Job description
Duties
- Provides support in allocating adequate resources, measuring effectiveness and improving business practices for Counseling and Advocacy Programs (CAP).
- Collects, analyzes and presents information related to the services and programs provided by CAP.
- Communicates processes and methods to various staff and support personnel with guidance from management and higher level supervisors.
- Coordinates workload, resource studies and provides information and findings to program managers or others to enable proper workload distribution within the organization.
- Updates, organizes, and maintains program/project files, organizational charts and other documents and records.
- Assists in the preparation of program data management documents, such as budgets, business plans, program objective memorandum, staffing and manpower reports and other departmental/program related data.
- Prepares reports, coordinates all tasks, data collection and dissemination of information. Serves as the central point of contact for administrative and program support tasks. Recommends changes or actions required to assure compliance with established requirements, including areas needing further study or follow up by directors, service providers, program managers or staff.
- Attends planning sessions and meetings that affect current and future requirements of the Regional CAP.
- Assists in the preparation of agenda items, Power Point presentations and reports. Prepares and coordinates logistics and amenities for Program Manager sponsored conferences/meetings.
- Prepares correspondence, reports and other documents and provides administrative and clerical support to the CAP staff. Reads and processes incoming correspondence, email, faxes and materials.
- Prepares and maintains departmental calendar, and schedules appointments. Receives visitors and phone calls. Provides customer service to subordinate activities.
- Prepares correspondence, reports, instructions and other related documents from handwritten, electronic drafts and inputs using computer technology, word processing and spreadsheet software programs.
- Ensures correct grammar, spelling, capitalization, punctuation, appropriate format in work prepared by self and others.
- Prepares action items, meetings, appointments and other scheduled events to ensure prompt and timely attendance. Courteously reminds supervisor and others of these events.
- Prioritizes workload and refers conflicts in schedules to staff personnel for resolution.
- Provides travel support for staff. Responsible for providing technical administrative assistance regarding the travel process in support of the Family Readiness Program Non-Appropriated Fund (NAF) employees located at fifteen (15) Fleet & Family Support Centers.
- Ensures all leave reports are properly completed.
- Uses office automation skills to perform management and/or program support assignments.
- Updates, revises, retrieves, sorts, calculates and manipulates data in spreadsheets and downloads from internet/intranet sites to meet multiple report formats and produce standard reports and briefings.
- Converts spreadsheet and internet based data into charts, graphs, and report formats.
- Converts data from one software program to another.
- Develops macro spreadsheets and databases by setting up format and sequence functions to update, revise, and retrieve information for office needs and special or nonstandard reports.
- Uses local area network and internet based office automation software to transmit, disseminate and retrieve information and materials to assist in management and/or program information, tasks, data and reports.
- Develops methods for automating administrative reports considering the inter relationships of reports and multiple uses of data.
- Uses various software applications to prepare Power Point presentations and briefs that include graphs and charts.
- Coordinates and disseminates all CAP service tasks, data and information in key functions to installation centers, staff and other levels within the chain of command in support of Fleet and Family Support Programs and serves as central point of contact for visitors, phone calls and inquires.
- Coordinates and organizes workload data base efforts, such as data entry, report generation and data base maintenance. Assists in developing new methods and techniques to efficiently accomplish assigned tasks, identify deficiencies and recommend methods for improvement.
- Coordinates information briefings and training sessions related to program and management issues/initiatives.
Requirements
Conditions of Employment
- Must meet Federal Employment suitability requirements and successful completion of background investigation. Background investigations are conducted using fingerprint identification and completion of background inquiry forms.
- Must successfully pass the E-verify employment verification check. Any discrepancies must be resolved as a condition of employment.
- You must go through a Personal Identity Verification (PIV) process that requires two forms of identification from the Form I-9.
- May be required to pass pre-employment examinations.
- Must provide proof of U.S. Citizenship or U.S. National.
- A valid State driver's license is required to operate motor vehicles.
