Administrative Assistant

Employer
USAJobs
Location
Little Creek Amphibious Base, Virginia
Posted
Jul 19, 2019
Closes
Jul 20, 2019
Function
Administrative
Hours
Full Time
Duties

Summary

This position is located within Commander, Mid-Atlantic Region, Fleet and Family Readiness Program Support Services (N94) Commercial Activities Program (Marketing, Sponsorship & Special Events). The purpose of this position is to oversee and coordinate the various administrative requirements in support of daily business operations.
Learn more about this agency

Responsibilities

Administrative Support 50%

Manages paid requests for marketing support from submission through to completion to include: logging into a monthly database, assigning to graphic artists, communication with customer, logging out when completed, tracking the status, shipping, filing hard copies for reference, and generating monthly invoices for customer payment. Serves as the main customer service liaison for questions relating to non-traditional items for MWR and CYP as well as paid requests for Navy Gateway Inns & Suites, Navy Entertainment, CNIC Navy Lodging Program and Navy Exchange. Establishes weekly reports of paid job requests completed, late or have approaching deadlines. Maintains filing systems, and may be required to establish additional filing systems as directed.

Administers a variety of office functions to include the development and maintenance of databases and filing systems to include MOA invoices, paid work requests, inventory, vehicle usage/surveys, Fleet Card, and annual contracts (i.e. UPS, XEROX, Verizon, EZ Pass, etc.). Ensures completion, accuracy and timeliness of all reporting requirements as well as timely and correct data entry for appropriate payroll interface (KRONOS). Answers phones, routes incoming calls as necessary, and provides general patron and employee information. Routes incoming mail reports and documents.

Oversees yearly inventory and the physical asset listing, ensuring it is up-to-date and property is surveyed in accordance with regulations, changes are appropriately documented and Support Services Business Office is provided with all required documentation to include requests for DRMO or transfer.

Financial / Procurement Support 50%

Evaluates, prioritizes and facilitates the flow of work into the commercial activities program. Serves as a credit card holder for the program and verifies monthly credit card statements to ensure authorization, signatures and receipts are obtained in advance of purchase. Ensures monthly vehicle log/reports are accurate and completed in a timely manner. Performs product research, prepares purchase requests, statements of work (SOW) and requests for pay (RFP) for the procurement and payment of services and goods, schedules training, reviews accounting documents (i.e., inventory, vehicle spreadsheets, invoices, receiving documents, etc.) to ensure accuracy and completeness. Ensures documentation includes proper authorization, correct account information, signatures and all other relevant information is included on the source documents before forwarding to the Support Services Business Office for action. Responsible for maintaining, initiating and complying with all changes in policy as dictated by the Support Services Business Office. Performs any other related duties as assigned.

Travel Required

Not required

Supervisory status
No

Promotion Potential
03

Requirements

Conditions of Employment

  • Must possess and maintain a current driver's license as travel may be required in the performance of duties.


Qualifications

Specialized experience must demonstrate the following:

KNOWLEDGE REQUIRED

Must have a minimum two (2) year's documented experience in administrative functions, to include: excellent typing skills, ability to use a personal computer with specific ability with word processing, spreadsheet, database, and presentation software--Microsoft Word, Excel, Access and PowerPoint strongly preferred. Must possess a thorough knowledge of English grammar, spelling, capitalization, and punctuation. Must be familiar with pertinent accounting procedures, billing processes, purchasing and requisitioning procedures. Must be familiar with document filing and retrieval systems, and have the ability to accurately maintain filing systems.

Must possess excellent written and verbal communication skills. Must be able to complete finished reports and/or presentations with a minimum of corrections. Previous directly related NAF/APF experience preferred. Must possess excellent personal and customer service skills, and be able to provide changes to procedure and new requirements to a variety of management and support staff in a positive manner. Must possess a professional demeanor, and have the ability to make presentations, and successfully field questions from senior management, military command personnel, or customers.

