Executive Assistant with Security Clearance

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Job description

Duties Serves as executive assistant for Director, FFR and reports directly to the N92/N94 Program Director. Performs duties of a highly confidential nature, receiving inquiries and multiple email tasking's from DON, CNIC, CNRSE and outside agencies. Ensures all correspondence directed to and from FFR Executives is reviewed for content, recorded, routed correctly and properly prepared/formatted. Prepares, directs and coordinates taskers and special projects within FFR, assuring the full range of administrative/office support services. Prepares a wide variety of special and reoccurring projects and assignments that cross program lines and have significant impact on the operation of FFR. Knowledge of Navy program goals and objectives, federal and Navy polices statutes, requirements and policies relative to FFR programs. Coordinates all aspects of the FFR Executives trips; makes travel arrangements, prepares itineraries, and verifies/assures proper administrative details. Assures the FFR Executives have necessary information papers, read-aheads, trip books, speeches, etc. required for each trip. Prepares travel vouchers and any necessary correspondence upon completion of trips. Arranges appointments, determines key meetings which the FFR Executives should attend and what staff elements should be involved and arranges for those meetings. Attends staff meetings to keep informed of changes in administrative needs, requirements and practices. Receives and reviews incoming administrative and military personnel related correspondence, directives, regulations, instructions, publications and other written materials. Reviews outgoing correspondence, directives and publications. Edits to assure completeness and conformance to format and policy using the Navy Correspondence Manual. Knowledge of formats forms, typing policies and common terminology of the program for which the work is to be performed. Authenticates correspondence, orders, records, reports and other official communications and obtains authorized signatures as appropriate. Distributes written materials ensuring dissemination to appropriate units and personnel. May assist with composing correspondence for signature of Director RPM's with preparation of various reports and special projects concerning administration of the program. Answers telephone, ascertains nature of call and directs caller to appropriate staff takes a message or personally provides desired information. Provides administrative support including preparation of briefs, mail preparation, copying, distribution, typing, fax, scan, and travel orders. Plans and executes a variety of administrative functions, to include but not limited to, such duties as preparing and reviewing correspondence; preparing briefings and charts; developing reports; arranging meetings and maintaining executive calendars; making travel arrangements; screening calls and tracking suspense items. Performs, coordinates, and/or participates with staff members to accomplish work. Performs a variety of internal administrative management services. Provides administrative and logistical support and overall office management for the regional administrative office in connection with the accomplishment of assigned functions. 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. Selective Service Registration is required for males born after 12/31/1959. 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. Three years 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: Three years of progressively responsible office experience which demonstrated possession of the knowledge, skills and abilities to perform duties outlined above. Knowledge of and/or experience interpreting and supporting established Navy FFR program policies, procedures and operations, which include Fleet Readiness (MWR, Galleys, CYP and Lodging), Family Readiness ( FFSP) and Housing and Support Services is desired. Knowledge of management principles, practices and techniques to provide administrative services to the organization; analyze administrative practices and recommend improvements in administrative procedures and policies. Knowledge of information management regulations such as those related to correspondence, mail, publications and filing. Expert skills in computer applications and knowledge of a variety of software programs and web based programs (e.g. Power Point, Word, Excel, Outlook including calendars) required. Incumbent must have a working knowledge of computer hardware and software used in a modern business practice. Additionally, incumbent must have the ability to communicate effectively both orally and in writing and be able to make presentations in order to effectively represent the organization on pertinent issues. Must have excellent customer service and interpersonal skills, as well as ability to exercise discretion. Knowledge of protocol procedures for VIP visits, courtesy calls and the ability to exercise tact and diplomacy in coordinating visits and greeting senior executives from inside and outside the Government Must be able to manage competing priorities under strict deadlines, while maintaining a high level of attention to detail. Knowledge of Federal travel regulations, governing authorizations, entitlements and allowances. 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. 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 . 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 t

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