MWR Administrative Assistant

Job Title

Duties

Helps receive and review incoming administrative and military personnel related correspondence, directives, regulations, instructions, publications, and other written materials. Distributes to appropriate staff elements, retaining administrative materials for appropriate action. Determines impact on current policy and/or work procedures, plans and recommends implementation methods, and, when approved, develops written guidance and distributes to appropriate personnel. Provides advice and guidance on technical problems that arise, including interpretation of governing regulations.

Continually keeps abreast of current regulatory requirements and developments related to day-to-day administrative operations in such areas as processing of FFR operational requirements, records, reports, documentation, correspondence, mail, filing systems, and other administrative actions. Ensures accuracy and quality of miscellaneous administrative and personnel actions forwarded to higher headquarters. Maintains suspense file on administrative/personnel actions ensuring timely submission of suspense items.

Reviews outgoing correspondence, directives, and publications. Edits to assure completeness and conformance to format and policy. Authenticates correspondence, orders, records, reports, and other official communications when such authority has been delegated or obtains signature of authorized supervisor as appropriate. Distributes written materials ensuring dissemination to appropriate units and personnel. Establishes and maintains organization regulations and publications distribution account. Reviews, edits, approves or recommends approval of requests for publication prior to forwarding to distribution centers.

Distributes publications and blank forms to units as required. Maintains internal office and management controls to ensure maximum efficiency of operations and conformance to pertinent regulations, policy statements, SOPs, etc. Advises lateral and/or subordinate units on those administrative and office management procedures. Ensures compliance with policies, procedures, and regulations. Assures timely accomplishment and submission of status on recurring and special reports.

Reviews incoming correspondence and reports for compliance with regulations and format. Reviews and assures completeness and accuracy of inspection reports and takes care of related internal operations. Composes correspondence for signature of supervisor. Prepares various reports and assists in special projects concerning administration of the unit. Collects, reviews, and compares all overtime and COMP time with Kronos Time & Attendance system and resolves any discrepancies.

Appointed as the agency mail orderly with responsibilities for picking up mail. Pick-up and deliver official mail at specific times; deliver mail to mail orderlies as authorized by the Commanding Officer. Responsible for maintaining and updating the FFR Community shared drive. Establishes and maintains personnel files and records, statistical data, suspense system, and organization chart. Receives and reviews incoming administrative personnel related correspondence, instructions, and other written materials.

Tracks all required mandatory personnel trainings and updates supervisors with status reports. Initiates Civilian Personnel actions and processes a wide variety of routine and complex actions requiring an in-depth knowledge of Non-appropriated Fund (NAF) civilian personnel rules and regulations. Forwards all actions to supervisor for approval and maintains up to date documents such as, personnel roster, organization chart, trackers, and information folders and distributes any material ensuring dissemination to appropriate activity and personnel.

Performs other duties as assigned.