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. This position is located at Naval Support Activity located in Portsmouth, VA.

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Duties

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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, invoices/receiving documents, mess requisitions, etc.). Ensures proper authorization, correct account information and all other relevant information, such as source documents, before forwarding to the FFRSC for action.
• Maintains in-house control log for purchase requests and BPA's. Ensures BPA call sheets are attached to invoices.
• Ensures procurement requests for NAF purchases include all necessary information, verifies accuracy and forwards to the procurement branch of the FRSC.
• Responsible for knowing/implementing all changes in procedure, requirements, processing, etc. as issued.
• May be assigned as an approving official for site government purchase cardholders.
• Assists in cash counts and local audits. Assists the Cashier in the performance of duties as needed. Responsible for the initial steps in the return check process.
• 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 and general correspondence.
• Maintains electronic files of all finished products and provides via email as directed.
• 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 MWR guidance.
• Answers phones, routes call and provides general patron and employee information to include tracking information for online customers and follow-up as needed.
• Responsible for processing customer webstore orders via the online ordering system.
• Routes incoming mail, reports and documents. Prepares outgoing shipments for FedEx as required.

Employee Assistance 20%

• Serve as the site travel coordinator. Completes employee travel orders after a request has been approved. Maintains records of submitted and liquidated standard forms and ensures follow-up action.
• Responsible for collection of 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

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Conditions of employment

• Must pass all applicable records and background check.
• Must successfully pass the E-Verify employment verification check. Any discrepancies must be resolved as a condition of employment.
• Must possess and maintain a current driver's license as travel may be required in the performance of duties.
• The incumbent is subject 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.
• Starting May 7, 2025, non-affiliated individuals requesting access will need a REAL ID-compliant driver's license or another acceptable form of identification to access CNRMA Installations. (review required documents section for more information.)

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:

Must have a minimum of 2 years 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 can accurately maintain filing systems.

Must possess written and verbal communication skills. Must be able to complete finished reports and/or presentations with a minimum of corrections. Previous MWR/VQ or government experience preferred. Must possess excellent personal and customer service skills and be able to provide changes to procedure and new requirements for a variety of management and support staff in a positive manner.

Must possess a professional demeanor, and can make presentations, and successfully field questions from senior management, military command personnel, or customers. Must be able to work with minimum supervision.

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.

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.

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