POSITION SUMMARY:

The Administrative Management Specialist is located at the CENSECFOR Headquarters staff and provides necessary administrative and management support of a wide variety of command programs; coordination with the subordinate commands, detachments, and learning sites; and other associated duties relative to the administration of an activity with eighteen (18) training locations. While working in close proximity of other administrative personnel, both military and government civilian, for the most part, the Administrative Management Specialist performs their duties and responsibilities independently, while regularly interacting with other administrative and managerial personnel at CENSECFOR Headquarters, learning and field activities, and other military commands.

Security Clearance: Ability to obtain a Favorable Tier 3 Background Investigation Travel Required: May be required Reports To: Program Manager Salary/Pay Range: Contingent on contract award

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Perform many of the same duties as the Administrative Support Specialist position, which include:

Review correspondence generated by Learning Activity staff to ensure that the contents are consistent with Navy policies and procedures, and that it contains all pertinent information to avoid delays in processing.

Responsible for administering the Site Mail Management Program, including picking up and dropping mail to/from the local post office, as appropriate.

Administer the Site Files and Records program. Includes receipt, distribution processing, control and distribution of all incoming and outgoing correspondence, proper filing procedures, ensuring accurate and up-to-date files, and proper record disposal.

Create and prepare message traffic for review and release upon leadership approval. Receive and re-distribute incoming message traffic locally as appropriate.

Prepare award packages for military/civilian personnel for submission to CENSECFOR. Prepare military retirement-related correspondence and official ceremonial paperwork.

Manage the Check-In/Check-Out process for the activity. When appropriate, provide coordination with the respective headquarters staff (i.e., Government Travel Charge Card (GTCC)). Conduct Site Indoctrination for new personnel. Track and coordinate travel of personnel in coordination with CENSECFOR. Prepare no-cost TAD orders as directed.

Manage the Activity’s Printing Program in conjunction with guidance provided from headquarters staff. Oversee DAPS printing order coordination and tracking with DAPS office POC’s. Drop off and pick up printing projects from DAPS.

Manage the Activity’s Directives Program in conjunction with guidance provided from headquarters staff.

Prepare Navy and Marine Corps enlisted and officer fitness reports, and if appropriate, forward to CENSECFOR Administrative Officer for signature by Commanding Officer.

Fulfill Privacy Act Office Administrator responsibilities, including semi-annual audits, and provide results to CENSECFOR Privacy Act Administrator.

Function as the Activity’s alternate point of contact for the local Personnel Support Activity Detachment and/or Training Support Center Detachment. Role involves having access to Transaction Online Processing System (TOPS) for submission of ALL staff Electronic Service Record entries, coordinate with Personnel Support Activity Detachment (PSD) and have access to Navy Standard Integrated Personnel System (NSIPS) to verify Electronic Service Records in addition to acting in the capacity as the Command Leave Administrator (CLA) for active duty personnel via Navy E-Leave program, attend monthly Personnel Support Activity Detachment (PSD) training sessions, have access to Navy Enlisted Advancement System (NEAS) website and coordinate with the Naval Station Educational Services Officer to ensure all time in rate eligible personnel have the correct examinations ordered, worksheets are signed and any additional required documents are submitted prior to preset ESO deadlines to participate in the Navy Wide Advancement Examination, have command access to MyNavyAssignment (MNA) to view open requisitions and assist the activity with command rankings of personnel who apply for open requisitions. Work directly with and in support of the Command Career Counselor and Senior Enlisted Leader.

Prepare Letters of Designation for activity personnel as required by directive, or per guidance provided by headquarters staff.

Set up classrooms and ensure that all classroom material is available for convening classes. Prepare graduation certificates/PIM’s as appropriate, and coordinate with TSC Student Control office as necessary.

Maintain and coordinate updates to the global address list user groups pertaining to the Learning Activity through HQ N6.

Assist with maintaining the Shared Drive reviewing for PII, excess duplicate files, etc., working with local course leadership on content requirements.

Function as the activity’s administrative assistant and track status of training. Coordinate training schedules with local small arms ranges, swimming pools, and simunition training facilities.

Maintain training schedule, and associated documentation, on the Total Workforce Management Site (TWMS), MyNavyPortal (MNP), Navy eLearning (NeL), and FLTMPS websites. Update and maintain the training site web page.

Update and submit the command status to CENSECFOR as directed.

