Administrative Staff Support Specialist

PURPOSE OF POSITION

The Administrative Staff Support Specialists are located at NTTC Lackland, Joint Base, San Antonio, TX, and provide necessary administrative support to the activity while ensuring compliance with the guidelines, references, and directives mandated by CENSECFOR and higher authority. The Administrative Staff Support Specialists work closely with other administrative personnel, both military and government civilians, at the work location, and with administrative and managerial personnel at CENSECFOR Headquarters while working in a dynamic, demanding, and high-tempo environment requiring daily interaction with students, military and government civilians.

MINIMUM QUALIFICATIONS

Education:

• A High School diploma or GED.

Training and Experience:

• A minimum of four (4) years administrative experience, with at least two (2) years in a Navy or Marine Corps environment
• Possess a valid driver's license
• Possess the analytic capability to identify and research the various directives, regulations, and policies, in order to determine solutions to problems, issues, and concerns.
• Complete all ethics training requirements set forth by NETC, CENSECFOR and NTTC Lackland prior to working with students and staff.

Security Clearance:

• Must possess and maintain a Secret security clearance.

• Review correspondence to ensure that the contents are consistent with Navy policies, procedures, and emerging administrative requirements. Consolidate and prepare reports for the command going to higher headquarters and commands. This information should contain all pertinent information to avoid delays in routing and approval processing.
• Prepare and maintain weekly, monthly and end of year reports.
• Administer the Site Official Mail Management Program, which includes picking up and dropping off mail to/from the local post office, storage, and distribution of mail appropriately. Staff holding a secret clearance will be identified and assigned to support the mail management program as appropriate.
• Administer and assist with the Site Files and Records Management program to include receipt, control, and distribution of all incoming and outgoing correspondence; proper filing procedures, ensuring accurate and up-to-date files; and proper record disposal.
• Provide inputs regarding CENSECFOR student data as required for the Corporate Enterprise Training Activity Resource System (US Navy) (CeTARS), including mustering, graduating, updating student diaries, and generation of enrollment/graduation rosters as well as general CeTARS reports. Maintain accountability and track students daily.
• Submit an accurate and up-to-date class roster to the Navy Personnel Command (NPC) and Naval Education and Training Command (NETC) that identifies fleet returnees under orders, non-prior service students that are PRP qualified, and non-prior service students who are ineligible for overseas assignments due to financial management or drug/alcohol problems. Coordinate with Class Mentor on future duty assignment requests and submission of duty preference data to NPC.
• Obtain all required records management access and complete mandated Records Management training and Records Management Repository training. Prepare recognition and award packages for military/civilian personnel. Receive and maintain access to BUPERS on Line (BOL), Navy Awards to award creation, approval, and record entry.
• Create, prepare, and distribute staff and student message traffic relating to delay in reporting, cancellation of orders, unsuitability and other related transactions for review and release upon leadership approval. Receive and re-distribute incoming message traffic locally as appropriate.
• Track/account for Personnel Reliability Program (PRP) qualified and non-qualified PRP candidates.
• Coordinate the Orientation and Class Assignment of students. Verify ID card, driver's license, and other prerequisites in accordance with course requirements. Provide graduation class rosters to respective Regional Support Centers (RSC) and Transaction Service Centers (TSC)).
• Verify and submit class reenlistment, advancement, and reclassification request, when applicable. *
• Provide instruction and guidance to students, in the classroom in completing all required administrative forms - Risk Factor Screening Sheet; Student Information Sheet; Transfer Information Sheets; Debt to Income Ratio forms; Basic Gain Data Sheets; Motorcycle Survey Questionnaire; Personnel Reliability Programs forms, and Reenlistment forms. Complete and route set-back and disenrollment packages, input/update student information sheets utilizing Microsoft Office programs, and notify the appropriate chain of command.
• Submit "set-back", disenrollment, and "dropped on request" packages, update all required programs and provide appropriate notification to all concerned in a timely manner. Provide Student Ultimate Duty Station information to Director of Training (N7).
• Perform Graduation Ceremony coordination to include:
  
  
  
  • Submit "awards shell" to the graduating Class Sponsor one week prior to graduation, if required. .
  • Verify and submit class awards, appointment/advancement certificates, and letters of appreciation via the chain of command
  
  
  
