Administrative Assistant

Summary

This Administrative Assistant position is located in the Retail Dining & Hospitality department part of the U. S. Naval Academys Non-Appropriated Fund Instrumentality (NAFI) Naval Academy Business Services Division (NABSD) Annapolis Maryland.

The Administrative Assistant performs clerical administrative and customer service duties that support the efficiency effectiveness and productivity of the assigned department.

Duties

• Provides comprehensive administrative support to management and staff across the assigned department. Creates forms flyers and brochures; drafts and distributes communications to staff NABSD and USNA contacts in regards to hours of operation sales facility notices policy changes; upkeeps Standard Operating Procedures (SOPs); prepares payroll and other necessary reports to assist with budget preparation and tracking; handles incoming and outgoing mail. Performs additional administrative tasks as needed varying based on the assigned department.
• Maintains both department-wide and manager-specific calendars; coordinates with various NABSD departments and other USNA contacts for projects and Midshipmen support events such as Plebe and Uniform Issue Parents Weekends Commissioning Week etc; coordinates scheduling of safety inspections and reports incidents and mishaps to USNA Safety Office and NAF HR.
• Customer Service - Provides customer service to patrons Midshipmen USNA faculty and staff and vendors in person over the phone and via email. Assists patrons with varied assistance such as answering questions about merchandise consumables or event details; and placing orders for shipment. Creates marketing materials and communications; verifies accuracy of information; distributes to NABSD- and USNA-wide audiences; serves as an expert source of information to answer questions and provide updates. - Inventory - Organizes office supplies notifies purchasing POC of low inventory; may place orders as a purchase card holder. Assists with organizing and tracking procurement paperwork. Participates in cycle count and inventory procedures one day per month. Assist with processing damaged & defective merchandise in the POS system.
• Reporting & Data Analysis - Collects and organizes productivity and performance data. Maintains and updates Point of Sale (POS) and inventory information; prepares and distributes accurate daily sales reports. Tracks discrepancies and resolutions submitted by staff members. Compiles and consolidates data for management reports ensuring clarity and consistency in reporting. Supports inventory accuracy through regular product reconciliation tasks. Prepares quarterly reports on commission events including documentation and verification of proof of payment and internal records and compliance.
• Special Projects - Assists with the preparation and execution of USNA events such as I-Day/I-Day Minus One Parents and Football Weekends Prizes & Awards on-location events etc.
• Record Keeping - Maintains physical and digital records maintains the department bulletin board handles confidential and sensitive information submits personnel and medical documentation to Human Resources ensures proper procedures are followed to protect HIPPA and PII. Maintains safety files reports safety and maintenance issues. Incumbent will be working with privacy act information.
• Timekeeping - Makes timecard entries in the payroll system prepares payroll forms for approval collects approved payroll documents for submission to Human Resources and runs attendance reports as requested.
• May be called upon to assist with retail cashier and other duties and for Midshipmen (mission) support events when needed. Attends off-site meetings and trade shows as needed.

Requirements

Conditions of employment

• Must be able to obtain and maintain a security clearance requires 18 years of age
• Males born after December 31 1959 must be registered for Selective Service
• Verification of employment eligibility in the United States is required - We are an E-Verify participant
• Probationary period: Full Time employees serve a one-year probationary period.
• U.S. Citizenship is required for Tier 3 Positions
• Must be able to understand and communicate in English
• Participation in Direct Deposit
• Reference Checks
• Must maintain the privacy of official work information and data and demonstrate the highest level of ethical conduct.

Qualifications

In order to meet the basic requirement of the Administrative Assistant position NFyou must meet the following requirement:
One (1) year of specialized experience providing administrative and clerical support in a professional office or retail business environment that has equipped you with the particular knowledge skills and abilities to perform successfully the duties of an Administrative Assistant and that is typically in or related to the position to be filled. Specialized experience may include but is not limited to: customer service; data entry; use of Microsoft Office applications; preparing and processing administrative documents such as timekeeping payroll invoices purchase order and business records etc.

YOU WILL BE RATED ON THE FOLLOWING KNOWLEDGE SKILLS AND ABILITIES (KSAs) FOR THIS POSITION:
1. Experience working in an Administrative Assistant role. Experience working in the the restaurant catering and/or hospitality field is preferred.
2. Experience and proficiency with Google Suite and Microsoft Office Suite.
3. Skill in verbal and written communication with a focus on clear and concise messaging.
4. Experience with data entry and maintaining records with skill in maintaining organization.
5. Experience in customer service. Skill in thinking strategically to solve problems is preferred.

Additional information

Note: Failure to provide the required information may result in loss of consideration for the position and elimination from the selection process. Applicants may be required to provide proof of education complete a pre-hire health screening etc. DON is an EEO employer. All qualified candidates will receive consideration without regard to race color religion sex national origin age disability marital status political affiliation or other non-merit factor. Reasonable accommodations may be provided to applicants with disabilities. If reasonable accommodation is needed for any part of the application and hiring process please contact the office that is collecting the applications. The decision on granting reasonable accommodations will be on a case-by-case basis.

Candidates should be committed to improving the efficiency of the Federal government passionate about the ideals of our American republic and committed to upholding the rule of law and the United States Constitution.

Required Experience:

Junior IC