Create and update Bi-Weekly report for Activity Leadership, coordinating inputs with stakeholders for applicable sections.

Draft and Coordinate inputs and routing of the daily Muster report for the Learning Activity.

Maintain the IA (Information Assurance) checklist, as well as the tracking log. Perform spot checks and manage security of PII (Personally Identifiable Information).

Maintain the Tickler system, ensuring compliance with all deadlines established by higher authority.

Maintain all Division Officer records and Instructor Training Records for active duty personnel.

Coordinate the General Military Training (GMT) training schedule and training records.

Track funding balances and inventory receipt/distribution/management of Learning Activity purchase orders. Coordinate with Activity Leadership.

Other tasks may be assigned based on emergent requirements or based on unique requirements of the Learning Activity.

In addition to the above duties, the Administrative Management Specialist may also perform the following duties:

Drafts and prepares, in proper format, correspondence, directives and various forms for signature. Reviews same for spelling, typographical errors, and conformance to formats and procedural requirements. Utilizes the full range of functions, including advanced processes, of one or more word processing software applications to produce medical, scientific or technical documents. If needed, uses various functions of other software types such as desktop publishing, calendar, electronic mail, spreadsheets, or graphics.

Makes travel arrangements based on general travel intentions, known preferences of traveler and in accordance with appropriate travel regulations. Schedules transportation, hotel/Government quarters reservations in a timely manner. Effectively deals with security issues. Accurately prepares travel orders and travel vouchers. Maintains contact with travelers. May maintain reports on travel fund issues.

Assist with coordination and planning of CENSECFOR hosted conferences to include staff briefing preparation, assistance with conference logistics (billeting, protocol liaison, facilities liaison, etc.) directly supporting the Command Triad. Schedules in-house conferences and meetings in the local area. Also schedules large meetings and conferences, possibly at distant locations. Attends conferences/meetings to assist in administrative set-up, details, and taking of minutes to track action items.

Analyzes proposed and existing regulations and directives for conformance to style guides, for clarity, to avoid duplication or conflict with other issuance, and to recommend appropriate corrective actions. Prepares command instructions/notices in their proper format.

Maintains the Commanding Officer’s and Executive Director’s calendar. Maintains the Center’s calendar and the scheduling of the Audio Bridge Calendar. Maintains the schedules for all of the Center HQ’s Conference Rooms.

Provides expert advice to office staff regarding the preparation and publication of various documents with complex formats, such as newsletters, brochures, flyers, special reports, briefings, and manuals. Uses knowledge of the organization's programs and requirements and a understanding of the capabilities, differences, advanced functions and incompatibilities of word processing, desktop publishing and other software types (e.g., graphics, communications, database, spreadsheet) to determine the best methods to employ.

Applies publishing capabilities to enhance the impact and effectiveness of such items as reports, presentation and briefing material, training material, and scientific or technical study papers. Determines the appropriate form, arrangement and spacing for the document, based on the nature of the subject matter being typed and its intended use.

Manages the Command’s Incentive Award Program for military and civilian personnel processing awards through the approval process. Prepares award packages and processes award certificates/medals.

QUALIFICATIONS, KNOWLEDGE AND SKILL REQUIRED:

Ability to perform duties expected of an Office Manager; exercises discretion and independent judgement with respect to matters of significance within the HQ Front Office.

Experience establishing work priorities and communicating effectively with staff inside and outside of the HQ Command.

Experience handling a wide range of administrative and executive support related tasks; able to work independently with little to no supervision.

Bachelor’s degree from an accredited institution and 3 years of experience in a Navy administrative environment or a minimum of twelve (12) years of experience in a Navy or Marine Corps administrative environment.

At least five (5) years’ experience at an Executive Level within a Navy or Marine Corps administrative environment.

Recent administrative, presentation, protocol and operations support experience within the last three (3) years.

Executive administration experience with high level event planning and coordination; itinerary development; and detailed knowledge of Navy protocol and military courtesies policy and regulations.

Excellent communication skills, both orally and in writing.

A thorough knowledge of the Navy and Marine Corps organizational and command structure.

Ability to obtain a Favorable Tier 3 Background Investigation.

Physical and Environmental Requirements:

May be required to use computer screen for extensive periods of time.

Occasional lifting of 15 to 20 lbs.

Extended working hours and travel may be necessary