Administrative Specialist

Quick Facts

• Role: Administrative Specialist (Auto)

Description

Coordinates and performs administrative functions supporting Auto program operations, including records management, correspondence/reporting, and administration procedure development under the Auto Skills Manager. Supports supervisors’ compliance with reporting formats, provides world-class customer service for service orders, tracks parts/work status, and estimates customer costs with appropriate authorization and quality control. Assists with support budgets, statistical data, timecards, and personnel/training documentation.

Responsibilities

• Coordinate administrative process flow and maintain subject matter files and records

• Type complex correspondence and documents (e.g., statistical reports, budget spreadsheets, financial statements, invoices) with accurate spelling, punctuation, and proofreading

• Advise staff on development and implementation of administrative procedures and internal policies

• Ensure supervisors comply with reporting formats and procedures

• Gather and monitor statistical data; monitor and report support budgets; assist with financial plans and fund obligations

• Support office operations (e.g., office supply stock, arrangements for events)

• Collect/review section timecards for supervisor signature; prepare briefs, personnel actions, and training notices

• Clarify service orders with customers; keep mechanics informed of parts status and customer needs

• Confirm work status and impending completion to best serve customers

• Estimate and notify customers of costs; ensure quality control and mitigate potential liabilities

• Secure customer authorization for specific services/repairs; write service orders clearly; report problems to the Auto Skills Manager

• Provide courteous, proactive customer service and quickly resolve issues; escalate problems when needed

• Adhere to safety regulations; promptly report hazards, injuries, illnesses, and property damage

• Support EEO principles and prevent sexual harassment

Requirements

• Three years of experience demonstrating broad knowledge of administrative practices and principles

• Ability to organize and coordinate multiple high-visibility projects simultaneously

• Ability to prepare documentation and presentations in proper format using naval correspondence grammar and punctuation

• Ability to operate a personal computer and associated peripheral equipment and software

• Knowledge of support functions including statistics, budgets, financial plans, obligating funds, liquidating travel claims, and office supply stock

• Ability to deal with employees at multiple organizational levels and represent the division with external customers

Benefits

• Stability of Federal Civilian Service

• Competitive pay

• Comprehensive benefit packages for you and your family

• Work-life balance

• Marine Corps Exchange and Base Facility privileges

• Eligibility for specific benefits depends on position type (full-time/part-time/intermittent)