Management Assistant

Job Overview

Summary

Resumes must include information which demonstrates experience and knowledge, skills, and ability (KSAs) as they relate to this position. Applicants are encouraged to be clear and specific when describing their experience level and KSAs. Must have 1 year of specialized experience at the NF-02/GS-04 equivalent. Specialized experience: experience that equipped the applicant with the particular knowledge, skills and abilities to perform successfully the duties of the position, and that is typically in or related to this position. Knowledge of Department of Defense (DoD), Navy and Commander, Navy Installation Command (CNIC) instructions, policies, regulations and procedures in order to provide advice and assistance and to prepare a variety of recurring and special reports. Knowledge of management analysis technical rules and guidelines sufficient to independently evaluate and interpret guidance in order to perform a variety of analysis in support of the organization's mission. Skill in research, collection, development and consolidation of data for use in the preparation of reports. Knowledge of the policies, goals, commitments and priorities of the staff to respond to and properly refer telephone calls, correspondence and other forms of inquiry, make appointments for the N92 and N91 and maintain appropriate administrative controls. Knowledge of agency and command correspondence regulations and requirements to prepare and review material for final signature to include syntax, spelling, grammar, capitalization and punctuation. Knowledge of standard processing procedures, formats, distribution and retention policies for correspondence, presentations and reports produced.

Duties

Obtains and presents information; prepares a variety of recurring and special reports. Researches, assembles and summarizes a wide variety of material pertaining to the office functions. Monitors organization actions in responding to and complying with reporting requirements. Advises office personnel on requirements of documents and formats. Contacts personnel within the organization to obtain information. Exercises judgement in validating conflicting information and presents complete information in a comprehensive manner. Receives all incoming correspondence addressed to the office; determines which should be brought to the supervisor's attention or handled personally and establishes suspense controls. Attaches copies of previous correspondence and other background information as necessary. Prepares executive and staff level correspondence and non-technical reports in supervisor's name. Uses various automated systems including Outlook (calendars and email), word processing, PowerPoint, Excel spreadsheets and other pertinent software. Maintains logs and suspense records on incoming correspondence and follows up to ensure timely action to include using the Enterprise Task Management Software Solution (ETMS2) suspense tracking system. Reviews outgoing correspondence to ensure material is presented in compliance with current procedures and policies, proper format, grammar and typographical accuracy and that all necessary and appropriate background material is attached. Discusses inaccuracies, deviations from procedures and omissions with originator to obtain necessary corrections and background materials. Performs a variety of analyses in support of office missions. Receives, reviews and analyzes data to determine completeness ad accuracy of reports. Compiles statistics and supporting analyzes for use in decision-making process. Conducts qualitative and analytical reviews prior to preparation of presentations. Deals directly with supervisors to obtain revised and updated information. Utilizes pertinent systems to produce a variety of correspondence, reports and documents based on own research, program knowledge, and professional skill. Analyzes organizational work methods, procedures and assignments, and information and documentation systems. Reviews and, as required, installs new policies, procedures and regulations and provides advice and assistance to Fleet Readiness Director, Family Readiness Director, and other organizational personnel. Serves as the KRONOS timekeeper for the N92 staff Receives office visitors and telephone calls, determining the identity of the caller and general purpose of the call. Attempts to conserve time of superiors by encouraging the caller to speak with appropriate staff members. Screens calls and inquiries to select those that can be handled from personal knowledge of program activities, procedures and requirements but which do not require technical program information. Maintains calendars, arranges, modifies and/or refuses appointments, accepts or declines invitations to meetings keeps the supervisor informed of schedule, makes adjustments and arranges for attendance by staff members as necessary. Arranges meetings, and maintains office records and files documents; obtaining and consolidating statistical and informative material from office files and records. Independently performs various general clerical duties in support of the organization's office operations. Performs a variety of administrative functions in support of operations for the directorate. Work requires the incumbent to independently plan and accomplish administrative procedural work and coordinate a wide variety of office administrative requirements such as use of a tracking system, ensuring visibility of actions throughout the directorate, maintains organized physical, and automated filling systems. Performs other duties as assigned.