Administrative Assistant

I.  INTRODUCTION

This position is in the MWR-Administration Office on Naval Station Guantanamo Bay. The incumbent performs a wide variety of administrative support tasks under general supervision. Incumbent proceeds independently to plan and carry out assignments to include obtaining and presenting data and advice necessary for the proper functioning and management of the administrative office. Incumbent receives assignments along with instructions as to objectives, priorities, and limitations. Completed work is evaluated for appropriateness and conformance to policy. Performs a variety of miscellaneous duties and responsibilities, which provide continuity, and efficiency of administrative office operations and procedures.

II. MAJOR DUTIES AND RESPONSIBILITIES

  • Assists with development/review/interpretation/drafts and recommends revisions to regulations,
  • directives, memoranda, and policy.
  • Disseminates information to supervisors and staff concerning policies, plans, procedures, and actions of an administrative nature.
  • Prepares correspondence covering subjects of an administrative nature, both internal and
  • external.
  • Maintains control of action correspondence; performs follow-up action to ensure
  • timely reply/action.
  • Receives and Jogs outgoing correspondence, reviewing it for correct format, punctuation, spelling, grammatical accuracy, factual correctness, enclosures, dates, signatures, complete addresses, etc.
  • Responds personally to' non-technical, but substantive, requests for information involving directorate programs and functions, project assignments, internal procedures and relationships, and current work status. Serves as a point of contact for all travel and training requests. Review and track travel and training documents for the department. Prepare travel orders. Make necessary arrangements for travel, arranging schedules or visits. making reservations, booking tickets, accepting, and processing travel vouchers and reports as needed.
  • Occasionally, make trips to local supporting offices outside the building to pick up or deliver mail, correspondence, or materials.
  • Establishes and maintains office technical and administrative files in accordance with applicable regulations. Maintains the office reference material consisting of directives, regulatory guidance, and publications.
  • Receives and screens calls and visitors to the office. Schedule appointments and meetings with/for Housing management. Uses diplomacy and tact in dealing with internal and external visitors/customer.; to determine the nature of their request before scheduling meetings with management.
  • Maintains a schedule of the meeting and conference spaces.
  • Prepare a variety of material using knowledge of office hardware and software systems. Materials produced include correspondence, technical reports, briefings, tables, forms, and viewgraphs. Uses automated data processing equipment and off-the-shelf software programs such as Microsoft Word, Excel, and Power Point to prepare, in final form, a variety of narrative and tabular materials such as correspondence, reports, charts, graphics, regulations, staff studies, flyers, brochures and other handouts. Ensures documents meet criteria contained in administrative guidance and checks for correct format, grammar, spelling, punctuation, capitalization, etc. prior to releasing document for signature and/or distribution.
  • Performs timekeeping functions, using Kronos. Prepares/inputs time and attendance records.
  • Ensures all required training is properly documented in the Total Workforce Management System (TWMS), or other mandated tracking system. Monitors system monthly and briefs management on standings.
  • Protects sensitive and/or private information as identified by the Privacy Act of 1994 as amended.
  • Perform other duties as assigned.

 

III. REQUIREMENTS

  • Knowledge of administrative support functions and skill in planning, organizing, and interpreting a wide range of administrative requirements.
  • Ability to write, using proper grammar, spelling, punctuation, etc., to properly prepare correspondence.
  • Skill in oral expressions to explain processes and procedural matters and provide basic program information.
  • Ability to make sound decisions, resolve problems or discrepancies based on knowledge of directives, processing rules, regulations, and procedures.
  • Ability to prepare and apply knowledge of software functions to produce wide range of documents often requires complex formats. Skill in the use of Microsoft Office Programs (e.g., Word. Excel, Power Point, Outlook).
  • Ability to file and retrieve information and maintain suspense records in accordance with office filing procedures.

 

Conditions of Employment

  • The selected candidate MUST successfully pass a physical examination to determine fitness for duty.
  • Obtain a Brown Card from the Ministry of Labor and US Visa as proof of eligibility to work with the US Government.
  • Must successfully complete a National Agency Check or equivalent background screening upon selection and periodically thereafter as computer access is required.
  • The selected candidate will be required to participate in the Direct Deposit.

 

This position requires the incumbent to drive a vehicle around the installation. A valid driver’s license is required at the time of hire.

 

EVALUATION: Candidates will be evaluated on quality and nature of the experience pertinent to the position.  Application must show sufficient knowledge, skills, and abilities to perform the full range of duties of the Administrative Assistant. 

Applicants are STRONGLY encouraged to address the above job requirements and submit them with application.  Applications should include all experience including dates of employment, training, education, or other information that is relevant to the announced vacancy.

 

HOW TO APPLY: 

  • Resume should be no more than two (2) pages (required).
  • Resume, MUST include month and year of employment for each position (required)
  • Include name and contact information for at least three (3) professional references in your resume.
  • If you are a current federal employee, submit your most recent Personnel Action Report (PAR) or SF-50.

 

Submit resume/application to: E-mail resume to:  mariacarmencita.d.alumpe.fn@us.navy.mil The job title and announcement number (2026-035) MUST appear in the subject line or on your resume. Failure to include this information will result in them not being considered for the position.

Resumes that contain PII (Personnaly Identifiable Information sush as birth dates, religious affiliations, pictures, passport number, etc.) or equal Employment Opportunity (EEO) information will be rated as INELIGIBLE).

NOTE: Management reserves the right to fill the vacancy by methods other than merit staffing procedures (i.e., non-competitive placements in lieu of, or as exceptions to competitive procedures) or cancel the vacancy announcement at any time during the recruitment process.