- Must have your salary sent to a financial institution of your choice by Direct Deposit/Electronic Funds Transfer.
Qualifications
In order to qualify for this position, your resume must provide sufficient experience and/or education, knowledge, skills, and abilities, to perform the duties of the specific position for which you are being considered. Your resume is the key means we have for evaluating your skills, knowledge, and abilities, as they relate to this position. Therefore, we encourage you to be clear and specific when describing your experience. All non-government positions identified on your resume must include complete address and to and from dates. Government positions must include pay plan, series, grade, to and from dates and address of the agency/organization.
One year of specialized experience directly related to the duties described above. Qualifying experience must have been equivalent to the next lower level in the normal line of progression.
Specialized experience must demonstrate the following:
- Knowledge of personal computers and software, such as Excel, graphics, spreadsheets, pivot tables, database management systems, and communications to perform a variety of basic automation functions.
- Knowledge of administrative technical support specifically related to sensitive subject matter documents and procedures to the Region Counseling and Advocacy Program staff.
- Knowledge of the organization of office case files, the purpose and content of documents in the files, and the ability to prepare reports and maintain suspense records.
- Knowledge of procedures for travel and training requests.
- Knowledge of procedures for time and attendance reporting and record keeping.
- Knowledge of the basic objectives and policies governing various management or program operations.
- Knowledge of regional shore installations management and base operating support elements to include functional and administrative processes required to accomplish program duties.
- Knowledge of basic business principles related to cost accounting and personnel management to make analytical decisions and assessments in areas of resource utilization and determination of duplicative effort.
- Knowledge of government business and budget cycles to plan for recurring events in the fiscal year and develop processes in support of programs and higher level analysts which will provide cumulative progress toward command strategic goals.
- Knowledge of programs of the immediate and subordinate organizations as they relate to the clerical and administrative functions of the offices.
- Skill in writing and presenting reports outlining the processes and procedures used in a study, the conditions of the management or program operations and recommended improvements.
- Skill in information gathering techniques such as standard interview or survey.
- Skill in following program execution against a plan with consideration of budget and resource allocation and expenditure.
- Skill in oral and written communication in order to write/type letters, memoranda, and reports and to clearly explain complicated regulations, procedures, and concepts to persons outside the agency.
- Ability to perform a wide variety of interrelated standard procedural assignments and resolve a wide range of problems complicated by organizational characteristics such as numerous functions, diverse functions, changing work processes, changing staffing levels, and changing program objectives.
- Ability to analyze, verify, and correlate basic data support studies and recommendations.
- Ability to determine best software to use for entering, maintaining and retrieving organizational and/or program data and to compile reports, produce charts and graphs, or monitor project or program status.
- Ability to design and set up procedures and format for obtaining and retrieving data in the form needed.
- Ability to coordinate meetings and conferences to relate specific information or orchestrate group efforts to achieve a desired outcome.
- Ability to interpret Navy Instructions and Regulations in order to draft documents pertaining to a myriad of Counseling and Advocacy program subject matter documents.
You will receive credit for all qualifying experience, including volunteer and part time experience. You must clearly identify the duties and responsibilities in each position held and the total number of hours per week.
Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., professional, philanthropic, religious, spiritual, community, student, social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment.
As part of the application process, you must complete and submit an occupational questionnaire and your RESUME MUST SUPPORT AND VALIDATE YOUR ANSWERS or you may be removed from consideration.
ONLY THE MOST HIGHLY QUALIFIED CANDIDATES WILL BE REFERRED. IF MANAGEMENT DOES NOT WISH TO SELECT A HIGHLY QUALIFIED CANDIDATE, THEY MAY REQUEST A REFERRAL LIST INCLUDING WELL OR QUALIFIED APPLICANTS.
Please follow all instructions carefully. Errors or omissions may affect your rating and/or appointment eligibility.
PLEASE READ THIS VACANCY ANNOUNCEMENT IN ITS ENTIRETY TO ENSURE ALL REQUIREMENTS ARE ADDRESSED IN YOUR APPLICATION PACKAGE.
