Administrative Management Specialist

Prairie Quest Consulting•San Diego, CA

8d•$23 - $29•Onsite

About The Position

PQC is accepting applications for experienced, civilian Administrative Management Specialists, to work onsite within the CENSECFOR (San Diego, California). At PQC, our employees are our best asset. We pride ourselves on growth and exceeding expectations, not only for our customers but also for our employees. We believe that having the best of the best on staff translates into having the best of the best in customer results. PQC was awarded 2018 8(a) Graduate of the year by the Small Business Administration.

Requirements

High school diploma or General Educational Development (GED) equivalency.
Four (4) years administrative experience, with at least two (2) years in a Navy or Marine Corps environment.
Valid Driver's license
Basic Life Support (BLS) certification.

Responsibilities

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.
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.
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.