Administrative Assistant

Administrative Assistant

Department: Department of the Navy

Location(s): Oak Harbor, Washington

Salary Range: $50532 - $58953 Per Year

Job Summary: This position is located in the Fleet and Family Support Center which is the Navy's primary agency for the delivery of human services to enhance the stability and self-sufficiency of individuals and families aboard NAS Whidbey Island. The primary purpose of this position is to provide a wide range of support and assistance that is in direct support of programs, administrative and management functions within FFSC.

Major Duties:

• Reception and Information and Referral (I&R) Services Receives telephone calls, greets visitors, and ascertains the nature of the calls and visits. based upon knowledge of the organization, its programs and operations, refers telephone calls and visitors to appropriate staff and office. Provides substantive requests for information which can be provided based on information from records and files or personal knowledge of services available. Maintains database with walk-in, call-in client statistics and provide data for monthly, quarterly, etc., reports. Maintains and inputs a statistical record of contacts into company platforms in a timely manner. Maintains accurate, detailed information database of programs, services, and activities available on the instillation and in the local community (including both State and Federal) which support and enrich the quality of life for individuals and families. Responds to inquiries by clarifying needs through appropriate questions and comments designed to develop necessary facts by developing responses/solutions based on employee's knowledge and experience in problem solving. Determines appropriate organizations and programs to assist clients when additional assistance is required. Responds appropriately to inquiries whether by telephone, fax, and e-mail, personal visit, or in writing. Administrative Support Prepares a wide variety of recurring and nonrecurring correspondence, reports, and other documents. Composes correspondence and other materials of a non-technical mature. Consolidates and finalizes information for various reports in accordance with established procedures. Based on knowledge of substantive programs of the organization, gathers and summarizes information from files and documents for supervisor's use in responding to inquiries, recognizing which information is or is not relevant to issue at hand. Reviews and processes incoming and outgoing correspondence, materials, publications, regulations, and directives. Screens incoming mail to identify what needs to be brought to attention of the supervisor, referred to appropriate staff, rerouted to other organizations/offices, or handled personally. Responsible for coordinating the work of the office with other offices and organizations, recognizing what coordination procedures is required for different circumstances both internally and externally. Maintains staff calendars, coordinates meeting arrangements, and schedules meetings and/or conferences. Schedules multiple appointments and meetings without prior approval in accordance with policies and priorities and coordinates with the staff as necessary. Performs other administrative and clerical work in support of the office/organization. Ability to quickly adjust to new policies and procedures as they become available. Uses multiple office automation software with varied functions to produce a wide range of documents that often require complex formats such as graphics or tables with text, editing, and reformatting electronic drafts, and updating or revising existing databases or spreadsheets. Independently plans and performs complex office automation duties requiring different approaches and methods from one assignment to another, such as using different packages to edit lengthy and complicated reports.

Qualifications: Knowledge of the policies, regulations, procedures, and reporting requirements governing the programs of the FFSP. Knowledge of the FFSP mission, functions, and programs. Knowledge of the military lifestyle, the unique challenges face by service members/families and the array of services available to address these issues. Knowledge of the field of human services including military and community-based human service agencies, services, programs, etc. Knowledge of federal, state, and community social service agencies or organizations and their human service programs, services, policies, practices, and interrelationships. Skill in communicating with clients to obtain factual information and explain regulations and agency procedures and other organizations involved. Skill in drawing out and organizing relevant information from persons who are often unaware of legal or procedural requirements. Knowledge of the duties, priorities, commitments, policies, and programs goals of the organization sufficient to perform non-routine assignments. Proficiency in both verbal and written communication to include grammar, punctuation, capitalization and format to prepare and edit written correspondence and reports. Ability to use various office automation software (e.g., Word, Excel, Outlook, etc.)

How to Apply: To be considered for this vacancy you must apply and complete the online questionnaire and submit the documentation specified in the Required Documents section above. When building or uploading your resume, please note there is a two-page limit. The system will restrict any attempts to submit a longer document The complete application package must be submitted by 11:59 PM (EST) on 12/23/2025 to receive consideration. To begin, click Apply to access the online application. You will need to be logged into your USAJOBS account to apply. If you do not have a USAJOBS account, you will need to create one before beginning the application. To preview the Application Questionnaire, please click the following link: https://apply.usastaffing.gov/ViewQuestionnaire/12855775 It is your responsibility to ensure your application package (resume, supporting documents, and responses to the questionnaire) is complete, accurate, and submitted by the closing date. Additional information on how to complete the online application process and submit your online application may be found on the https://help.usastaffing.gov/Apply/index.php?title=Applicant To verify or check the status of your application, log into your USAJOBS account. Once logged in, the Welcome screen lists your applications, your application status and the date it was last updated. For information on what each Application Status means, visit: https://www.usajobs.gov/Help/how-to/application/status DON is an Equal Employment Opportunity Employer. All qualified candidates will receive consideration without regard to race, color, national origin, religion, sex, age, mental or physical disability, genetic information, reprisal, marital status, political affiliation, sexual orientation, or any other non-merit factor. The DON provides reasonable accommodations to applicants with disabilities. Applicants with disabilities who believe they may require reasonable accommodation(s) should email their request to MILL_HQ_NAF_HR.FCT@navy.mil to ensure proper consideration is given.

Application Deadline: 2025-12-23