Overview
Administrative Assistant Jobs in Stony Brook, NY at Stony Brook Administrative Services
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. As a service-oriented organization, we never waver in our commitment to our Corps.
This vacancy is eligible for the following Employee Benefits:
401(k) Retirement Plan with up to a 5% employer match
NAF Pension Plan, employee contribution only 1% (May be eligible to buy back military service time)
Medical and dental insurance
Inexpensive life insurance covers up to 3x your annual salary
Flexible Spending Accounts (Health and Dependent Care)
Health Savings Account
Short Term Disability Insurance up to 60% of your salary
Federal Long Term Care
Leave Donation Program for life¿s emergencies
Immediate annual and sick leave accrual
This position is located at MCAS MIRAMAR. Candidates selected for this position will serve as an Administrative Specialist.
Major Duties
The incumbent provides direct administrative assistance to executive management within Marine Corps Community Services (MCCS), performing a variety of administrative duties requiring a substantial level of judgment, experience, and discretion as described below.
Organize the flow of operational processes in an office environment, establishing status of action on numerous projects and program operations which requires review and interpretation of directives and regulations. Develop internal policies, procedures and work methods affecting administrative management operations. Advise staff on development and implementation of local administrative directives and procedures and ensure compliance by reviewing and revising reports and correspondence for accuracy and format. May be delegated signatory authority for selected administrative matters.
Screen calls and visitors, and personally handle majority of requests for information, referring the request to others as appropriate. Compose correspondence, create reports, prepare PowerPoint presentations and other required material in a manner that reflects an excellent grasp of essential written communication skills of clarity, conciseness, completeness, coherence and courtesy, and uses proper formatting free from grammatical and spelling errors. Maintain files, regulations, manuals, and directives up to date. Review incoming correspondence and determine proper action. Review outgoing correspondence and reports to ensure concurrence with established directives. Maintain calendars and schedule appointments and meetings, taking into consideration the workload and current issues of importance for executive management level positions. Handle matters and situations of a confidential and sensitive nature with tact and diplomacy. Performs daily responsibilities independently.
May maintain and follow up on scheduling meetings, training, conferences, and personnel issues for management-level employees. Act as liaison among employees in management level positions, Managers, local command POC’s, outside agencies, other commands and other MCCS divisions. Provide training to lower-graded administrative employees as needed.
Make arrangements for special events and prepare procurement requests for aerial and static performers for annual Air Shows. Responsible for contract life cycle management from initial requirement to final payment. Balance organizational needs while maintaining a strong working relationship and partnership with the Station Air Show Coordinator and other departments to ensure contractual obligations are met.
Provide exceptional customer service, and uphold high service standards using respect, courtesy, professionalism, and teamwork. Take initiative to solve problems quickly but recognizing when to seek assistance to resolve issues. Collaborate in a professional, supportive, and proactive manner.
Adhere to safety regulations and standards, and promptly report any observed workplace hazards, and any injury, occupational illness, and/or property damage resulting from workplace mishaps to the immediate supervisor. Adhere to established standards of actively supporting the principles of the EEO program and prevention of sexual harassment.
Perform other related duties as assigned.
Qualifications
Three years¿ experience providing executive level administrative support that demonstrates a broad knowledge of administrative practices and principles, and demonstrates exemplary time management skills needed to organize and coordinate multiple high visibility projects simultaneously. Must have the ability to identify and anticipate the needs of the MCCS Director and Deputy Director.
Must interact seamlessly and with a professional demeanor across a broad range of individuals including MCCS Senior Leaders, Military Leaders, customers, vendors, and co-workers. Experience with military structure, protocols, and operational tempo required. Handle highly sensitive and confidential financial, legal, and institutional information while exercising professionalism and discretion.
Must demonstrate an excellent grasp of business oral and written communication skills that include clarity, conciseness, completeness of the information being conveyed, and use proper formatting free from grammatical and spelling errors. Experience with proper naval correspondence rules preferred. Ability to operate a personal computer and associated peripheral equipment and software to include Microsoft Office Suite – Outlook, Word, Excel, and PowerPoint.
This is a white-collar position where occasional lifting to 15 lbs. may be required.
How To Apply
All applications must be submitted online via the MCCS Careers website: https://careers.usmc-mccs.org
Resumes/applications emailed or mailed will not be considered for this vacancy announcement. To be considered for employment, the application or resume must be submitted online by 11:59 PM (ET) on the closing date of the announcement.
