Administrative Specialist (Npsp/Fap) Nf-03

U.S. Marine Corps•Marine Corps Air Station - Yuma, AZ

5d•Onsite

About The Position

Marine Corps Community Services (MCCS) is seeking an Administrative Specialist to provide comprehensive administrative and operational support to the Family Advocacy Program (FAP), New Parent Support Program (NPSP), and Community Counseling Program (CCP). This role serves as a primary point of contact for clients, staff, and community partners, ensuring efficient program operations through exceptional customer service, effective communication, and strong organizational skills. The Administrative Specialist manages sensitive information, coordinates program activities, supports outreach initiatives, and assists leadership with a wide range of administrative functions while maintaining compliance with applicable federal regulations, Department of Defense directives, and Marine Corps policies.

Requirements

Three years' experience that demonstrates broad knowledge of administrative practices and principles.
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 computer and associated peripheral equipment and software.
Knowledge of a variety of support functions such as gathering statistical data, monitoring and reporting on support budgets, assisting in developing financial plans; obligating funds, liquidating travel claims; maintaining stock of office supplies.
Skill to deal with employees at various levels in the organization and to represent the division with customers external to the organization.
Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other standard office software and equipment.

Responsibilities

Provides administrative support for FAP, NPSP, and CCP.
Serves as the first point of contact for clients, providing information, referrals, and assistance with program services.
Screens, prioritizes, schedules client calls, appointments, and needs assessments.
Demonstrates the ability to interact with potentially impaired, hostile, and frustrated individuals.
May perform basic crisis management with commands and clients telephonically and/or during intake procedures.
Coordinates calendars, appointments, meetings, workshops, classes, groups, and special events.
Organize and maintain office workflow to support efficient program operations.
Monitor project status and ensure timely completion of administrative actions.
Maintains official files, records, databases, and documentation in accordance with organizational requirements.
Assists leadership with administrative projects and operational priorities.
Provide professional, compassionate customer service while interacting with individuals experiencing stress, frustration, or emotional distress.
Demonstrates sound judgement when responding to potentially sensitive situations, including basic crisis management during telephone or intake interactions.
Route inquiries to appropriate clinical or program staff when necessary.
Assist clients with registration for classes, workshops, groups, and outreach events.
Review, interpret, and implement applicable directives, administrative procedures, and regulations.
Develops and maintains office procedures, administrative processes, and workflow improvements.
Prepare correspondence, reports, presentations, spreadsheets, databases, and other administrative documents.
Ensures correspondence complies with Naval correspondence standards, including proper grammar, spelling, punctuation, and formatting.
Track suspense dates and coordinate responses to requests for information.
Manage incoming and outgoing correspondence, telephone communications, visitors, and mail distribution.
Train staff in proper administrative procedures and correspondence standards as needed.