Administrative Assistant

Job Title

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.