RELOCATION AUTHORIZED
- NO Payment of Permanent Change of Station (PCS) is authorized, based on a determination that a PCS move is not in the Government interest
KEY REQUIREMENTS/CONDITIONS OF EMPLOYMENT
- You must be a US Citizen.
- Males must be registered or exempt from Selective Service. https://www.sss.gov/register/
- Selectee must be determined suitable for federal employment.
- Selectee may be required to successfully complete a probationary period.
- Selectee is required to participate in the direct deposit pay program.
- Social Security Card is required.
- Satisfactorily complete an employment verification (E-VERIFY) check.
- A favorable background is a requirement of this position. Failure to obtain and maintain a favorable background may result in the withdrawal of the position offer or removal.
NOTE: Applicants have the ability to perform an E-Verify Self Check to confirm employment eligibility at http://www.uscis.gov/mye-verify/self-check. Although a Self-Check is not mandatory, it can be a useful tool for applicants to find out if there is a problem with their employment eligibility records and resolve any issues before taking a job.
Education
This position does not have a positive education requirement.
Additional information
The Federal government offers a number of exceptional benefits to its employees. Benefits you get to enjoy while working for our TEAM include but are not limited to:
- Comprehensive benefits package (medical, dental, life insurance, spouse & dependent life insurance, long-term disability, retirement, and 401(k) savings plan, annual and sick leave, tuition reimbursement, etc.).
- Stability of Federal Civilian Service
- People with passion for doing work that matters
- Quality of Work Life Balance
Some positions have special requirements- Position is a non-critical, sensitive, position requiring access to IT II system and/or access to PII. An access National Agency Check investigation (ANACI) is required via the SF 86 security form.- Required to submit a Financial Disclosure Statement, OGE-450. Executive Branch Personnel Confidential Financial Disclosure Report upon entering the position and annually, in accordance with DoD Directive 5500-7R, Joint Ethics Regulation, dated 23 March 2006.- Salary is dependent on experience and/or education.- For positions requiring travel more than twice per year, selectee may be required to obtain and maintain in good standing a Government-issued Travel Card for official government travel purposes.
This announcement may be used to fill additional vacancies within 90 days of closing date.
The Department of the Navy (DON) is an Equal Employment Opportunity Employer. Applicants are assured of equal consideration regardless of 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. This agency provides reasonable accommodations to applicants with disabilities. Applicants with disabilities who believe they may require reasonable accommodations should email their request to MILL_CNIC_NAF_EEO@navy.mil to ensure proper consideration is given. The decision on granting reasonable accommodation will be on a case-by-case basis.
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 Sailors, their family members, and all other customers have a right to a reliable and productive Federal workforce.
Benefits
Review our benefits
How You Will Be Evaluated
You will be evaluated for this job based on how well you meet the qualifications above.
Your experience is subject to evaluation and verification against the information in your resume. The numeric rating you receive is a self-assessment only and is based on your responses to the questionnaire. Do not overstate or understate your level of experience and capability. If a determination is made that you rated yourself higher than is supported by your resume, or if your resume lacks sufficient information, you will be rated accordingly or may be considered ineligible.
All resumes will be reviewed to determine if they meet the hiring eligibility and qualification requirements listed in this announcement, and will be rated based on the information provided in the resume to determine the level of knowledge, skill, and ability, related to the job requirements. Using the qualifications of the position, a predetermined rating criterion of knowledge, skills, and abilities will be used for each resume. Best qualified applicants will be referred to the hiring manager. The selecting official may choose to conduct interviews.
Benefits
Review our benefits
Required Documents
As a new or existing federal employee, you and your family may have access to a range of benefits. Your benefits depend on the type of position you have - whether you're a permanent, part-time, temporary or an intermittent employee. You may be eligible for the following benefits, however, check with your agency to make sure you're eligible under their policies.
