FFSP Program Assistant

2 months ago

San Diego, California, United States Commander, Navy Installations Full time

Participtes in achieving the efficient execution of the program by collecting, tracking compiling, inputting in a timely fashiion and analyzing various data.

Verrifies accuracy of data, prepares reports and information and bring trends to the attention of managment.

Maintains a library of current and historical data, statistics, procedures, policies, instructions and reports used by FFSC staff in preparing for and delivering programs in accordance with Navy guidelines and policy.

Establishes, maintains, purges, and disposes of files and records in accordance with established regulations and procedures.

Created, reviews, processed and expends non-appropriated fund (NAF), sponsorship and appropriated fund (APF) purchase requests, marketing requests, expenditures, and obligations for approval by supervisor.

Serve as APF purchase cardholder, tracking purchases, communicating with vendors, and ensuring all APF purchasing requirements are met.
Liaises with NAF Accounting and Procurement for NAF and sponsorship fund obligations.
Reviews financial controls and reports obligations and expenditure, verifying accuracy of all financial data using the appropriate NAF or APF tracking system,
Consolidates budget estimates and assists with the preparation of NAF and APF projected funding needs
Reviews data submitted for consistency with previous estimates, current levels of operations and anticipated changes.

Serves as Trusted Agent for Trusted Agent Sponsorship (TASS) to issue contractor credentials and tracks successful completion of background checks, initial and reoccurring, for government and contract personnel.

Ensures compliance with applicable directives and instructions, regulations and generally accepted standard of the profession.
Forwards guidance under area of responsibility to all FFSC staff.
Tracks completion of required employee training.
Enters and/or tracks routine reports and surveys and updates to data bases.
Completes and/or updates web-based or database program input and reports.
Responsible for coordination and management of APF and NAF property inventories, facility programs, facility work requests and special projects that reside under the FFSC Director,

Supports supervisors with timekeeping services and personal actions related to NAF and APF staff, including processing mileage claims, processing leave requests, utilizing KRONOS to track time as a timekeeper and providing logistical and administrative support to arrange travel preparation and reimbursement for approved training conference.

Schedules appointments and meetings in accordance with policies and priorities, and coordinates with the staff as necessary.
in additional to logistical support, contacts participants and ensures all required materials and services are provided.
Informs supervisory or conflicts, re-scheduling appointments as needed.

May serve as representative of FFSC San Diego for certain meetings as directed by supervisor, taking notes/minutes and reporting back to supervisor.

Independently notes and follows up on commitments made at meetings and conferences by staff members.

Prepares a wide variety of technical recurring and non-recurring correspondence and other documents ensuring proper format, syntax structure, grammar, timely completion and distribution.

Composes correspondence, Standard Operating Procedures and other materials of non-technical nature.
Review and finalizes documents prepared by other for procedural and grammatical accuracy.
Reviews and processes incoming and outgoing correspondence, materials, publications, regulations and directives.
Receives telephone calls and visitors.

Based upon knowledge of the organization's programs and functions and operations, directs customer to appropriate staff or organizations for assistance.

Locates and selects appropriate references and procedures references and procedures for application to specific questions.

Must be able to instantly assess and respond appropriately and conscientiously to crisis situations to include family violence, suicide risk and individual crisis situations, and is able to make knowledgeable and accurate judgment in providing hands-on assistance or self-help resources.

Familiar with Privacy Act requirements and serve as Functional Privacy Act Coordinator for FFSC San Diego.
Performs ither related duties for program support as assigned.

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