Administrative Specialist (Substance Assessment and Counseling Center)

Quick Facts

Administrative Specialist supporting the Substance Assessment Counseling Center (SACC)

Description

Provide direct administrative support to the SACC Director and Clinical Program Manager and leadership support to subordinate administrative staff. Perform secretarial and office administration functions for personnel administration, data processing, files management, correspondence, and budgeting/purchasing-related administrative workflows. Maintain multiple secure databases, independently troubleshoot routine issues, and ensure requests and suspense items are tracked and routed correctly.

Responsibilities

• Perform secretarial duties to ensure continuity and efficient office operations
• Support personnel administration, data processing, and files management
• Serve as secretary/personal assistant to the SACC Director; support procedural and management problem solving
• Collect, analyze, and monitor data; set up controls and troubleshoot data issues
• Maintain multiple databases with appropriate security mechanisms
• Identify and resolve routine matters; route technical requests when leaders are unavailable
• Respond to requests for organization functions/actions and coordinate follow-up in the absence of the SACC Director
• Maintain positive relationships with internal and external stakeholders
• Provide administrative guidance to subordinate clerical staff
• Establish and maintain technical and administrative files
• Compose and review written correspondence and reports in compliance with Naval Correspondence requirements
• Receive and review incoming correspondence; take action or forward to appropriate personnel
• Interpret instructions to complete actions/directives affecting the organization
• Establish suspense files for action correspondence, monitor progress, obtain extensions, and inform supervisors
• Operate computer terminal and automated office equipment to type correspondence/reports and perform office support functions

Requirements

• Three years of experience demonstrating broad knowledge of administrative practices and principles, or qualifying education/substitution that demonstrates ability to perform the duties
• Ability to organize and coordinate multiple high-visibility projects simultaneously
• Ability to prepare documentation and presentations following Naval Correspondence formatting, grammar, and punctuation rules
• Knowledge of support functions such as gathering statistical data, monitoring/reporting on support budgets, assisting financial plan development, and obligating funds/liquidating travel claims
• Ability to deal professionally with employees at various organizational levels and represent the division with external customers
• Knowledge of administrative and management concepts, policies, and procedures to analyze administrative ramifications and devise office practices
• Professional oral and written communication skills to produce clear, concise reports and materials
• Proficiency with Microsoft Office, email, and database maintenance
• Eligible for background check as a Position of Trust; subject to a favorable National Agency Check (Tier-I)

Benefits

Federal civilian employment includes a comprehensive benefits package. Benefits may include stability of federal civilian service, competitive pay, quality of work-life balance, comprehensive benefit packages, and Marine Corps Exchange and base facility privileges (eligibility depends on position type).