SUPERVISORY CONTROLS

The position reports directly to the assigned Supervisory Printing Coordinator who provides general priorities and time restraints. Incumbent carries out continuing duties and responsibilities according to established guidelines, but is expected to work independently to perform assignments and use judgment to determine specific priorities, plan work, and meet deadlines. Work assignments are subject to change with little notice, and the incumbent must balance requirements and priorities and keep interested parties advised on changes and progress.

GUIDELINES

Guidelines consist of existing agency regulations that prescribe general standards, regulations, program policies and responsibilities in broad outline form. Incumbent uses sound judgment, resourcefulness and ingenuity in applying experience, concepts and practices to difficult and complex problems.

COMPLEXITY / SCOPE AND EFFECT

Must be able to handle a number of tasks, responsibilities and projects simultaneously, and complete them within time and resource constraints despite interruptions and revisions. Must be able to retain and disseminate a large amount of information regarding regulations and practices. Attention to administrative details, responses to action correspondence and professionally produced correspondence directly reflects on the pride and professionalism of the MWR Department. The incumbent may provide a central point of reference for the program and operational staff of the MWR, who are located throughout a wide geographic area. The incumbent facilitates positive communication and provides a necessary service in support of the MWR function and site.

PERSONAL CONTACTS / PURPOSE OF CONTACTS

Personal contacts are with personnel from various levels within the FFR program, the US Navy and outside organizations. The highest level of professionalism and customer service must be maintained at all times.

PHYSICAL DEMANDS/WORK ENVIRONMENT

The work is primarily sedentary. The incumbent is subjected to frequent walking, standing and bending while obtaining materials from files, monitoring and assisting with the work in the areas assigned. The employee will lift office supplies and packages delivered to the office, not over 25 pounds. Duties are performed in an office setting that is well lighted and climate controlled.

SPECIAL REQUIREMENTS

Must possess and maintain a current driver's license as travel may be required in the performance of duties.

You will receive credit for all qualifying experience, including volunteer and part time experience. You must clearly identify the duties and responsibilities in each position held and the total number of hours per week.

Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., professional, philanthropic, religious, spiritual, community, student, social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment.

As part of the application process, you must complete and submit an occupational questionnaire.

Please follow all instructions carefully. Errors or omissions may affect your rating and/or appointment eligibility.

Education

Additional information

We utilize E-Verify to confirm selectee's eligibility to work in the United States.

Salary is dependent on experience and/or education.

For positions requiring travel more than twice per year, selectee may be required to obtain and maintain in good standing a Government-issued Travel Card for official government travel purposes.

The Department of the Navy (DON) is an Equal Employment Opportunity Employer. Applicants are assured of equal consideration regardless of race, color, national origin, religion, sex, age, mental or physical disability, genetic information, reprisal, marital status, political affiliation, sexual orientation, or any other non-merit factor. This agency provides reasonable accommodations to applicants with disabilities. Applicants with disabilities who believe they may require reasonable accommodations should email their request to nsapplications@ nhr-ma.com to ensure proper consideration is given. The decision on granting reasonable accommodation will be on a case-by-case basis.

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 Sailors, their family members, and all other customers have a right to a reliable and productive Federal workforce.

How You Will Be Evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

All resumes will be reviewed to determine if they meet the hiring eligibility and qualification requirements listed in this announcement, and will be rated based on the information provided in the resume to determine the level of knowledge, skill, and ability, related to the job requirements. Using the qualifications of the position, a predetermined rating criterion of knowledge, skills, and abilities will be used for each resume. Best qualified applicants will be referred to the hiring manager. The selecting official may choose to conduct interviews.

Click the following link to preview the applicant questionnaire: Preview Applicant Questionnaire .

Background checks and security clearance

Security clearance
Secret

Drug test required
No

Required Documents

USAJobs Resume

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

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

If claiming Military Spouse Preference, a copy of sponsor's orders is required for NF-03 and below or equivalent.

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.

If you are relying on your education to meet qualification requirements:

Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education .

Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.

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