Administrative Support Specialist

San Diego, CA
Full Time
Mid Level
ASR International Corp. has an opportunity for an Administrative Support Specialist position providing administrative support to the activity while ensuring compliance with the guidelines, references, and directives mandated by CENSECFOR and higher authority. The Administrative Support Specialists work closely with other administrative personnel, both military and government civilians, at the work location, and with administrative and managerial personnel.  

Location:  CENSECFOR – San Diego, CA 92136

Job Description/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.
  • 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.
  • 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. Role involves having access to Transaction Online Processing System (TOPS) for submission of ALL staff Electronic Service Record entries, coordinate with Personnel Support Activity Detachment (PSD) and have access to Navy Standard Integrated Personnel System (NSIPS) to verify Electronic Service Records.
  • 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 through HQ N6.
  • 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. 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.
  • Maintain all Division Officer records and Instructor Training Records for active duty personnel. Coordinate the General Military Training (GMT) training schedule and training records.
  • 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.
  • Track funding balances and inventory receipt/distribution/management of Learning Activity purchase orders. Coordinate with Activity Leadership.

Qualifications/Requirements:

  • Education: A High School diploma or GED
  • A minimum of 4 years administrative experience, with at least 2 years in a Navy or Marine Corps environment.
  • Possess a valid driver’s license.
  • Must be a U.S. Citizen with the ability to obtain Favorable Tier 3 Background Investigation and a Secret Clearance.  Current Security Clearance is desired.

**Please note that your resume and candidacy is subject to customer approval and acceptance and clearing of the required background check. Salary is negotiable and commensurate with background and applicable required job experience.**

 

About ASR International

ASR provides world-wide Management and Technical Support Services to Government agencies and Fortune 500 customers. Founded in 1986 and headquartered in Long Island, NY, ASR serves its clients with a full spectrum of complex professional and technical support services including Construction Management, Engineering, Logistics, Project Management and Quality Control across the U.S. and in more than 40 countries worldwide.

Benefits

Hired applicants may be eligible for benefits, including but not limited to, an excellent compensation package and comprehensive benefits package which include a flexible work schedule, Paid Holidays, Paid Time Off and Sick Days, Health Insurance (medical, dental and vision); and a 401(k) plan.

The salary range provided for this role is a good faith estimate representative of all experience levels. ASR considers several factors when extending an offer, including but not limited to, the role, function and associated responsibilities, a candidate’s work experience, location, education/training, and key skills.

This job description is intended to describe the general nature and level of work performed by people assigned to this job description. The job description is not intended to be an exhaustive list of responsibilities, duties and skills required for this position. Please note that your resume and candidacy may be subject to customer approval, acceptance and clearing of the required background check and successfully obtaining and maintaining any required security clearances, if any.

ASR is committed to the policy of equal employment opportunity. In order to provide equal employment and advancement opportunities to all individuals, employment and promotion decisions at ASR are based on merit, qualifications, and abilities. ASR’s hiring and employment practices are not influenced or affected by an applicant’s or employee’s race, color, religion, sex, national origin, age, veteran status, marital status, ancestry, ethnicity, physical or mental handicap / disability which is unrelated to job performance, sexual orientation or any other characteristic / classification protected by law.

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