OPERATIONS SPECIALIST (SHIP STORES)

Operations Specialist (Ship Stores)

Primary Location: United States-Virginia-Norfolk

Organization: NEXCOMHQ Pay Range: $72,804 - $92,449 based on exp

Job Summary: Responsible for providing guidance and assistance to the forces afloat in all aspects of the ship's store retail operation. Assists in executing the Ship's Store Merchandising Program. Maintains merchandise contract catalogs and listings. Procures resale merchandise for ships. Provides quality assurance of Command policies and procedures as related to ship's store retail operations. Reviews the Government Purchase Card GPC associated workload and assignment of that workload to GPC cardholders within the office. Approving Official for NWCF GPC transactions.

Duties and Responsibilities:

• Reconciles monthly GPC Statements from cardholders in ERP and submits payment authorization to DFAS.
• Reviews cardholders' work in U.S. Bank and ERP for completion and accuracy.
• Creates and maintains forms, documents, logs, journals, reports, etc. as it pertains to the GPC program. Additionally, performs regular audits of all transactions in preparation for the 18-month Fleet Logistic Center audit requirement.
• Maintains awareness of work progress on urgent requirements; instructs customers on the technical aspects of preparing a procurement package; assists customers in market research; assists customers in identifying requirements; surveys customer base regularly throughout the year, evaluates customer responses and recommends improvements to the Program Manager; provides feedback to the Program Manager about customer concerns and the most problematic issues and recommends solutions; and receives and resolves complaints/problems from customers.
• The incumbent will also assist the procurement director with requisitions and work closely with vendors to resolve payment problems; obtain copies of vendor contracts; and follow up on contractual agreements not completed. Acts as Contracting Officer's Representative (COR) for all NEXCOM ship stores contracts related to ship store merchandise for resale.
• Reviews such aspects as procurement procedures and pricing policies; merchandise promotional programs; display and signing; cash handling procedures; accountability of officers controls, security provisions; contract administration procedures and vendor relations; receipt and inspection procedures as well as implementation of NAVSUP, NAVCOMPT and NEXCOM manuals procedures and operating directives of higher authority. Notes deficiencies, recommends corrections. Prepares revisions/changes to ship's store publications to reflect current policy and procedures. Provides quality assurance review of all other publications.
• Develops goals, establishes schedules and assigns work, priorities and special projects to individuals; answers questions and renders technical decisions on matters relating to any phase of the branch work within the policy guidelines provided. Reviews the activities of subordinate personnel by means of daily communication, via telephone, correspondence, or through monthly reports and on-site visits as deemed necessary. Reviews subordinates' work for performance efficiency; ensures finished products, including designs, and recommendations on matters such as procedure changes, corrective actions required by ships, or other submissions forwarded to higher authority are accurate and require no further changes.
• Produces fleet basic stock listings. Based on established guides and ships' consumption factors, determines the proper items and quantities required. Provides technical guidance on merchandise quality, assurance, and economical operations.
• Analyzes problems submitted by individual ships as well as those deficiencies and/or problem areas uncovered during the course of the management reviews of ship's stores operations and makes recommendations for changes to NAVSUP, NAVCOMPT, NEXCOM manuals, as appropriate.
• Reviews purchase orders submitted by ships, for non-listed merchandise, to assure propriety of actions. In this connection, conducts a value analysis of non-catalog or Contract Bulletin-authorized items. When purchase orders are improperly prepared or for unauthorized merchandise, returns them to the originator, indicating corrective action and recommending submission through appropriate channels for approval.
• Maintains liaison with Fleet and Type Commanders, Navy Purchasing Officers, Fleet Accounting and Disbursing Centers, and other cognizant activities on ship's store problems. Keeps superiors informed of progress and actions taken while providing assistance to ship stores. Serves as liaison between Ship Store Military Representatives and local salespeople; identifies salespeople and provides clearance to board ship. For new items presented by salespeople, reviews items to ascertain quality and indicates procedures to be followed for merchandise to become authorized.
• As requested, assists in such activities as surveying the quality assurance of merchandise received.
• Maintains and updates the personnel computer-based database of ship's store line items. Under the direction of the supervisor, ensures the validity of data contained in the database, and recommends updates and improvements to the system.
• Utilizing database, spreadsheet, and word processing software assists in the development and execution of applications which aid in collecting, analyzing, and reporting data relating to ship's store merchandising. Operates independently with limited guidance. Performs other related duties as assigned.

Works under the technical supervision of the Program Manager, Ships Stores Program, NEXCOM headquarters. Incumbent operates independently within the framework of program objectives and procedures established by NEXCOM and other authority, receiving assignments from the Program Manager. Work is reviewed for regulatory and procedural compliance and for the incumbent's overall operational efficiency in connection with Ships Stores Operations through submitted and discussed reports.

The incumbent of this position must meet the following requirements: The ability to obtain a favorable Access National Agency Check and Inquiries (ANACI), pass a background investigation, meet all base access requirements, and submit a Financial Disclosure Report (OGE450) annually. Failure to meet any of the above-noted requirements may result in termination of employment. A total of 7 years' experience consisting of the following: GENERAL EXPERIENCE: 3 years' experience in administrative, merchandising, or similar work that enables the applicant to gain knowledge of merchandising, management, appropriate fund accounting, and procurement procedures. OR SUBSTITUTION OF EDUCATION FOR EXPERIENCE: 1 year of academic study above the high school level may be substituted for 9 months of experience, up to a minimum of a 4-year bachelor's degree for 3 years of general experience. AND SPECIALIZED EXPERIENCE: Four years of responsible experience that provided background in management of operations, appropriate fund procurement and accounting procedures; Level II Simplified Acquisition certification or the ability to acquire and maintain such certification (within one year of employment). The position also requires the ability of the incumbent to acquire a favorable Access National Agency Check and Inquiries (ANACI), pass a background investigation, and meet all requirements for base access; and the ability to secure and maintain a warrant authorizing use of a Government Purchase Card and submission of an Executive Branch Confidential Financial Disclosure Report (OGE450) on an annual basis.

Navy Exchange Service Command (Nexcom)