ADMINISTRATIVE OFFICER NF4

Three years¿ experience that demonstrates broad knowledge of related administrative programs and tasks for day-Directorate staff level personnel. Relevant education may be used as a substitute for experience.Knowledge of and skill in applying analytical techniques and evaluative methods to issues or studies concerning administrative and management matters to improve efficiency and effectiveness of the operation.

Knowledge of methods, procedures, mission requirements, program goals and objectives, regulations, laws, policies, and precedents governing the operation. Skill to organize and coordinate multiple high visibility projects simultaneously. Skill to prepare documentation and presentations in proper format in accordance with naval correspondence rules of grammar and punctuation. Skill to operate a personal computer and associated peripheral equipment and software.

Knowledge of a variety of support functions such as: handling sensitive information that is proprietary, privileged, confidential or otherwise legally exempt from disclosure, gathering statistical data, monitoring, and reporting on support budgets, assisting in developing financial plans; obligating funds, liquidating travel claims; maintaining stock of office supplies.

Knowledge of the rules and regulations such as those covered by the Privacy Act, 5 USC 552(a), Health Insurance Portability and Accountability Act, Public Law 104-191, and DoD Directive 6025.18. Skill to deal with employees at various levels in the organization and to represent the division with customers external to the organization. Must be able to successfully complete and maintain a security clearance.

Serves as the Administrative Officer and primary point of contact on administrative functions for the Marine and Family Deputy Directorate. Oversees and coordinates daily operations and administrative functions on behalf of the Deputy Director and Directorate Heads. Coaches and trains Directorate personnel on completion of efforts. Plans, develops, manages, and controls various administrative programs for the daily operations and ensures regulatory compliance with rules and regulations.

Provides direction on administrative operational issues and delegates and completes administrative tasks within the Directorate. Communicates with Directorate staff and outside organizations to coordinate various requirements for the Directorate. Coordinates with the Directorate leadership on responsible administrative efforts and communicates with representatives from the sections within the organization to complete work. Identifies internal and external resources needed to accomplish specific tasks.

May assist in conducting studies and analyses; and compiles, collects, and coordinates data for reports. May conduct studies and analyses of irregularities and deficiencies. May represent staff level personnel at meetings and conferences. Responsible for records management and file administration for various subject matter.

May serve as an action officer in conducting a variety of administrative information flow studies, work processes, reviews, and improvement studies to provide management with recommendations for optimum utilization of available resources. May prepare reports and information for presentations. Assists in establishing internal procedures to secure control in meeting deadlines, progress reports and directives. Serves as Directorate Records Manager to oversee and implement respective records management programs.

Oversee and implement an essential records program. Implement policy to ensure protection of organizational records in compliance with legal and statutory requirements. Promote timely transfer of records when required. Ensure records management practices comply with the Inspector General of the Marine Corps (IGMC) Functional Area Checklist (FAC) 5210. Ensure the maximum use of electronic filing methods vice paper filing, when possible. Maintain administrative turnover for the Records Management Program.

Works with all echelons of personnel to provide technical guidance and directions. Utilizes knowledge and understanding of management principles, practices, methods, and techniques to perform work. Interprets regulatory directives and procedures. Acts as an administrative point of contact for planning and directing implementation of required regulations. May prepare instructions and local operating procedures for implementation of regulations and follow up to ensure compliance with instructions.

Enforces and trains employees on proper naval correspondence rules and correct grammar, spelling, capitalization, and punctuation. Receives telephone calls, visitors, and complaints and directs them to appropriate contacts when necessary. Receives and delivers messages to staff members. May maintain appointment calendars for staff. Routes incoming mail to staff and work sections. Establishes suspense dates to collect responses and submits information as required by requests.

Handles sensitive information that is proprietary, privileged, confidential or otherwise legally exempt from disclosure. Safeguards sensitive information and prevents unauthorized reading, printing, retaining, copying or dissemination of information, messages, or correspondence in accordance with rules and regulations such as those covered by the Privacy Act, 5 USC 552(a), Health Insurance Portability and Accountability Act, Public Law 104-191, and DoD Directive 6025.18.

Notifies supervisor and senders immediately when proprietary information has been released and advises on how to properly recover, and/or protect information. Serves as point of contact for the system of record for tasks (currently ETMS2), and ensures all tasks are appropriately delegated and processed. Provides ETMS2 guidance and training to leadership personnel, action officers and administrators of the Directorate.

Ensures all tasking requirements are met and may serve as a liaison to other levels of Headquarters Marine Corps. Serves as a point contact for the Defense Travel System. Monitors Non-appropriated (NAF) and Appropriated Fund (APF) travel and ensures regulatory compliance and adjudication of all Directorate orders and vouchers.