- Resume
- Include name and contact information for at least three (3) professional references in your resume
- OF-306. http://www.opm.gov/forms/pdf_fill/OF0306.pdf
- Proof of education (transcripts/copy of degree/high school diploma), if applicable to position requirements.
- Proof of certification, if applicable to position requirements.
- If you are a current federal employee, submit your most recent Personnel Action Report (PAR) or SF-50.
- If you are a current federal employee, submit your last three evaluations.
APPLICANTS CLAIMING HIRING PREFERENCE: Please ensure your status is indicated in your USAJOBS account and ALL required documents to claim preference are submitted at the time of resume submission.
WHAT ARE PREFERENCES? Preferences are advantages in the candidate selection process. Individuals can claim the following preferences:
1. Reemployment Priority List (RPL): Qualifying separated employees shall have priority placement in the NAF activity from which they were separated as a result of a Business Based Action (BBA), when the position has substantially the same duties as the position from which they were separated and it is not a higher grade or employment category, provided the position is not being filled by an internal candidate.
To claim this preference, you MUST:
- Submit a copy of your BBA Separation Notification indicating eligibility for RPL.
2. Military Spouse Preference (MSP): Qualifying spouses eligible for MSP are spouses of an active duty military member of the U.S. Armed Forces, including members of the National Guard or Reserves on active duty. The marriage must have occurred before the military member received official permanent change of station (PCS) orders to the installation listed above. MSP is applicable only when applying for NAF positions at the NF-03 and below and equivalent craft and trade (CT) positions.
To claim this preference, you MUST:
- Submit sponsor's PCS orders to installation you are applying for; AND
- If you are not indicated as a spouse on the PCS orders, you MUST submit proof of marriage prior to PCS.
3. Veteran's Preference/Gold Star Veteran's Preference: Qualifying military veterans, and spouses/parents of deceased veterans shall be given employment preference over non-preference applicants if they are equally qualified. Preference applicable for positions open to external candidates.
To claim Veteran's preference, you MUST:
- Submit a copy of your DD-214 (member 4 copy); AND
- Submit completed SF15 from the Veterans Administration (VA); AND
- Submit any other supporting documentation (disability, official statements, proof of service, etc)
To claim Gold Star Veteran's preference, you MUST:
- Submit completed SF-15 from the Veterans Administration (VA); AND
- Submit a legible copy of DD-1300; AND
- Submit any other supporting documentation (official statements, document of service, court decree, etc).
***Qualifying applicants with preferences are considered in the order listed above. Then all other qualifying applicants are considered.How to Apply
"To ensure compliance with an applicable preliminary nationwide injunction, which may be supplemented, modified, or vacated, depending on the course of ongoing litigation, the Federal Government will take no action to implement or enforce the COVID-19 vaccination requirement pursuant to Executive Order 14043 on Requiring Coronavirus Disease 2019 Vaccination for Federal Employees. Therefore, to the extent a Federal job announcement includes the requirement that applicants must be fully vaccinated against COVID-19 pursuant to Executive Order 14043, that requirement does not currently apply. Federal agencies may request information regarding the vaccination status of selected applicants for the purposes of implementing other workplace safety protocols, such as protocols related to masking, physical distancing, testing, travel, and quarantine."
To begin the process, click on the Apply Online button to create an account or log in to your existing USA JOBS account.
Application process is submitted through your USA JOBS account. Resumes/ Applications received other than by USA JOBS will be destroyed and will not be considered.
It is the applicant's responsibility to verify all the information in their resume and documents; HR will not modify documents submitted by an applicant. All qualifications must be met by the closing date of this announcement and clearly documented in the resume.
Qualifications must be clearly verifiable in your resume. Government positions must include pay plan, series, grade, to and from dates, and government agency/department.
Where a first cut-off date is indicated, a selection may be made from the resumes/applications received as of the specified first cut-off date. Completed applications (resume, supporting documentation, etc.) must be received by 11:59pm Eastern Time on the cut-off/closing date. If more than one resume is received, only the last resume received will be reviewed.