  
• Manage the Check-In/Check-Out process for the site. When appropriate, provide coordination with the respective headquarters staff (i.e., Government Travel Charge Card (GTCC)). Conduct Site Indoctrination for new personnel.
• Manage the Site's Directives Program in conjunction with guidance provided from headquarters staff.
• Prepare Navy enlisted performance and officer fitness reports, forward for signature, retain appropriate copies, and mail for records inclusion. Receive and maintain access to BOL Official Military Personnel File.
• Fulfill Privacy Act Office Administrator responsibilities, including semi-annual audits, and provide results to NTTC Lackland Privacy Act Administrator per policy and procedures.
• Prepare Letters of Designation for site personnel as required by directive, or per guidance.
• Fulfill Assistant Educational Services Officer (AESO) duties regarding, tracking, verification, ordering, preparation of Enlisted Advancement Worksheets, and administration of Navy Wide Advancement examinations to military personnel in accordance with policies and any additional preset ESO deadlines and maintain appropriate accesses to accomplish AESO duties.
• Function as the activity's administrative assistant to track the status and assist in maintaining training and administrative files and Training records for personnel. Provide updates on training requirements to the site lead and or Commanding Officer as appropriate.
• Maintain Site Tickler and Tracking systems, ensuring compliance with all deadlines established by higher authority and staff records; Assist with maintaining the Shared Drive reviewing for PII, excess duplicate files, etc., working with local course leadership on content requirements
• Provide customer service and assist students, military and civilian personnel with administrative questions and processes to update electronic service records.
• Other administrative tasks may be assigned based on emergent requirements or based on unique requirements of the NTTC Lackland.
• The Administrative Staff Support Specialist will qualify as a Command Pay and Personnel Administrator (CPPA), receive required access, and perform CPPA duties to include:

• Function as the site's primary point of contact for the multiple Training Support Commands (TSC), Regional Support Commands (RSC), and Navy Passenger Transportation Offices (NAVPTO).
• Role involves submission of ALL staff Electronic Service Record entries and providing pay, leave, and advancement support to military personnel utilizing Master Military Pay Account (MMPA) and Navy Standard Integrated Personnel System (NSIPS).
• Additionally, utilize the eCRM/Salesforce to input transfer data/information and to submit requests for gains, losses, entitlements, per diem, travel advances, advancement, page-13s, and other requirements for military personnel support.
• Perform duties as a Command Leave Administrator (CLA) for active-duty personnel via Navy E-Leave program.
• Track, verify, and print all non-prior service student orders. Complete all Transfer Information Sheets (TIS) for staff and students with orders to CONUS locations and submit to TSCs.
• Prepare and assemble screening packages as required for overseas assignment and special programs to include re-submission of those no longer meeting overseas and special program requirements.
• Review, verify, prepare, and assemble DD Form 1056, Authorization to Apply for a "No-Fee" Passport and/or Request for Visa in support of military personnel.
• Submit and verify Electronic Service Records entries for awards, Eleave, Evaluations, Navy Enlisted Classification Code changes, and other items in the respective systems.
• Maintain the IA (Information Assurance) checklist, as well as the tracking log. Perform spot checks and manage security of PII (Personally Identifiable Information).
• Establish and maintain appropriate accounts for the performance of duties.
• Liaison with RSC, TSC, NAVPTO, NPC, NETC, and other commands:
  
  
  
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    • Liaison with RSC and TSC regarding personnel issues pay problems.
    • Liaison with NAVPTO regarding flight and transportation issues.
    • Liaison with NPC regarding assignments and screenings.
    • Liaison with NETC regarding administrative issues and concerns.
    • Ensure that all concerned leadership, mentors, and detachments are kept up to date regarding any changes in administrative of personnel statuses and provide regular data updates and reports
    
    
    
    
  
  
  
  
• Create and update recurring reports for Activity Leadership, coordinating inputs with stakeholders for applicable sections.
• Consolidate inputs and create the final daily Muster report for the command.
• Track funding balances and inventory receipt/distribution/management of supplies and purchase orders. Coordinate with Activity Leadership
• Attend staff meetings, as required
• Complete required trainings, as required
• Perform other incidental and related duties as required and assigned.

SUPERVISORY/MANAGEMENT RESPONSIBLITY

None