If prior military, upload a copy of your DD214 Member 4 Copy as an attachment to your MCCS careers profile under ¿My Job Applications¿ https://careers.usmc-mccs.org
Required Documents to be considered for Military Spousal Preference
Military Spousal Preference may be requested for positions NF-3 and below, Crafts and Trades (NA, NL, NS), and Child & Youth (CY) positions.
1. Spouses must meet the minimum qualifications posted in the job announcement.
2. Spouse Preference eligibility begins 30 days before the military sponsor¿s reporting date to the new duty location.
3. Spousal Preference applicants hired in a flexible position will not lose their spousal preference eligibility until converted or hired into a regular full-time or part-time position or is within a 60-day period of receiving new PCS Orders.
4. Spousal Preference applicants must provide a copy of the PCS order identifying a spouse¿s authorized move and the sponsor¿s reporting date to the new duty location. If the spouse is not listed on the PCS orders, the spouse must provide documentation (i.e. marriage certificate, valid military ID, etc.) verifying marriage prior to PCS orders (must have been married to the military sponsor before relocation to the new duty station). Complete the online application and attach a resume.
5. Spouses with current or prior Federal service, submit a copy of the most recent performance appraisal rating.
NOTE: It is the applicant¿s responsibility to submit at the time of application the documents required to be considered for Military Spousal Preference. Please verify that information required has been uploaded/submitted, legible, and accurate. To check the status of your application or to return to a previous or incomplete application, log into your MCCS user account and review your application status. MCCS Human Resources will not modify applications, resumes, or answers submitted by any applicant.
Selective Service Registration: If you are a male born after December 31, 1959 and are at least 18 years of age, government employment requires that you must register with the Selective Service System, unless you meet certain exemptions. You must be able to show proof of registration or your exemption, as part of the required suitability background investigation.
VACANCIES MAY BE FILLED BY METHODS OTHER THAN THE MERIT STAFFING PROGRAM WHEN IT APPEARS THAT THE BEST QUALIFIED PERSON CAN BE OBTAINED FROM OTHER SOURCES.
Closing Statement
GENERAL INFORMATION: Applicants are assured of equal consideration regardless of race, age, color, religion, national origin, sex, GINA, political affiliation, membership or non-membership in an employee organization, marital status, physical handicap which has no bearing on the ability to perform the duties of the position. This agency provides reasonable accommodations to applicants with disabilities. If you need a reasonable accommodation for any part of the application and hiring process, please notify the agency. The decision on granting reasonable accommodation will be on a case-by-case basis.
It is Department of Navy (DON) policy to provide a workplace free of discrimination and retaliation. The DON No Fear Act policy link is provided for your review: https://www.donhr.navy.mil/NoFearAct.asp.
As part of the employment process, Human Resources Division may obtain a Criminal Record Check and/or an Investigative Consumer Report. Employment is contingent upon the successful completion of a National Agency Check and Inquiries (NACI). For all positions requiring access to firearms or ammunition, the Federal Government is prohibited from employing individuals in these positions who have ever been convicted of a misdemeanor crime of domestic violence, or a felony crime of domestic violence adjudged on or after 27 November 2002. Selectees for such positions must submit a completed DD Form 2760, Qualification to Possess Firearms or Ammunition, before a final job offer can be made.
Direct Deposit of total NET pay is mandatory as a condition of employment for all appointments to positions within MCCS.
Required Documents:
Education/certification certificate(s), if applicable.
If prior military, DD214 Member Copy
This activity is a Drug-free workplace. The use of illegal drugs by NAF employees, whether on or off duty, cannot and will not be tolerated. Federal employees have a right to a safe and secure workplace, and Marines, sailors, and their family members have a right to a reliable and productive Federal workforce.
ALL CANDIDATES MUST COMPLETE THE ONLINE APPLICATION AND SUBMIT A RESUME TO BE CONSIDERED FOR THIS POSITION.
ALL ONLINE APPLICATIONS MUST BE RECEIVED BY 1159PM EASTERN STANDARD TIME (EST) ON THE CLOSING DATE LISTED IN THE JOB POSTING.
APPLICANTS WHO DO NOT MEET THE ABOVE REQUIREMENTS WIL NOT BE INTERVIEWED.
Title: Administrative Assistant
Company: Stony Brook Administrative Services
Location: Stony Brook, NY