Training/Administrative Support Coordinator

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JOB SUMMARY:  This position is located in the Administrative Division of the Morale, Welfare and Recreation Department. This position is located on Naval Air Station Jacksonville, Jacksonville, Florida. As the Training/Administrative Support Coordinator, the incumbent will be responsible for providing daily administrative support to the MWR Department, conducting and documenting a variety of training for employees. This position reports directly to the MWR Installation Program Director.

MAJOR DUTIES: Contact point for managers and customers entering the MWR Administrative Offices. Provides pertinent information concerning the entire department and activities, schedules, hours of operations and special events. Answers and screens incoming telephone calls, disseminates requested information from own knowledge or office files. Directs more technical matters to proper office or individual for consideration. Makes tentative appointments for director and arranges meetings as required. Acts as first contact for prospective employees by answering basic employment information, provides them with application information, takes applications and resumes when completed.
Command Access Control Officer or AMAG Administrator for the MWR Department. Receives all access forms of guests for functions at all MWR facilities, enters data into the system and coordinates with the Security Department for issuance of preprinted passes for guests. Receives monthly reports, patron counts, from all activities and records information.
Performs typing for official reports, memorandums, instructions and notices, standard operating procedures, draft reports, staff meeting minutes, statistical reports, rough and smooth correspondence of a confidential or sensitive nature, and other material as required. Proofs outgoing correspondence for typographical and grammatical errors and proper format.
Assist other department personnel in processing correspondence and reports and retrieving materials from the files. Distributes mail, correspondences, money bags, and various items. Attends meetings, preparing and needed reference material and takes minutes as required/requested. Incumbent will coordinate with managers the training schedule of assigned employees.  Incumbent will create pre-training notification letters (training announcements using templates) and provide to attendees and management.  Incumbent will conduct specified classes; provide feedback to the supervisor and MWR Director on any issues that were discussed and not resolved (parking lot issues), and document Customer Service Training and annual GMT/ General Military Training for the entire MWR Directorate.  Training of new employees in Customer Service shall be scheduled and trained within the first 90 days after check in.
Administers the online (electronic) MWR Customer Comment Card Program.  Ensures the MWR Customer Comment Card Survey Monkey web site is checked daily for new comments, and the site is updated as needed.  Ensure comments are routed to both the MWR Director and the appropriate manager to include tracking and logging of responses by management to the customer.  MWR Director shall be notified of all unresolved or unanswered comment cards.
Provide feedback to MWR Department Heads on the training progression of their staff, identifying training deficiencies.
Use a networked computer system, input new and existing employee data into a Microsoft Excel spreadsheet Manning Document to track and report training progression to management and assigned employees on a daily basis.  Be familiar with the use of MS Outlook electronic mail (email), and the use of MS Office Suite. Incumbent will become familiar with the scheduling and use of available training resources at various MWR Facilities.  Ensure proper training materials are ordered and maintained on hand. Coordinate and track the completion of Alcohol Service Training for employees and managers of facilities, which serve alcohol.
Become proficient in the use of and gain administrator access for all MWR Personnel for Enterprise Safety Applications Management System [ESAMS] used for employee safety training, Navy Family Accountability and Assessment System [NFAAS] and Total Workforce Management Services [TWMS] for required and professional related training.  Both programs are provided on the NMCI Network controlled by the use of a Common Access Card (CAC).

KNOWLEDGE AND SKILLS REQUIRED:  Incumbent must be able to obtain a secret security clearance. Must have knowledge of Navy correspondence format, grammar, punctuation and spelling as documented on resume.  Must have knowledge of NAS Jacksonville MWR programs and organizational structure as demonstrated on resume.  Must have good phone skills, a good command of the English language and the ability to answer multiple phone lines.  Must have knowledge of computer programs such as Excel, Word, etc. and the ability to enter information with speed and accuracy. Must be able to type 65 words per minute.  Must be able to exercise tact and courtesy and use good judgment in carrying on public contacts by phone and in personMust have the ability to use initiative, discretion and independent judgment in making decisions and dealing with matters of a sensitive nature.

NOTE:  Some positions have special requirements. Selection may be tentative pending the completion of the satisfactory employment reference checks and receipt of proof of education (where applicable). Selectee may be required to complete a one (1) year probationary period. Participation in the Direct Deposit/Electronic Fund Transfer within the first 30 days of employment is required. We utilize E-Verify to confirm selectee’s eligibility to work in the United States. Salary is dependent on experience and/or education. This announcement may be used to fill additional vacancies within 60 days of closing date.
The Department of the Navy is an Equal Opportunity Employer where employees are respected and valued. All qualified applicants will be considered without regard to race, color, religion, sex, national origin, age, disability, marital status, political affiliation, sexual orientation or any other non-merit factor. Reasonable accommodations are provided to applicants with disabilities. If reasonable accommodation is needed for any part of the application and hiring process, contact the NAF HR Office. The decision on granting accommodations will be on a case by basis.

HOW TO APPLY:   All interested applicants should submit an application OR resume as well as the Declaration of Federal Employment (OF 306) (https://www.opm.gov/forms/pdf_fill/of0306.pdf) in one of the following ways:

BY FAX TO: (904) 542-3424 or SUBMIT VIA EMAIL TO:

JAXS_NAS_MWRJOBAPPS@NAVY.MIL

NAF Application form and Request for Military Spouse Preference form can be picked up at the MWR Personnel Office or can be downloaded from navymwrjacksonville.com under the "Jobs" tab.

EMPLOYMENT PREFERENCE: If requesting any type of employment preference, supporting documentation must be submitted with the application/resume to prove preference eligibility. The submission of a preference does not guarantee a position as applicant still must be highly qualified with the knowledge, skills, and educational requirements of each submittal. 

*If claiming Veteran's Preference, completed SF-15 and a legible copy of DD-214 (page 4) as well as any other supporting documentation (disability, official statements, proof of service, etc). is required.

*If claiming Gold Star Veteran's Preference, completed SF-15 and a legible copy of DD-1300 as well as any other supporting documentation (official statements, document of service, court decree, etc.) is required.

*If claiming Department of Defense (DOD) Non-appropriated Fund (NAF) Business Based Action (BBA) Priority consideration, submit a copy of the notice of separation.

*If you are a current federal employee, submit your most recent Personnel Action Report (PAR) or SF-50.

*Proof of education (transcripts/copy of degree/high school diploma), if applicable to position requirements.

SPOUSAL PREFERENCE:  Spousal Preference can be used only once to gain regular full time employment in the commuting area but may be used multiple times for flexible type position.
To prove eligibility, you must submit the following with your resume/application:

  • Request for Military Spouse Preference form
  • Copy of spouses’ orders that state the “Ultimate Activity” is within the average commuting distance to NAS Jacksonville.
  • A copy of the marriage certificate that provides proof that marriage occurred prior to the issuance of the orders.

CONDITIONS OF EMPLOYMENT Employment is contingent upon a successfully completed and positively adjudicated National Agency Check (NACI) or higher background clearance as required by the position or local security requirements.
“To ensure compliance with an applicable preliminary nationwide injunction, which may be supplemented, modified, or vacated, depending on the course of ongoing litigation, the Federal Government will take no action to implement or enforce the COVID-19 vaccination requirement pursuant to Executive Order 14043 on Requiring Coronavirus Disease 2019 Vaccination for Federal Employees. Federal agencies may request information regarding the vaccination status of selected applicants for the purposes of implementing other workplace safety protocols, such as protocols related to masking, physical distancing, testing, travel, and quarantine.”