with creating and working with portable document formats (PDF), forms and shared files (e.g. Adobe Pro, Microsoft Teams, SharePoint) Ability to retain and disseminate general information, which requires a positive, helpful attitude and demeanor at all times. Ability to use correspondence rules and regulations to prepare and/or edit written correspondence, ensuring proper use of English grammar, spelling, and punctuation Ability to gather and effectively organize information. Ability to communicate effectively both orally and in writing. Ability to effectively work as a team member supporting different positions within the department.
Prioritizes daily requirements, special projects and support, making sure that tasks are completed in an efficient, timely fashion. Daily requirements may include, but are not limited to, daily financial reports, bank deposits, change requests, etc. For payroll, incumbent assists managers with daily timekeeping and attendance records to ensure employees receive accurate compensation for time worked and duties performed. Reviews for accuracy and ensures timely input into the timekeeping system, approval and sign-off. Serves as liaison between the Region FFR Service Center and the activity regarding personnel issues such as policies and procedures, benefits, pay, worker's compensation, training, etc. Maintains local records in support of personnel actions and forwards documents for official personnel files to FFR NAF Human Resources Office. Delivers new employee indoctrination with guidance, and on behalf of, the NAF Human Resources Office. Prepares correspondence, reports, and other documents, ensuring correct grammar, spelling, capitalization, punctuation, and appropriate format in work prepared by self and others. Returns material needing correction to the originator when necessary. Screens and priorities correspondence, electronic mail and material prior to distribution for suspense dates, established controls, and follows up on responses. Ensures that correspondence is properly routed in a timely manner. Ensures that requirements for handling sensitive and/or classified material are accurately followed, where applicable. Schedules meetings, appointments, and conferences in accordance with instructions from supervisor. Prepares and distributes agenda and takes notes when directed. Sets up conference calls, staff functions, video conferencing and functions as the point of contact for conference calls using the bridge. Maintains supervisor's calendar and verifies schedule of others to minimize conflicts when scheduling meetings or conferences. Provides reminders of scheduled events and contacts other personnel to attend meetings in lieu of supervisor, when necessary. Receives visitors and phone calls. Accurately determines nature of request and refers callers or visitors to appropriate staff. Answers routine questions in a timely and accurate manner and provides accurate information when routine procedural matters are involved. Assists supervisor and staff with travel arrangements and travel vouchers. Uses a variety of office automation tools to: Completes backup of files and database systems Uses database or spreadsheet software to accurately enter, revise, sort or calculate, and retrieve data for standard reports. Uses graphics software to provide briefs, charts, and graphs for presentations. Uses software to create, edit and share forms, documents and files. Maintains an accurate file system of online and hard copy documents to enable quick and efficient retrieval of information. Performs other related duties as assigned.