EXECUTIVE ASSISTANT | NF4

Job Summary

This position is located with the Executive Branch within the Marine Corps Community Services (MCCS) at Marine Corps Base - Quantico.  Incumbent Serves as the Executive Assistant and primary point of contact on administrative functions for Marine Corps Community Services Quantico.

Why Choose MCCS?

Here at MCCS, we believe in meaningful connections and opportunities for you to build and develop skills that will span throughout your entire career, and creating positive relationships that will last a lifetime. We provide our Marines, Sailors, and their families with everyday services and support. We believe in serving those who serve. Joining our world-renowned team also comes with some amazing benefits and privileges:

• Medical and Dental
• Life Insurance
• 401(k) Savings Plan (with up to 5% employer match)
• Group Retirement Plan
• Flexible Spending Account
• Leave (Sick & Vacation)
• Tax Fee Shopping at Marine Corps Exchanges
• Access to MCCS facilities such as the child development centers, gyms, movie theaters, bowling centers, pools, golf course, auto skills center, outdoor recreation and more!

Major Duties

Coordinates daily operations and administrative functions on behalf of the Deputy Director. Oversees and is responsible for Division level administrative functions and coach's personnel on completion of efforts. Plans, develops, manages and controls various administrative programs for the daily operations and ensures regulatory compliance with rules and regulations.  Coordinates and performs a wide variety of responsible administrative functions in support of upper-level management functions.  Organizes flow of operational program processes in an office environment.  Establishes status of actions on numerous projects and programs operations.  Reviews and interprets directives and regulations.  Maintains official files.  Advises staff on development and implementation of local administrative directives and procedures.  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 to include letters of appreciation, instructions, awards, etc. Facilitates methods for automating reports and correspondence and creates templates to meet presentation and report requirements.  Enforces and trains employees on proper naval correspondence rules/format and correct grammar, spelling, capitalization and punctuation.  Establishes suspense dates to collect responses and submits information as required by requests.

Performs support functions such as gathering statistical data; monitoring, reporting and assist in developing financial plans, maintaining stock of office supplies, making arrangements for special events; collecting and reviewing section timecards, preparing and conducting briefs, presentations and training sessions. Receives telephone calls, 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. Uses a personal computer to transmit correspondence, create reports, databases, spreadsheets, graphics, slide shows and presentations.

Provides direction on administrative operational issues; and delegates and completes administrative tasks within the organization. Communicates with Branch Directors, staff, and outside organizations to coordinate various requirements for the organization.  Formulates and develops training, policies, and procedures for office management. Coordinates with Division leadership on responsible administrative efforts and communicates with representatives from Branches and Sections within the organization to complete work.  Identifies internal and external resources needed to accomplish specific tasks. 

Works with all echelons of personnel to provide technical guidance and directions. Utilizes knowledge and understanding of management principles, practices, methods and techniques to perform work.  Interprets regulatory directives and procedures.  Acts as a primary administrative point of contact for planning and directing implementation of required regulations.  May prepare instructions and local operating procedures for implementation of regulations and follow up to ensure compliance with instructions. 

Establishes and manages the Administration NAF Budget to include the research of purchases and spending for the account.  Provides guidance and recommendations on Division budget amount and monitors spending throughout the fiscal year.  Makes recommendations to approving official for additional purchases/needs of the section. 

Serves as the Travel Organization Defense Travel Administrator (ODTA) for NAF employees, GS employees, and Active-Duty members using NAF Orders and the Defense Travel System (DTS) for MCCS Quantico, Henderson Hall, and Marine Corps Marathon. 

Serves as the Government Travel Card Assistant Agency Program Coordinator (AAPC) for MCCS Quantico, Marine Corps Marathon. 

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

Qualifications

MINIMUM QUALIFICATIONS:   Associate's Degree in Business Administration or a related field appropriate to the work of the position and three years of experience in the occupation, or a related field of work, or an appropriate combination of education and experience that demonstrates possession of knowledge and skill equivalent to that gained in the above, or appropriate experience that demonstrates that the applicant has acquired the knowledge, skills and abilities equivalent to that gained in the above. Knowledge of and skill in applying analytical techniques and evaluative methods to issues or studies concerning administrative and management matters to improve efficiency and effectiveness of the operation. Knowledge of methods, procedures, mission requirements, program goals and objectives, regulations, laws, policies and precedents governing the operation.  Working knowledge of the Department of the Navy Correspondence Policy SecNav M-5216.5.  Familiar with the operational structure of Marine Corps Community Services Quantico.  Technically proficient in Microsoft Office products. Successful completion of ANACI background check, Secret Clearance.

How To Apply

All applications must be submitted online via the MCCS Careers website: https://careers.usmc-mccs.org

Resumes/applications emailed or mailed will not be considered for this vacancy announcement.  To be considered for employment, the application or resume must be submitted online by 11:59 PM (ET) on the closing date of the announcement.

Note: To check the status of your application or return to a previous or incomplete application, log into your MCCS user account and review your application status.

Closing Statement

GENERAL INFORMATION: Applicants are assured of equal consideration regardless of race, age, color, religion, national origin, gender, GINA, political affiliation, membership or non-membership in an employee organization, marital status, physical handicap which has no bearing on the ability to perform the duties of the position. This agency provides reasonable accommodations to applicants with disabilities. If you need a reasonable accommodation for any part of the application and hiring process, please notify the agency. The decision on granting reasonable accommodation will be on a case-by-case basis.

It is Department of Navy (DON) policy to provide a workplace free of discrimination and retaliation. The DON No Fear Act policy link is provided for your review: https://www.donhr.navy.mil/NoFearAct.asp.

As part of the employment process, Human Resources Division may obtain a Criminal Record Check and/or an Investigative Consumer Report. Employment is contingent upon the successful completion of a National Agency Check and Inquiries (NACI). For all positions requiring access to firearms or ammunition, the Federal Government is prohibited from employing individuals in these positions who have ever been convicted of a misdemeanor crime of domestic violence, or a felony crime of domestic violence adjudged on or after 27 November 2002. Selectees for such positions must submit a completed DD Form 2760, Qualification to Possess Firearms or Ammunition, before a final job offer can be made.

Direct Deposit of total NET pay is mandatory as a condition of employment for all appointments to positions within MCCS.

Required Documents:

           *Education/certification certificate(s), if applicable.

           *If prior military, DD214 Member Copy

This activity is a Drug-free workplace. The use of illegal drugs by NAF employees, whether on or off duty, cannot and will not be tolerated. Federal employees have a right to a safe and secure workplace, and Marines, sailors, and their family members have a right to a reliable and productive Federal workforce.

Involuntarily separated members of the armed forces and eligible family members applying through the Transition Assistance Program must submit a written request/statement (may be obtained from the MCCS Human Resources Office) and present ID card with "TA" stamped in red on front of card.

INDIVIDUALS SELECTED FROM THIS ANNOUNCEMENT MAY BE CHANGED TO PART-TIME OR FULL-TIME AT MANAGEMENT'S DISCRETION WITHOUT FURTHER COMPETITION.

ALL ONLINE APPLICATIONS MUST BE RECEIVED BY 1159PM EASTERN TIME (ET) ON THE CLOSING DATE LISTED IN THE JOB POSTING.