Administrative Program Manager NF4

Job Summary

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. As a service-oriented organization, we never waver in our commitment to our Corps.  

Major Duties

Serves as the Administrative Officer and primary point of contact on administrative functions for the Marine and Family Deputy Directorate. Oversees and coordinates daily operations and administrative functions on behalf of the Deputy Director and Directorate Heads.  Coaches and trains Directorate 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.

May assist in conducting studies and analyses; and compiles, collects, and coordinates data for reports. Responsible for records management and file administration for various subject matter.  May serve as an action officer in conducting a variety of administrative information flow studies, work processes, reviews, and improvement studies to provide management with recommendations for optimum utilization of available resources. May prepare reports and information for presentations.

Promotes timely transfer of records when required.  Ensure records management practices comply with the Inspector General of the Marine Corps (IGMC) Functional Area Checklist (FAC) 5210. Ensure the maximum use of electronic filing methods vice paper filing, when possible.  Maintain administrative turnover for the Records Management Program. 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 an 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. 

Enforces and trains employees on proper naval correspondence rules and correct grammar, spelling, capitalization, and punctuation. Receives telephone calls, visitors, and complaints and directs them to appropriate contacts when necessary. Receives and delivers messages to staff members.  May maintain appointment calendars for staff.  Routes incoming mail to staff and work sections.  Establishes suspense dates to collect responses and submits information as required by requests. Serves as point of contact for the system of record for tasks (currently ETMS2), and ensures all tasks are appropriately delegated and processed. 

Serves as a point contact for the Defense Travel System.  Monitors Non-appropriated (NAF) and Appropriated Fund (APF) travel and ensures regulatory compliance and adjudication of all Directorate orders and vouchers. Serves as Directorate Program Coordinator for the travel card program. Determines delinquencies, misuse, and abuse of cards, and makes recommendations for appropriate action. Coordinates with the Division Agency Program Coordinator to address trends and potential issues with account holders.

Serves as Directorate central point of contact for compiling and submitting Conference attendance packages. Serves as Directorate SharePoint point of contact. Responsibilities include authorizing access requests from installation personnel.  Builds out site content and manages site permissions.  Manages site activity, adds new sites when required and deletes inactive sites.  Administers security requirements across Directorate sites. 

Serves as Directorate point of contact processing all System Authorization Access Request (SAAR) forms for Directorate personnel.  Reviews, routes, and tracks statuses on new SAAR requests ensuring information accuracy and required training completion.

Serves as Directorate point of contact for the Defense Agencies Initiative (DAI) budget, finance, and accounting operations system responsible for preparing/modifying, reviewing, and routing of procurement requests supporting Directorate operations.  Establishes and manages the budget to include the research of purchases and spending for the account. Provides information and recommendations to approving officials for additional purchases/needs of the Directorate. Serves as the Approving Official for the consumable supply account. Assigns delegation authority to purchasing officials and monitors spending activity. Reviews all orders and ensures compliance with budgeting requirements. Provides guidance and recommendations on budget amount and monitors spending throughout the fiscal year. 

Serves as Directorate Internal Controls representative supporting the Marine Corps Internal Controls program. Serves as Directorate representative for all daily personnel accountability reporting requirements using Marine On Line (MOL) personnel actions.

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

Qualifications

Bachelor's degree 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 related administrative programs and tasks for day-Directorate staff level personnel.  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.  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:  handling sensitive information that is proprietary, privileged, confidential or otherwise legally exempt from disclosure, gathering statistical data, monitoring, and reporting on support budgets, assisting in developing financial plans; obligating funds, liquidating travel claims; maintaining stock of office supplies.  Knowledge of the 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.  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 successfully complete and maintain a security clearance

How To Apply

All applications must be submitted online via the MCCS Careers website:

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.