Administrative Officer Nf4

U.S. Marine Corps•Quantico, VA

11h

About The Position

The Administrative Officer serves as the primary point of contact for administrative functions supporting the Marine and Family Deputy Directorate. The role oversees daily operations and administrative programs on behalf of the Deputy Director and Directorate Heads, provides guidance and training to personnel, and coordinates work with internal sections and external organizations. It plans and manages administrative programs, interprets applicable directives, supports regulatory compliance, and helps improve the efficient use of resources. The position serves as the Directorate Records Manager, overseeing records and essential-records programs, protecting records in accordance with legal and statutory requirements, promoting timely records transfers, and ensuring practices meet the IGMC Functional Area Checklist. It also supports administrative processes such as correspondence, task management through ETMS2, travel through the Defense Travel System, scheduling, mail routing, reporting, and handling sensitive information. The role may conduct studies and analyses, prepare reports and presentations, represent staff at meetings, and develop procedures to support deadlines and compliance.

Requirements

Three years of experience demonstrating broad knowledge of related administrative programs and tasks for day-Directorate staff-level personnel; relevant education may substitute for experience.
Knowledge of analytical techniques and evaluative methods used to assess administrative and management matters and improve operational efficiency and effectiveness.
Knowledge of methods, procedures, mission requirements, program goals and objectives, regulations, laws, policies, and precedents governing operations.
Ability to organize and coordinate multiple high-visibility projects simultaneously.
Ability to prepare documentation and presentations in proper format in accordance with naval correspondence rules, grammar, and punctuation.
Ability to operate a personal computer and associated peripheral equipment and software.
Knowledge of support functions such as handling sensitive information, gathering statistical data, monitoring and reporting on support budgets, assisting with financial plans, obligating funds, liquidating travel claims, and maintaining office supplies.
Knowledge of applicable privacy and information-protection requirements, including the Privacy Act, HIPAA, and DoD Directive 6025.18.
Ability to work with employees at various organizational levels and represent the division with external customers.
Must successfully complete and maintain a security clearance.

Responsibilities

Serve as the primary administrative point of contact for the Marine and Family Deputy Directorate.
Oversee and coordinate daily operations and administrative functions for the Deputy Director and Directorate Heads.
Coach and train Directorate personnel on completing administrative work.
Plan, develop, manage, and control administrative programs and ensure compliance with applicable rules and regulations.
Provide direction on administrative operational issues and delegate or complete administrative tasks.
Coordinate administrative requirements with Directorate staff, leadership, internal sections, and outside organizations.
Identify resources needed to accomplish tasks and compile, collect, and coordinate data for reports.
Conduct or assist with studies and analyses of administrative matters, irregularities, deficiencies, workflows, and resource utilization.
Represent staff-level personnel at meetings and conferences as needed.
Manage records and files, including serving as Directorate Records Manager and implementing the essential-records program.
Protect organizational records, promote timely records transfers, encourage electronic filing when possible, and maintain administrative turnover for the Records Management Program.
Interpret regulatory directives and procedures, prepare local instructions when needed, and follow up to ensure compliance.
Enforce and train employees on naval correspondence rules, grammar, spelling, capitalization, and punctuation.
Receive and direct telephone calls, visitors, complaints, and messages; route incoming mail and maintain staff appointment calendars as needed.
Set suspense dates, collect responses, and submit information in response to requests.
Safeguard sensitive information and promptly notify supervisors and senders if proprietary information is released.
Serve as point of contact for ETMS2, delegate and process tasks, provide guidance and training, and ensure tasking requirements are met.
Serve as a point of contact for the Defense Travel System and monitor NAF and APF travel, including regulatory compliance and adjudication of Directorate orders and vouchers.