Summary

Marine Corps Community Services (MCCS) is looking for the best and brightest to join our Team MCCS is a comprehensive program that supports and enhances the quality of life for Marines, their families, and others in the Marine Corps Community. We offer a team oriented environment comprised of military personnel, civilian employees, contractors and volunteers who keep the organization functioning smoothly and effectively.

Duties

JOB TITLE: Administrative Specialist

BUSINESS TITLE: Administrative Office Manager

FLSA: Nonexempt (Non-supervisory)

JOB SERIES: 0303

PAY LEVEL: NF-03

INTRODUCTION:
This position is located within various Club operations assigned to MCB Camp S.D. Butler, Marine Corps Community Service (MCCS) Division, Business Operations Branch, Food & Beverage Section. The position serves as the Secretary/Administrative Office Manager for their assigned club and will provide both administrative support and general operational assistance to their appointed club manager/supervisor.

The primary function of the position is to assist the club manager in ensuring the overall operational efficiency of club operations, to include both: (1) back office administrative support (primary function), as well as (2) front-of-house operational support (secondary function), which may include oversight of all areas of food & beverage preparation and customer service in absence of their appointed Club Manager or other club management staff.

Performs daily responsibilities independently, to include a variety of administrative duties requiring a substantial level of judgment, experience and discretion. Screens calls and visitors, personally handles a good majority of requests for information and refers others, as appropriate. Types correspondence, reports and other materials in final smooth format. Prepares and maintains various files, operational records and financial reports related to club operations. Reviews all incoming correspondence, determining proper action and/or distribution. Reviews outgoing correspondence and reports ensuring proper format and concurrence with established policies/directives. Maintains appointment calendar, schedules meetings, and tracks report suspense for assigned club manager/supervisor according to workload and current issues of importance. Assists in the administrative management of assigned club's operating budget, to include developing spending projections/predictions, as may be required to provide club manager/supervisor with the best information from which to make informed operational management decisions. May serve as a Petty Cash custodian.

Assists in ordering and purchasing supplies, equipment and other items necessary for club operations; submitting maintenance work requests; and ensuring the accuracy of time & attendance records for both NAF and GOJ staff. Administratively assists the club manager in developing the assignment of duties and work schedules for all employees, in order to maximize productivity and ensure financial stability. May perform cashier duties and serve as deposit verifier. Helps to ensure that detailed receipts and records are kept and reconciled with daily/weekly/monthly statements or reports, in accordance with established policies and directives. May oversee stock controls and assist in preparing and submitting requests for all supplies and equipment to the appropriate source. Ensures that the receipt of said supplies and equipment is done correctly. Maintains inventory workbooks for assigned facilities. Creates transfer documents as needed. Assists with monthly physical inventory counts and data entry.

Administratively tracks all facility-based contracts and Blanket Purchase Agreements (BPA) to ensure that the facility remains within agreed upon spending limits and that contracts and BPAs are still valid before committing assets against them. Administratively tracks contract labor usage ensuring that any needed modifications are bought to the prompt attention of the club manager. Reconciles order sheets regularly for submission to the appropriate authority.