Administrative Support Specialist

Type: Full Time

Location: San Diego, CA

Overtime Exempt: No

Reports To: ARMADA HQ

Security Clearance Required: Ability to obtain a Favorable Tier 3 Background Investigation and a Secret Clearance

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The Administrative Support Specialists are located at CENSECFOR HQ and throughout the CENSECFOR domain and provide necessary administrative support to the activity while ensuring compliance with the guidelines, references, and directives mandated by CENSECFOR and higher authority. The Administrative Support Specialists work closely with other administrative personnel, both military and government civilians, at the work location, and with administrative and managerial personnel at CENSECFOR Headquarters.

Duties & Responsibilities:

• The Administrative Support Specialist shall 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.
• Other duties as assigned.

Knowledge, Skills, and Abilities (KSAs):

• Possess a valid driver's license
• Ability to obtain a Favorable Tier 3 Background Investigation and a Secret Clearance where applicable
• Complete all ethics training requirements set forth by NETC and CENSECFOR prior to working with students and staff

Minimum/General Experience:

• A minimum of four (4) years administrative experience, with at least two (2) years in a Navy or Marine Corps environment.

Minimum Education:

• High School Diploma or GED

Disclaimer:

The above information has been designed to indicate the general nature and level of work to be performed. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of the contractor assigned to this position. Applying: If you feel you have the knowledge, skills and abilities for this position visit our careers page at www.armadausa.com.

ARMADA provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. ARMADA complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Must be able to successfully pass a background check, and pre-employment drug testing. Job offers are contingent upon results of background check and drug testing.