Senior Administrative Assistant - Spec

Job Posting End Date: Until Filled

Shift:  1st

Security Clearance: No Clearance

SUMMARY

Performs secretarial and administrative support duties in accordance with established procedures, instructions, and work routines. Performs data input, extraction, analysis, and development in support of the New Construction, Repair and MRO procurement function as directed by the SCM Supervisor and Department Manager. Reports to the SCM Supervisor. Maintains internal contact with all NASSCO departments, and executive management. External contact with NASSCO Suppliers and Customers will be required.

ESSENTIAL FUNCTIONS AND DUTIES

• Prepare, analyze, and input procurement data

• Prepare agendas, reports, and presentations

• Invoice processing for SCM team as needed 

• Communicate with department members regarding information related to input of their purchase orders

• Coordinate department schedules and activities

• Observe and support NASSCO health, safety, and environmental policy

• Maintain and update purchase order data, including schedule updates, status changes, and supporting documentation, in coordination with Supply Chain Professionals.

• Collect and organize required procurement documentation (supplier certifications, compliance forms, contract attachments)

• Assist with preparation and maintenance of audit-ready procurement files

• Run recurring SCM reports (open POs, late material, invoice holds, etc.) and distribute to the team

• Support preparation of compliance and regulatory reporting packages through data gathering and formatting

• Prepare draft procurement packages by consolidating specifications, drawings, quotes, and other required documents

• Request and follow up on supplier documents such as quotes, order acknowledgements, certifications, and delivery updates

• Log material discrepancies, delivery issues, and associated notes into SCM systems for buyer review

• Utilize and maintain purchasing and business information systems (e.g., MMS or equivalent) to ensure accurate, timely data entry supporting SCM workflows.

• Input quote data into templates for buyers to perform analysis

• Assist in preparing materials for cross‑functional meetings, including pulling PO summaries, supplier performance data, and status dashboards

• Other responsibilities and duties as assigned

SKILLS AND QUALIFICATIONS 

• High School graduate with minimum of five (5) years in general office functions and procedures

• Knowledge of MMS procedures, data processing

• Skilled in use of MICROSOFT Office Products and/or other personal computer software applications

• Excellent typing/keyboard skills; and interpersonal and communication skills required

PHYSICAL DEMANDS

Work primarily conducted in an office setting with good lighting. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and the ability to focus. Regularly required to sit, use hands and fingers, operate computer keyboard and controls, and communicate verbally and in wiring. Must be physically able to commute to buildings through the shipyard. Occasional exposure to dust, fumes and moderate levels of noise.

ACCOUNTABILITY

Responsible for providing accurate and efficient administrative and data control as assigned. Results are related to the quality and timeliness of achieving project goals and ability to develop, implement, and/or adhere to processes that maximize productiveness and throughput. Accountable to the SCM Supervisor and Department Manager.

Payscale: $63,800 - $82,600

General Dynamics NASSCO is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status, or any other basis protected by local, state, or federal law.

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NASSCO is an Equal Opportunity / Individuals with Disabilities / Protected Veterans Employer