Please see the "REQUIRED DOCUMENTS" section and review the applicant checklist link to determine if there are other documents you are required to submit. You must submit all required documentation or you will not be considered for the position. Failure to submit all the required documentation may result in not be considered for the position.
The complete application package must be submitted by 11:59 PM (EST) on 05/26/2023 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/11966962
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/statusAgency contact information
Thomas Timmons
Email
thomas.e.timmons2.naf@us.navy.mil
Address
NRSE Region NAF HR Office
Bldg 919 Langley Ave
Jacksonville, FL 32212
USNext steps
All applicants will be notified regarding their status by email. Applicants will either be contacted by email for an interview or sent an email of non-selection 3-6 weeks after the announcement closing date. Please notify us if your contact information changes after the closing date of the announcement. Also, note that communication is performed via email if you do not read your email, provide an inaccurate email address and/ or if your mailbox is full or blocked (e.g., spam-blocker), you may not receive important communication that could affect your consideration for this position.
Fair and Transparent
The Federal hiring process is set up to be fair and transparent. Please read the following guidance.
- Equal Employment Opportunity (EEO) Policy
- Reasonable accommodation policy
- Financial suitability
- Selective Service
- New employee probationary period
- Signature and false statements
- Privacy Act
- Social security number request
Required Documents
- Resume
- Include name and contact information for at least three (3) professional references in your resume
- OF-306. http://www.opm.gov/forms/pdf_fill/OF0306.pdf
- Proof of education (transcripts/copy of degree/high school diploma), if applicable to position requirements.
- Proof of certification, if applicable to position requirements.
- If you are a current federal employee, submit your most recent Personnel Action Report (PAR) or SF-50.
- If you are a current federal employee, submit your last three evaluations.
APPLICANTS CLAIMING HIRING PREFERENCE: Please ensure your status is indicated in your USAJOBS account and ALL required documents to claim preference are submitted at the time of resume submission.
WHAT ARE PREFERENCES? Preferences are advantages in the candidate selection process. Individuals can claim the following preferences:
1. Reemployment Priority List (RPL): Qualifying separated employees shall have priority placement in the NAF activity from which they were separated as a result of a Business Based Action (BBA), when the position has substantially the same duties as the position from which they were separated and it is not a higher grade or employment category, provided the position is not being filled by an internal candidate.
To claim this preference, you MUST:
- Submit a copy of your BBA Separation Notification indicating eligibility for RPL.
2. Military Spouse Preference (MSP): Qualifying spouses eligible for MSP are spouses of an active duty military member of the U.S. Armed Forces, including members of the National Guard or Reserves on active duty. The marriage must have occurred before the military member received official permanent change of station (PCS) orders to the installation listed above. MSP is applicable only when applying for NAF positions at the NF-03 and below and equivalent craft and trade (CT) positions.
To claim this preference, you MUST:
- Submit sponsor's PCS orders to installation you are applying for; AND
- If you are not indicated as a spouse on the PCS orders, you MUST submit proof of marriage prior to PCS.
3. Veteran's Preference/Gold Star Veteran's Preference: Qualifying military veterans, and spouses/parents of deceased veterans shall be given employment preference over non-preference applicants if they are equally qualified. Preference applicable for positions open to external candidates.
To claim Veteran's preference, you MUST:
- Submit a copy of your DD-214 (member 4 copy); AND
- Submit completed SF15 from the Veterans Administration (VA); AND
- Submit any other supporting documentation (disability, official statements, proof of service, etc)
To claim Gold Star Veteran's preference, you MUST:
- Submit completed SF-15 from the Veterans Administration (VA); AND
- Submit a legible copy of DD-1300; AND
- Submit any other supporting documentation (official statements, document of service, court decree, etc).
***Qualifying applicants with preferences are considered in the order listed above. Then all other qualifying applicants are considered.
This job is open to
-
The public
U.S. Citizens, Nationals or those who owe allegiance to the U.S.
Clarification from the agency
Please see the "Who May Apply" section under the Qualifications section.
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