Administrative Assistant

Summary This position is located within Commander, Mid-Atlantic Region, Fleet and Family Readiness Program. The purpose of this- position is to provide a variety of administrative functions in support of the assigned site. Responsibilities Incumbent may perform some or all of the following duties as assigned: Financial/Procurement Support 50% Reviews accounting documents for accuracy and completeness (i.e. Inventories, Daily Activity Reports (DAR), invoices/receiving documents, mess requisitions, etc).Ensures proper authorization, correct account information and all other relevant information, s'uch as source documents, before forwarding to the Central Accounting Office for action. Maintains In-house control log for purchase requests and BPA's. Enters purchase documents in financial accounting system and tracks documents to maintain proper balance. Ensures procurement requests for APF and NAF purchases include all necessary information and forwards to the procurement branch of the Central Accounting Office. Responsible for knowing/implementing all changes in procedi.Jre, requirements, processing etc. as issued. Reviews procurement documents for accuracy and completeness. Ensures BPA call sheets are attached to invoices. Verifies monthly IMPAC credit card statements to ensure authorization signatures are present and back up receipts are attached. May be assigned as an approving official for functional/site government purchase cardholders. Assists in cash counts and local audits. Assists the Central Cashier in the performance of duties as needed. Responsible for the initial steps in the return check process, making initial contact and providing continued research and follow up. May serve as POC for facilitating the distribution of Unit Allocation funds for site tenant commands, including establishing and maintaining a quarterly account of all fund deposits and withdrawals for each command. Administrative Support 30% Produces documents using a personal computer from handwritten or rough draft materials ensuring that the completed documents contain the proper format, content, grammar, spelling and punctuation, including memorandums, instructions, position descriptions, etc. Maintains electronic files of all finished products, and provides via email as directed. Provides limited guidance to program managers on administrative policies, procedures and practices and may represent the business office in administrative matters both within and outside the immediate office. Files documents into an established system. or creates new filing system as required. Maintains suspense file for pending items and initiates follow-up action when necessary. Establishes and maintains files for regional instructions, local standard operating procedures (SOP's) and other pertinent program guidance. Answers phone, routes calls'and provides general patron and employee infonnatlon. Routes incoming mail, reports and documents. Transfers documents between offices, and personally delivers time sensitive and other routine .documents directly to the Central Accounting Office (CAO), Regional NAF Personnel Office or other navy facilities as necessary. Employee Assistance 20% Serves as the functional/site training/travel coordinator. Completes employee training forms (1556} and travel orders after a request for training has been approved. Maintains records of submitted and liquidated Standard forms and ensures follow-up action. - Responsible for preparation and/or collection of personnel action requests and/or timekeeping documents from various site managers. Ensures proper supporting documents (leave and overtime/compensatory time sheets) are attached and all appropriate-signatures have been obtained prior to forwarding. Ensures time sheets for APF personnel are properly completed and forwarded to the appropriate department. Performs other related duties as assigned. Requirements Conditions of Employment Qualifications Resumes must include information which demonstrates experience and knowledge, skills, and ability (KSAs) as they relate to this position. Applicants are encouraged to be clear and specific when describing their experience level and KSAs. A qualified candidate must possess: KNOWLEDGE REQUIRED Must have a minimum 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 MWRNQ or government 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. Must be able to work with minimum supervision. SUPERVISORY CONTROLS Reports to the assigned manager/supervisor who provides general guidance and instruction. Employee? executes continuing duties and responsibilities according to established office policies, procedures and guidelines, and is expected to be a self-starter and work with little supervision. Work is reviewed in terms of overall efficiency, .effectiveness and conformance with the established policies. GUIDELINES Guidelines include DOD, and DON manuals, directives, regional instructions, regulations, laws and policy decisions. Th·e number and variation of guidelines and work situations require the employee to use judgment to identify and select the most appropriate procedures to use, or decide which precedent action to follow. Any application requiring more than a minor deviation from policy, or reflecting a situation not covered by policy, is referred to the supervisor for resolution. COMPLEXITY/ SCOPE AND EFFECT The incumbent must be able to handle several tasks simultaneously answering telephone, assisting customers, etc.) while still completing the assigned work. Must be able to retain and disseminate general infonnation regarding financial regulations and policies. Attention to administrative details, responses to action correspondence and professionally produced correspondence directly reflects on the pride and professionalism of the assigneEI department. The incumbent may provide a central point of reference for the program and operational staff, who are located throughout a wide geographic area. The incumbent facilitates positive communication and provides a necessary service in support of the function and/or site. PERSONAL CONTACTS/PURPOSE OF CONTACTS Extensive contacts are with patrons, military personnel, both active and retired, af all ranks, activity managers and staff, Support Services staff, and vendors. The personal contacts involve exchange of information, research, and data collection. Contacts with employees will be to obtain or provide infonnation, gather data, or assist with problems or questions.· Incumbent must use positive customer service skills, and employ tact and good judgment in obtaining, utilizing, providing, and protecting information, which may be sensitive or subject to confidentiality. 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 perfom,ed in an office setting that Is well lighted and climale controlled. SPECIAL REQUIREMENTS Must possess and maintain a current driver's license as travel may be required in the performance of duties. Education This position does not have a positive education requirement. Additional Information Salary is dependent on experience and/or education. Executive Order 12564 requires a Federal workplace free of illegal drugs. According to the Executive Order, all Federal employees are required to remain drug free throughout their employment. Commander, Navy Installations Command is a Drug-Free Federal Workplace. The use of illegal drugs will not be tolerated, and use of or intoxication by illegal drugs will result in penalties up to and including removal from Federal Service. Some positions have special requirements. Selection may be tentative pending the completion of these requirements. Applicants may be required to submit proof of education, participate in medical screening, drug testing, etc. All selections are contingent upon satisfactory employment reference checks. Employment is subject to successful National Agency Background Check. Occupants of this position must maintain the privacy of official work information and data and demonstrate the highest level of ethical conduct.